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
• Instructors introduction
• Participant introduction
• Training Facility Orientation

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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 Procurement Standards, training for
  procurement standards and POS Cost Standards
  http//www.ct.gov/opm/cwp/view.asp?a2981Q3829
  94opmNav_GID1806http//www.ct.gov/opm/cwp/view
  .asp?a2982Q383012opmNav_GID1806

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Procurement Contracts Process Flow
Procurement Contract
Contract Versioning
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/BEST
  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,
  DAS, 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

• Competitive is defined as going out to bid
  through an RFP.  Any new contract that is the
  result of the RFP process would be a Competitive
  contract. If such contract is extended through an
  amendment and retains the same contract number,
  it would remain as a Competitive contract.  After
  the expiration of the contract, if a new contract
  is entered (with a new contract number) for the
  same services without issuing a new RFP, even if
   the contract is with the original vendor, this
  new contract would be considered Noncompetitive.
• POC Competitive - used by the social service
  agencies for their Purchase of Services contracts
  that have been 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 have
  been competitively bid during the term of the
  contract. 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 BEST 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)
• SCS Statutory Contractural Services used by
  DAS, DCS and DOT only
• UFA Utility Force Account used by DOT only
• Stand Tran Standardization Transaction to be
  used when requesting the waiver of the bid or
  proposal requirement in accordance with CGS
  4a-58. Approval must be obtained by DAS before
  using this value.

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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 Versioning
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
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Procurement Contracts Purchase Order
1.
2.
3.
5.
4.
6.
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Procurement Contracts Purchase Order
7.
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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 DAS CGS
4D-2 Consultant Services 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 and is helpful
  to note the program
• Make sure you select Price Can Be Changed on
  Order on the Contract page and the Line
  Details page.
• Deselect the Corporate Contract in the Contract
  Options section if not for more then one BU.

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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
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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
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Procurement Contracts
Purchasing gt Procurement Contracts gt Add/Update
Contracts
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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
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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 Services
Receiving Is required
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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
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Copying a Contract to a Purchase Order
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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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Contract Main Page before Change Order
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Contract Events Page before Change Order
Procurement Contracts/Review Contract
Information/Events
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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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Contract Main Page after Change Order
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• Contract Main Page after Change Order

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Entering PO Change Orders PO Balance Report
Purchasing/Purchase Orders/Receipts/PO Balance
Report
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Procurement Contracts Process Flow
Contract Versions
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 Versioning
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Contract Versioning
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Contract Versioning
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Contract Versioning
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Contract Versioning
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Contract Versioning
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Contract Versioning
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Contract Versioning Key Points

• Contract Versions 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-no need to close Expired
  Contracts

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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

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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 Versioning
• Month End Responsibilities
• Contract Reporting

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Questions