The Procurement Management (PRCUID) page allows the user to search for a Procurement Folder and is the central location for both Buyers and Managers to work with the Procurement Folders. Once you select the procurement folder you will see the following sections:
General Information – displays information about the Procurement Folder such as the Folder Buyer/Manager Assignment, Procurement Title, Procurement Type information, Procurement Total (current amount) and Original Procurement Amount, Number of States, Complexity, Last Completed State, Status, and Dollar Range along with Total Deadline Extended By Days, Estimated Completion Date and so forth. It also displays the inferred Manager, Manager Team, Buyer and Team information.
Available States – the default Available State is All States when users transition and open the PRCUID page. You will automatically see the information on the Milestones, Documents, and Notes for all the procurement states under the procurement type selected. Selecting a specific state changes the view to show documents, milestones and notes specific to the selected Procurement Folder for that particular State. The available states grid displays the State Complete, State Amount, and Issuing Office. The Procurement Created field displays the date the state was created. The State Amount and Procurement Created columns display values for Requisition and Award views only.
Milestones – This section allows a buyer to check off completed milestones or to view future milestones within a particular Available State view. The Milestones displayed are determined by the Procurement Type. An Available State is deemed completed when all required milestones have been completed and all documents within the State are Final. The Milestones do not have to be completed in order, that is, milestones in a future State can be completed before all of the Milestones in a previous state have been completed.
Documents – This section shows all of the documents that have been created in the Procurement Folder for the specified Available State. The user can access and review details of the documents by clicking on the document information hyperlink.
The New Document hyperlink allows a buyer to create a new procurement document associated with the selected procurement folder from within the desired selected Available State view except for the payment request and disbursement documents. If you attempt to create a new document from the New Document page using the Doc Types of AD, PR, MD or DC, the system will issue an error that this action is not allowed from this page.
The Vendor Solicitation List hyperlink is displayed when you select the Solicitation State from the Available State section. When you select this hyperlink from the PRCUID page, the page will transition and open to the Vendor Solicitation List (VENDSLST) page filtered by the selected procurement folder. The VENDSLST page allows you to view, insert, modify and delete vendor solicitation list activities related to the selected solicitation. You can return to the Procurement Management page by selecting the Back link or the Procurement Management link.
The MA Reference for Authorization Department hyperlink is displayed when you select the Award State from the Available State section. When you select this hyperlink from the PRCUID page, the page will transition and open to the MA Reference for Authorization (AUTHREF) page filtered by the selected procurement folder. Selecting the Procurement Management Link from this page transitions you back to PRCUID in the All States view filtered by the Procurement Folder value from the transitioning document.
The other hyperlinks are activated and available when you select the Post Award view from the Available States section. The Post Award view allows you to view other pertinent information for contract management such as Bid Deposits, Procurement Bonds, Contract Assignments, Letters of Credit, Liquidated Damages, Warranty, Vendor Correspondence, Insurance Certificates, Retainage Summary, Retainage Detail, Renewal, and Claims Tracking.
When you select any of these hyperlinks from the Post Award State, the system will transition and open to the selected page. If new records are inserted, the system shall infer the Procurement Folder information for the selected folder you had selected on PRCUID before you transitioned to the page. When you select the Procurement Management hyperlink at the bottom of any of these non-document hyperlink pages, the system shall transition and open the Procurement Management (PRCUID) page in the All States view filtered by the selected Procurement. If you do not perform any actions except to select the Procurement Management link again the system transitions you back to PRCUID page in the All States view with no filter, that is, the page will open as it does when opening it using Page Search.
Notes - The Notes section displays the notes associated with the procurement folder allowing you to enter information specific to this state of the procurement. The notes section is similar to a diary of information about what happened in the Available States for the procurement.
In order to make it easier to find a particular record of interest within the Notes grid at the bottom of the PRCUID page, a portion of the Comments entered for each record are displayed in the grid.
The Procurement Notes link allows you to add new notes, modify existing notes or delete existing notes for the selected procurement. If you want to perform notes maintenance, you will first need to select the desired state view from the Available States section and then select the Procurement Notes hyperlink at the bottom of the Notes section. This action opens a new Procurement Notes page allowing you to add new, modify or delete existing notes. Once the action is completed, you can transition back to the PRCUID page by using the Back button.
Related Documents – The Related Documents section displays all General Routing (GR) Document Type documents that reference the selected Procurement Folder. The GR documents are not associated with any of the Procurement States. You can click on a GR document hyperlink in the grid to open the associated document.
When a Buyer or a Buyer Team is assigned a new task or re-assigned to an existing task, either automatically by the system during document processing or manually by a Procurement Manager or authorized Buyer they will receive notification. Real time alerts are sent notifying the individual buyer and the buyer team and the messages state the following:
New Assignment – “Procurement (Folder Number) has been assigned to you or your team.
Re-assignment – The newly assigned buyer of team receives “Procurement (Folder Number) has been assigned to you or your team. And the previously assigned Buyer or Team will receive “‘Procurement (Folder Number) has been reassigned to the following Buyer or Buyer Team: (Buyer Team Name).
The Update Procurement link allows authorized Managers, Buyers, or Procurement Administrators who are assigned to a Procurement Folder, either individually or as part of a team, that are not the Manager of the Procurement Folder to update the folder without having to contact the Manager. The designation of the buyer is controlled by your site’s security setup to this link.
The Protests Filed? flag in the General Information section indicates whether a protest/dispute record has been created for the selected Procurement Folder. The Protest Filed? flag is automatically unchecked if all Protest records associated with the Procurement Folder on the Protest page have been deleted. The Protests link (located above the General Information section) transitions you to the Protest (PRTST) page. The Protest page (when accessed from PRCUID) is pre-filtered to only display Protest and dispute tracking records related to the selected Procurement Folder, including Historical Procurement Folders. With applicable security rights, you can modify existing protest/dispute records, add new records, and delete existing records. Refer to the “Protest and Post Award Dispute Tracking Setup” section in this user guide for more information.
If you transitioned to the PRCUID page from a document by selecting the View Procurement Folder link then a Back link is visible. Selecting the Back link transitions you back to the tab you were at in your document before the PRCUID transition.
The following Links are available to filter the procurement records:
All Procurements - This view displays all of the Procurement Folders available within the system.
Assigned To Me - This view displays the Procurement Folders whose assigned Buyer is equal to the User ID of the person performing the search.
Assigned To My Team - This view displays the Procurement Folders whose assigned Buyer Team contains the User ID of the person performing the search.
Procurements I Manage- This view displays the Procurement Folders whose assigned Manager is equal to the User ID of the person performing the search.
Procurements My Team Manages - This view displays the Procurement Folders whose assigned Manager Team contains the User ID of the person performing the search.
The search function allows you to search by the text available in the boxes displayed but also has two functions that differ from the normal search functions:
You have the option to filter out any Discarded records from view so that only those non-discarded records are displayed. Conversely, you can also display only those records that are marked as discarded. The Discarded field has three possible selections:
Blank - By default, the field appears blank. If you leave the field blank then all of the Procurement Folder records are included in the search results.
Yes - If you select Yes, then only those records marked as Discarded (that is, Discarded Indicator = True / Checked) are displayed in the search results.
No – If you select No, then all Procurement Folders that are marked as Discarded (that is, Discarded Indicator = True / Checked) will be filtered out of the search results. If documents have been Discarded or Cancelled, the folder, Milestones, Documents and Notes section(s) are displayed.
If a Draft document within a folder is Discarded, the document is not displayed within the Documents section on PRCUID.
If the first document that is a Draft within a folder is Discarded, the folder is displayed on the PRCUID table as well as the Milestones, Documents and Notes section(s); however, the Document section would be blank.
If a document within a folder is Cancelled, the document with Function of Cancellation and Phase of Final is displayed within the Documents section.
The Estimated Completion Date is also available in the search function by using the calendar pick list provided or by entering a date manually; you will be able to search for records having an Estimated Completion Date equal to the date entered. You also have the option of using the following symbols in front of the date entered to broaden the search: Greater Than (>), Less Than (<), Greater Than or Equal To (>=), and Less Than or Equal To (<=). Additionally, you can enter two dates with a colon (:) between them in order to select all records from the table that have an Estimated Completion Date that falls between the two dates entered.
Note: Currently on Tables some protected check boxes and pick lists do not display field help when they are right clicked so this field help explanation is being defined in this page help:
The Discarded check box, if selected indicates that the Draft version of the document that created the Procurement ID has been discarded and is no longer available. If the document has gone to Final and is then Canceled, this box does not get checked.
Related Topic(s):