Core-CT Procurement Contracts Training

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Core-CTProcurement Contracts Training

• Sponsored by
• Office of Policy and Management

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Getting Started

• Welcome to Procurement Contracts Training
• Instructor introduction
• Participant introduction
• Training Facility Orientation
• Ground rules
• Parking Lot

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Objectives

• Agenda
• Overview
• Procurement Contracts
• Contracts Process Flow
• Contract Types
• Contracts in Core-CT
• Creating Contracts
• Approving Contracts

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Objectives

• Agenda
• Copy a Contract from an Existing Contract
• Copying Existing Contract to a PO
• Entering PO Change Orders
• Maintain Contracts
• Month End Responsibilities
• Contract Reporting

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Procurement Contracts

• C.G.S. Sec. 4-212,4-213, 4-214, 4-215, 4-216,
  4-217, 4-218, 4-219. Personal Service Agreements
• OPM Website PSA Standards and POS Cost
  Standardshttp//www.opm.state.ct.us/finance/pos_s
  tandards/coststandards.htmhttp//www.opm.state.c
  t.us/finance/psa/standards.htm

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Procurement Contracts Process Flow
Procurement Contract
Contract Amendment
Contract Approval
Dispatch
Budget Check
Receiving
Copy Contract to a Purchase Order
PO Chartfield Approval
PO Amount Approval
Payables
PO Change Orders
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Procurement Contracts Contract Types

• BU Award - Business Unit award is a contract that
  an agency establishes based on GL-71 or delegated
  statutory purchasing authorities. DAS/DOIT
  procurement could use this value if they are
  establishing a contract for a single agency to
  use (they would need to restrict the business
  unit to the agency that the contract was
  developed for on the PO defaults page).
• Construction - a contract established by DOT,
  DPW, or any agency that has a construction
  contract.
• Grant is a Grant Award that is either budgeted
  or federally funded between the state and another
  entity. Such as another state agency,
  municipality or for profit business.
• Loan - used by ECD for the purpose of tracking
  their loan related contracts.
• MOU - used when an agency creates a contract
  previously known as a Memorandum of Understanding
  or Memorandum of Agreement.

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Procurement Contracts Contract Types

• POC Competitive - used by the social service
  agencies for their Purchase of Services contracts
  that were competitively bid. Once selected, an
  OPM Reporting link will become active for use in
  entering additional required contract
  information. OPM reporting requirements have
  been modified to require users to enter all the
  lines for the services provided for this contract
  type.
• PON Noncompetitive - used by the social service
  agencies for their Purchase of Services contracts
  that were not competitively bid. Once selected,
  an OPM Reporting link will become active for use
  in entering additional required contract
  information. OPM reporting requirements have
  been modified to require users to enter all the
  lines for the services provided for this contract
  type.

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Procurement Contracts Contract Types

• PSC Competitive - used by any agency when
  Personal Service Agreement contracts that were
  competitively bid. Once selected, an OPM
  Reporting link will become active for use in
  entering additional required contract
  information. OPM reporting requirements have
  been modified to require users to enter all the
  lines for the services provided for this contract
  type.
• PSN Noncompetitive - used by any agency when
  Personal Service Agreement contracts that were
  not competitively bid. Once selected, an OPM
  Reporting link will become active for use in
  entering additional required contract
  information. OPM reporting requirements have
  been modified to require users to enter all the
  lines for the services provided for this contract
  type.

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Procurement Contracts Contract Types

• Rights of Way - used by the DOT for their right
  of way contracts.
• Rental Lease - used for Building Leasing or Real
  Property contracts.
• Statewide Award - used by DAS and DOIT when
  creating a contract that all agencies can use.
• MA (Master Agreement) - used to contract for
  goods or services resulting from an RFP (Request
  for Proposal)
• GL General Letter (GL71a, b, c, d, e , f, g)

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Contract Status

• Open Add or update Contract Information.
• Approved Contract is available to copy to a PO.
• Canceled Do not use.
• Closed Contract has expired.
• On-Hold Contract is on hold from further
  processing.

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Procurement Contracts Process Flow
Contract Amendment
Procurement Contract
Contract Approval
Dispatch
Budget Check
Receiving
Copy Contract to a Purchase Order
PO Chartfield Approval
PO Amount Approval
Payables
PO Change Orders
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Procurement Contracts
Purchasing gt Procurement Contracts gt Add/Update
Contracts
Contract ID numbering schema
07DCF5555AA
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Procurement Contracts General Contract
Contract Types BU Award Constr. GL Grant Loan MA
MOU POC Comp PON Noncomp PSC Comp PSN
Noncomp Rght of Wa Rntl Lease Statewide
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Procurement Contracts - General Contract
Voucher Contract Options
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Entering Contract Retainage
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Procurement Contracts Purchase Order
Purchasing gt Procurement Contracts gt Add/Update
Contracts
Contract ID numbering schema
07DCF5555AA
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Procurement Contracts Purchase Order
Contract Types BU Award Constr. GL Grant Loan MA
MOU POC Comp PON Noncomp PSC Comp PSN
Noncomp Rght of Wa Rntl Lease Statewide
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Procurement Contracts Purchase Order
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Procurement Contracts Purchase Order
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Procurement Contracts OPM Reporting
OPM Approval No. Approval Year 2007- log No. 123
Or Not Reqd

• PSA and POS Contracts that are
• Non-competitive 20,000 or more or greater than
  one year in length
• Competitive 50,000 or more or greater than one
  year in length
• Require approval or approval for a waiver from
  OPM.

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Procurement Contracts OPM Reporting
CGS 13B-20B Consultant Services DOT CGS
4A-50 Contractual Services DAS CGS
4B-55 Consultant Services, Construction DPW
Not Applicable when the Statutory Reference
is not one of selections listed above.
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Procurement Contracts Purchase Order
Line Details
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Procurement Contracts Line Details
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Procurement Contracts Line Details
Price can be changed on order
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Procurement Contracts - Distributions
Distributions
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Procurement Contracts - Distributions
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Procurement Contracts Purchase Order
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Procurement Contracts Key Points

• A standard description is required.
• Make sure you select Price Can Be Changed on
  Order on the Contract page and the Line
  Details page.
• Unselect the Corporate Contract in the Contract
  Options section.
• Only use Lock Chartfield if you do not want the
  chartfields changed in PO.
• Process Options used are General Contract and
  Purchase Order.

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Procurement Contracts Key Points

• All state contracts are required to be entered in
  Core-CT.
• Make sure you select the appropriate contract
  type when creating a contract.
• One Contract One Purchase Order.
• OPM Reporting link has to be completed correctly
  in order for OPM to report PSA and POS contracts
  to the Legislature.

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Procurement Contracts Process Flow
Contract Amendment
Procurement Contract
Contract Approval
Dispatch
Budget Check
Receiving
Copy Contract to a Purchase Order
PO Chartfield Approval
PO Amount Approval
Payables
PO Change Orders
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Approving Procurement Contracts
Purchasing gt Procurement Contracts gt Add/Update
Contracts
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Approval Steps

1. Review the Contracts page.
2. Review the PO Defaults link.
3. OPM Reporting Link
4. Review the Lines group box.
5. Review the Line Details icon.
6. Review the Distributions
7. Approve the Contract.

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Procurement Contracts Process Flow
Dispatch
Budget Check
Copy Contract to a Purchase Order
Receiving
Procurement Contract
Contract Approval
Payables
PO Change Orders
PO Amount Chartfield Approval
Copy an Existing Contract to a Contract
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Copy a Contract from an Existing Contract
Purchasing gt Procurement Contracts gt Add/Update
Contracts
Use the Contract numbering schema
Select Contract Process Option Purchase Order
or General Contract
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Copy a Contract from an Existing Contract
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Copy a Contract from an Existing Contract
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Copy a Contract from an Existing Contract
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Copy a Contract from an Existing Contract
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Copy a Contract from an Existing Contract
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Copy a Contract from an Existing Contract
OPM Approval No. or Waiver
Contracted Entity
Statutory Reference
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Copy a Contract from an Existing Contract
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Copy a Contract from an Existing Contract
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Copy a Contract from an Existing Contract
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Copy a Contract from an Existing Contract
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Copy a Contract from an Existing Contract
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Copy a Contract from an Existing Contract
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Procurement Contracts Process Flow
Contract Amendment
Procurement Contract
Contract Approval
Dispatch
Budget Check
Receiving
Copy Contract to a Purchase Order
PO Chartfield Approval
PO Amount Approval
Payables
PO Change Orders
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Copying a Contract to a Purchase Order

• Navigation Purchasing gt Purchase Orders gt
  Add/Update POs

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Copying a Contract to a Purchase Order
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Copying a Contract to a Purchase Order
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Copying a Contract to a Purchase Order
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Copying a Contract to a Purchase Order
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Copying a Contract to a Purchase Order
Line Details
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Copying a Contract to a Purchase Order
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Copying a Contract to a Purchase Order
Physical Nature Service
Receiving is Optional
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Copying a Contract to a Purchase Order
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Copying a Contract to a Purchase Order
Initial
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Copying a Contract to a Purchase Order
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Copying a Contract to a Purchase Order
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Copying a Contract to a Purchase Order
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Copying a Contract to a Purchase Order
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Copying a Contract to a Purchase Order
100,000.00
100,000.00
410,000.00
88.39
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Copying a Contract to a Purchase Order Key
Points

• Total Obligated amount is the term of the
  Contract.
• The purchase order is created after the contract
  is approved not when invoiced by the vendor.

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Procurement Contracts Process Flow
Contract Amendment
Procurement Contract
Contract Approval
Dispatch
Budget Check
Receiving
Copy Contract to a Purchase Order
PO Chartfield Approval
PO Amount Approval
Payables
PO Change Orders
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Entering PO Change Orders
Navigation Purchasing gt Purchase Orders gt
Add/Update POs
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Entering PO Change Orders
Navigation Purchasing gt Purchase Orders gt
Add/Update POs
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Entering PO Change Orders
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Entering PO Change Orders
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Entering PO Change Orders
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Entering PO Change Orders
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Entering PO Change Orders PO Balance Report
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Procurement Contracts Process Flow
Contract Amendment
Procurement Contract
Contract Approval
Dispatch
Budget Check
Receiving
Copy Contract to a Purchase Order
PO Chartfield Approval
PO Amount Approval
Payables
PO Change Orders
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Contract Amendments
Purchasing gt Procurement Contracts gt Add/Update
Contracts
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Contract Amendments
Tracking Substance Abuse
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Contract Amendments
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Contract Amendments
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Contract Amendments
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Contract Amendments
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Contract Amendments
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Contract Amendments
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Contract Amendments Key Points

• Contract Amendments are updates to a contract
  add or change contract information.
• Changes to a contract impact PO. Complete a PO
  Change Order to add or update the PO to reflect
  the changes to the contract.
• PO Obligation has to be updated to reflect the
  new contract value.

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Month End Responsibilities

• Closing Contracts
• You can not close a contract if there are active
  PO transactions against the contract.
• Run a PO Balance Report to verify all
  transactions are complete for the PO.
• Make sure the PO qualifies to close.
• PO Reconciliation Workbench Closing POs
• Expired Contracts Report
• Close all expired contract

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Reports
EPM Reports

• CT_CORE_FIN_PO_CONTRACT_ACCTG
• This report will assist agencies in verifying
  accurate contract data and missing data.
• CT_CORE_FIN_EXPIRED_CONTRACTS
• This report will assist agencies in closing
  expired contracts.

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Practice Exercises

• Practice Exercises have been created for the
  Purchasing modules.
• General and Program Buyers, Contract Creators,
  Approvers and Closers can access these exercises,
  please use the location provided below
• http//www.core-ct.state.ct.us/89-training/
• Job aids are available at the following location
• http//www.core-ct.state.ct.us/user/finjobaids/pur
  chasing.htm

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Conclusion

• Today we covered
• Overview
• Procurement Contracts
• Contracts Process Flow
• Contract Types
• Contracts in Core-CT
• Creating Contracts
• Approving Contracts

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Conclusion

• Today we covered
• Copy a Contract from an Existing Contract
• Copying Existing Contract to a PO
• Entering PO Change Orders
• Contract Amendments
• Month End Responsibilities
• Contract Reporting

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Questions