DATE: Oct. 29, 2012
TO: All CPOs
FROM: Office of Management and Enterprise Services
SUBJECT: eProcurement Training
CONTACT: OMES Service Desk at helpdesk@omes.ok.gov or (405) 521-2444
All State CPOs,
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The last ePro training date will be from 9-11 a.m. on Nov. 9 at the OMES-Information Services Division (ISD) facility, 3115 N. Lincoln Blvd., Oklahoma City, OK 73105, on a come and go basis
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Effective Nov. 1, 2012, the paper Form 115 process will stop and all agencies must use the ePro system, if not already doing so.
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Important Note: It is important to tie the Statewide Contract Number to the Statewide contract so OMES can verify the accuracy of a vendor’s reported usage, including any administrative fees. It is also important because the state has identified performance metrics that include goals for utilization of enterprise and statewide contracts. Therefore, OMES will send the requisition back to the agency to correct the data if it is not tied to the contract. If OMES corrects the data on behalf of the agency; the agency may never become aware of the need, or complete the requisition correctly in the future.
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Remember: If you need help you must contact the helpdesk instead of calling or emailing ISD procurement personnel directly. OMES has set metrics for expected turnaround times and staffing resources are based on the calls received. If ISD takes phone calls and e-mails directly, the data we are tracking is not accurately reflected. Furthermore, by tracking the calls trends can be summarized and communicated in a more effective manner.
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Change Orders – The requisition total should equal the amount of the Change Order increase only.
The list of eProcurement FAQs has grown and updates have been posted on the CIO Procurement web page.
This list incorporates the most common questions that we have received over last month; we hope you find it useful. Here are some of the highlights:
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Viewing the lifecycle of the ePro requisition
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Viewing attachments
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Audit Instructions
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Annual Training
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Adding Items
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Problems loading approvers
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Changing prices
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Changing a requisition to a purchase order
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Adding lines for the same vendor
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Completing a change order on an existing PO
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Adding items to eProcurement
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Why Statewide contract numbers need to be tied to the requisition
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Why it is important to contact the OMES Service Desk for help
We appreciate your assistance with this. Please refer any questions concerning this announcement to the OMES Service Desk at helpdesk@omes.ok.gov or (405) 521-2444.