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Procurement Course Catalog

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  • Financials Procedure Overview Graphic

    Financials Procedure Overview Graphic for Purchases that Require a Solicitation and SCM Contract

    Financials Procedure Overview Purchase that does require solicitation and an SCM contract: 1) Request Goods/Services 2) Prepare Requisition 3) Complete Strategic Sourcing Event 4) Complete Transactional Contract Document 5) Create Text Contract Document 6) Complete the SCM Contract 7) Execute Contract 8) Contract Release Process 9) Complete Purchase Order Processing 10) Issue PeopleSoft Receipt

  • Requisitions
    Course TitleCourse TypeCourse LengthCourse DescriptionResources

    Introduction to Creating Requisitions

    		Web-Basedself-pacedThis is a precursor for the Creating Requisitions course. Students are provided an introduction to Quantity Purchase Agreements (QPAs), followed by more in-depth learning about the three QPA Requisition formats: Special Request, Punch-out, and Catalog.

    Creating Requisitions – PS Financials

    		Web-Basedself-paced

    Learn how to enter the information required for a purchase request. These include QPA and special request items, accounting details, delivery requirements, and any necessary comments/justifications.

    Note: The prerequisite for this course is Introduction to Creating Requisitions.

  • Expedite Requisitions and PO Processing
    Course TitleCourse TypeCourse LengthCourse DescriptionResources

    Creating Purchase Orders using Expedite Requisitions

    		Web-Basedself-paced

    This is a precursor for the IDOA PO Processing course. Students learn how to use the Expediting Requisitions process to create a Purchase Order for Requisitions created by the Special Request, Punch-out, and Catalog processes.

    Note: The prerequisite for this course is Creating Requisitions.

    Creating Purchase Orders using Expedite Requisitions Guide | (.pdf)

    Purchase Order (PO) Processing

    		Web-Basedself-paced

    This is the IDOA PO Processing course. Students will learn how to create a Purchase Order for Requisitions created by the Special Request, Punch-out, and Catalog processes.

    Note: The prerequisite for this course is Creating Requisitions and Creating Purchase Orders using Expedite Requisitions.

    Verify and Complete the Purchase Order Guide | (.pdf)

  • Strategic Sourcing Event
    Course TitleCourse TypeCourse LengthCourse DescriptionResources

    Strategic Sourcing Event – PS Financials

    		Web-Basedself-paced

    Strategic Sourcing Event (SSE) is the next step in the eProcurement process following Creating Requisitions. Sourcing is used for creating solicitation events from Approved Requisitions, selecting bidders, entering/analyzing bidder responses, and awarding Purchase Orders or contracts.

    Strategic Sourcing Guide | (.pdf)

  • Delegation of Purchasing Authority (DPAP)
    Course TitleCourse TypeCourse LengthCourse DescriptionResources

    Delegation of Purchasing Authority Program (DPAP)

    		Web-Basedself-paced

    A comprehensive 13-part session detailing the laws, policies, and procedures (covered in the DPAP manual) procurement agents and purchasing personnel of the executive branches are required to follow when purchasing goods and services.

    IDOA may delegate their authority (up to $75,000) to individuals having been nominated by their agency head. Individuals who complete this training and successfully pass the required certification exam are eligible.

    DPAP Certification Process

    1. Enroll and complete the 13 DPAP training courses in SuccessFactors Learning
    2. Enroll in the DPAP Pre-Test in SuccessFactors Learning
    3. Follow the instructions to complete the Pre-Test at Classmarker.com
    4. Receive the Pre-Test results from IDOA
    5. Enroll in a certification exam date that meets your schedule

    Manuals
    Delegation of Purchasing Authority Program (DPAP) Manual | (.pdf)
    Additional DPAP Resources

    Delegation of Purchasing Authority Program (DPAP) Certification Exam

    		Web-Based1 day; self-paced

    After completing the DPAP training sessions and DPAP Pre-test, the purchasing agent/personnel who requires IDOA Delegation of Purchasing Authority must successfully pass the required online certification exam.

    Note: The prerequisite for this course is the Delegation of Purchasing Authority Program (DPAP) and DPAP Pre-test.

  • Supplier Contracts Management (SCM)
    Course TitleCourse TypeCourse LengthCourse DescriptionResources
    Supplier Contracts Management (SCM) Administrator – PS FinancialsWeb-Basedself-paced

    A comprehensive 7-part session covering creating and importing contracts and amendments in the Supplier Contracts Management (SCM) module through PeopleSoft Financials.

    The eContracting process is covered in detail, including the transactional and text contract documents, contract templates, collaboration, routing for electronic signature, and workflow approvals.

    Supplier Contracts Management (SCM) Administrator WorkshopWeb-Basedself-pacedThis web-based workshop covers some reminders, works through scenarios/solutions and provides you with some tips/tricks.

    Note: The prerequisite for this course is Supplier Contracts Management (SCM) – PS Financials
    SCM Internal Collaboration – PS FinancialsWeb-Basedself-pacedThe Internal Collaborator role is to review and/or edit the Supplier Contracts Management (SCM) Text Contract Document draft and provide comments to the Contract Administrator.
    DocuSign Process for Signing a State Contract (Includes Identity Authentication)Web-Basedself-paced (15mins)This training will review the steps to sign a State contract document with Identity Authentication required. 
    DocuSign Process to Decline to Sign a State ContractWeb-Basedself-paced (11mins)This training will review the steps to decline to sign a State contract document with Identity Authentication required. 
    DocuSign Process for Signing a State Contract without a sign tag (Includes Phone Authentication)Web-Basedself-paced (11mins)This training will review the steps to sign a State contract document with phone call Identity Authentication required and no sign tag. 
    SCM Approval Process – PS FinancialsWeb-Basedself-pacedAn oversight agency approver will review a SCM contract after it has been signed by the vendor, the State agency and any other approvers that came before him/her. The approver will approve or deny the contract.
    SCM Contract Release – PS FinancialsWeb-Basedself-pacedUsing this process, a Purchase Order for an executed contract is created using the financial and line item information from the transactional contract document.
    The User will notify his/her agency Fiscal Security Coordinator who will submit the access request issue to GMIS.
  • Issuing Receipts for Purchase Orders
    Course TitleCourse TypeCourse LengthCourse DescriptionResources
    Issuing Receipts for Purchase Orders – PS FinancialsWeb-Basedself-paced

    The processes to receive against Purchase Orders with and without assets, amount only POs, and POs with multiple distribution lines.

    Issuing Receipts for Purchase Orders Guide | (.pdf)

  • Purchasing and Travel Credit Card
    Course TitleCourse TypeCourse LengthCourse DescriptionResources
    P/T Card Program OverviewWeb-Basedself-pacedThis training will review the program rules, responsibilities, policies and processes required for the usage and compliance of state issued purchasing and travel cards.

    P/T Card Module Manual & Quick Guides | (download)

    P/T Card Verifier Role (Stage 1) – PS FinancialsWeb-Basedself-paced

    This training will review the steps necessary to complete the verifier role (cardholder/proxy) in stage 1 of the PeopleSoft Purchasing/Travel Card Module (P/T Card Module) process.

    The verifier role is stage one of the PeopleSoft P/T Card Module process. Depending on the state agency, the verifier role responsibilities can be split between one or more employees. Please check with your Agency Program Administrator (APA) to see what responsibilities from this training you will complete in your agency's process.

    Note: The prerequisite for this course is P/T Card Program Overview

    P/T Card Module Manual & Quick Guides | (download)

    P/T Card Approver Role (Stage 2) – PS FinancialsWeb-Basedself-paced

    This training will review the steps necessary to complete the approver role (APA/APA Backup) in stage 2 of the PeopleSoft Purchasing/Travel Card Module (P/T Card Module) process.

    The approver role is stage two of the PeopleSoft P/T Card Module process. This role is responsible for verifying transaction amounts, chartfields, appropriate attachments and creating an Accounts Payable Control Group.

    Note: The prerequisites for this course include P/T Card Program Overview and P/T Card Module Verifier Role (Stage 1)

    P/T Card Module Manual & Quick Guides | (download)

    P/T Card Accounts Payable (Stage 3) – PS FinancialsWeb-Basedself-paced

    This training will review the steps necessary to complete the accounts payable (AP) process in stage 3 of the PeopleSoft Purchasing/Travel Card Module (P/T Card Module) process.

    The accounts payable role is stage three of the PeopleSoft P/T Card Module process. The accounts payable employees will confirm that the Control Group information matches the associated Central Bill and will complete one of two processes; AP Data Entry or AP Manager.

    P/T Card Module Manual & Quick Guides | (download)

  • Marketing Research
    Course TitleCourse TypeCourse LengthCourse DescriptionResources
    Marketing ResearchWeb-Basedself-paced

    Market Research is the the act of gathering, analyzing and
    interpreting information about the requested commodity/service industry.

    To reduce the potential of feeling overwhelmed when researching the market, this module will guide you through a process, provide suggestions to find answers and to recommend ways to avoid delays.

  • Negotiation Strategy
    Course TitleCourse TypeCourse LengthCourse DescriptionResources
    Negotiation StrategyWeb-Basedself-paced

    Confidence while negotiating, through certainty. When you are certain of the State’s goals, clear on what is negotiable or not, and aware of boundaries within your authority, you will walk into the negotiation focused.  Preparation provides that certainty and sustains your focus on the State’s best interest as the negotiation progresses.

    This module will assist you in establishing a strategic plan. The content provided are suggestions; these are not policies and procedures. Your agency’s roles and responsibilities when negotiating contracts and deliverables are to be adhered to.

    You will be guided to view trainings outside the module on LinkedIn Learning and YouTube.  Assure you have access to these sources.

  • Supplier Performance Management
    Course TitleCourse TypeCourse LengthCourse DescriptionResources
    Supplier Performance ManagementWeb-Basedself-paced

    After implementation, supplier performance management begins.  This process assists in gaining the ability to determine if the expected value is being realized. Not only is it important to know the commodity/service was received but it is also important to know the customers’ level of satisfaction, whether the expected savings were realized, and learn of non-compliance concerns that need to be addressed.

    Supplier Performance Management:

    • Assures optimal performance and overall operational efficiency
    • Enables decisions to be based on factual evidence

    In this module, you will learn how to develop the supplier performance management process through a 4-step process.

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