Using Maximo for Prop Q

Purchase Requisitions at

the

San Francisco PUC

2

WASTEWATER ENTERPRISE Over 800,000 customers

Over 1000 miles of sewer

pipelines (combined

system)

4 treatment plants

21 pump stations

Over 200,000 assets

SFPUC Geography

4/18/2016

PROP Q PURCHASES AT

THE WWE SFPUC

What is a Prop Q Purchase?

•Material, equipment, supplies and general

services up to but no more than $10,000.

• No Construction

•No Professional Services

•Must be with a City Compliant Vendor

PROP Q PURCHASE MAXIMO STATUS FLOW CHART with Timelines

PURCHASE REQUISITION AND PURCHASE ORDER MODULES (see handout)

PROP Q STATUS FLOW FOR PURCHASE REQUISITION MODULE

WITH ESTIMATED TIME LINE

TOTAL TIME FROM WAPPR TO CLOSE IS 13-14 DAYS IN

PURCHASE REQUISITION MODULE

MAXIMO PO MODULE

ADAPPR(PO in FAMIS)

000-Initiate (same day)150-WWE (1-2 days)

190-FINANCE (5 days)

TOTAL TIME FROM CLOSE TO ADPOST IS 7 DAYS IN

PURCHASE ORDER MODULE

WWE PURCHASING PROP Q TIME LINE (KPI)

NO MORE THAN 21 DAYS

FROM WAPPR TO ADPOST

Effective: July 1, 2015 (see handout) sample report

SAMPLE EMAIL NOTIFICATION FOR KPI REPORT

AUTO GENERATED BY COGNOS MONTHLY

4/18/2016 For NorCalMugRoseville

Maximo status codes for

Prop Q Requisitions from start to finish • WAPPR: Waiting in Approval. Default status for new purchase requisitions.

Must be approved by requestors supervisor. Buyers/Purchasers will have no information on a requisition in this status. End user is required to attach quotes in Maximo to the requisition.

• APPR1: Immediate Supervisor reviews the requisition and ensures that funding is available as well as assigns index code if not already assigned during WAPPR status. Supervisor also ensures that quote is attached to requisition in Maximo and quote is still valid and not stale dated.

• APPR – Approved. Approved by Division Manager in charge of specific index code and funding assigned to Division Manager. This is the final approval in Maximo before the requisition is processed by WWE Purchasing.

• WPBUYR – Materials Manager assigns requisition to Buyer.

• ADRDY- Ready to transfer information from MAXIMO requisition to FAMIS for temporary PO number populated in PR Lines of requisition and PO Module in Maximo. If PO is successfully issued, Buyer must monitor in FAMIS approval path for PO generation (Levels are: 000, 150,190,POST)

• ADERR- If after ADRDY there are errors, requisition is automatically placed in ADERR status by FAMIS and FAMIS Notes are populated with error message.

• CLOSED – the Requisition is closed and a PO has been created.

Standard Prop Q Requisition

End User Quick Checklist • Obtain quote from qualified vendor –

check Maximo for vendor

• Create requisition in Maximo (create PR

line items)

• Attach quote to Maximo Requisition

• Email Immediate supervisor asking for

APPR1 – First Level approval

4/18/2016 For_NorCalMug_Roseville

How to Enter a Prop Q

Purchase Requisition In

MAXIMO

SAMPLE VENDOR EMAIL NOTIFICATION FOR PROP Q PURCHASE

VENDOR: PLEASE REPLY TO CONFIRM RECEIPT Order is not complete until confirmation of receipt is received. (Failure to reply may also result in delayed payments or canceled orders)

Dear: Mike Bucedi, (Koffler Electric) Enclosed in the attachments you will find our order for: DPWP16001342_SEP 550 BOOSTER PUMP STATION 3 MOTOR REBUILD CCSF / WWE PO # DPWP16001342 Quote #: Emailed to Jim Barry dated January 20, 2016

The CCSF/WWE PO number must appear on all paperwork including packing list and invoices Do Not Send Invoice Prior to Shipment Do Not Drop-Ship order directly to Requester

If no reply to this e-mail is received from the vendor within 5 days after e-mail is sent, It will be assumed PO was not received by vendor and the

PO will be closed. No payments will be issued against invoices assigned to this PO. Any deleveries against this PO will be refused and returned.

*FOR PROMPT PAYMENT* Deliver to “Ship To” address ONLY Wastewater Enterprise/CCSF Warehouse 1700 Jerrold Ave. Building 940 San Francisco, CA 94124-1601 REMIT INVOICE TO: (PO number MUST appear on all paperwork) Wastewater Enterprise 750 Phelps Street Building 940 San Francisco, CA 9424 ATTN: ACCOUNTS PAYABLE

QUESTIONS ?