Session Title & Description

(this slide not part of the presentation)

Do Your Purchase Orders “Make the Grade”?

- Everyone reviews purchase orders to make sure they are compliant with laws and policies,

provide the data needed to make informed decisions, and provide transparency into State

procurement. But, how do you know how well you and your staff are doing? The new

Purchase Order Scorecards from the State Purchasing Division will help you grade yourself

and your staff.

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April 27, 2017

Do Your Purchase Orders “Make the Grade”?

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After completing this session,

you will understand:

- The purpose of the PO

scorecards

- How to obtain PO data

- How to insert PO data into

the scorecards

- How to score POs and PO

lines

- How to interpret your results

Entity Procurement Compliance

Manual

In your conference packet if you

are from a State Entity

- Available on the SPD web site

for anybody

Details on why purchase order

data is important

Complete instructions for

conducting the annual self-audit

- Downloading PO Data from

PeopleSoft

- Using the new PO scorecards

Interpreting the results

Developing corrective action plans

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Purpose of the PO Scorecards

- Random PO Scorecard:

- PO type

- Order of precedence

- Clear description

- Correct 3-digit NIGP

code

- NIGP / PO Type

validation

- Criteria-based Scorecard

- 25K Splits

- Vendor/NIGP Splits

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What’s the source of the

data?

- PeopleSoft queries:

- 19D query

- 25K review

- PO List query

- Vendor splits

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Adding data to the

scorecards

Highlight/Paint All Cells

Copy Highlighted Cells to Windows Clipboard

Paste Highlighted Cells

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How do the PO

Scorecards work?

- Select appropriate compliance level from dropdown - Add comments where appropriate/necessary

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Random PO Scorecard:

Evaluating PO Lines

- Evaluating PO Lines:

- Clear item description?

- Correct 3-digit NIGP code?

- NIGP Code / PO Type compliance

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Random PO Scorecard:

Evaluating Individual POs

- Evaluating Individual POs:

- Correct PO Type?

- Order of Precedence followed?

- Other specific procedures followed?

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Random PO Scoring

Summary (1)

- Evaluation of PO lines and PO is combined

- Individual PO rating

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Random PO Scoring

Summary (2)

- Scorecard summarizes all PO factors

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Random PO Scoring

Summary (3)

- Scorecard provides summary

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Criteria-based Scorecard (1):

25K Review

- Identify possible bid violations

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Criteria-based Scorecard (2):

Vendor/NIGP Splits

- Identify possible split purchases

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Criteria-based Scoring

Summary (1)

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Criteria-based Scoring

Summary (2)

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Interpreting Your Results

- What did you find?

- Did anything surprise you?

- What is the next step?

- Do I need a corrective Action Plan?

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Questions??

Thank you!

Next >>> Scorecards Demonstration