FI$Cal Change Discussion Guide

SB/DVBE Guide

March 2015

FI$Cal: Transparency. Accuracy. Integrity. 2March 2015

Process Overview Process Overview SB/DVBE certification will be

managed in FI$Cal

Applicants need to obtain online credentials by registering as a bidder/eSupplier (if they are not yet registered) before applying for SB/DVBE certification

Online SB/DVBE application will be accessed through the FI$Cal Enhanced Procurement Portal

Electronic approvals and notifications will be provided using FI$Cal’s workflow framework

DGS Certification Officers will have the ability to review and approve certification applications

Reports will be available for the following: Administrative reporting to

show certification metrics SB/DVBE contracting activity

SB/DVBE Certification

FI$Cal: Transparency. Accuracy. Integrity. 3March 2015

Key Impacts Key Impacts Application

SB/DVBE online application accessed through the PeopleSoft Enhanced Procurement Portal

Quick entry for state staff entering paper submissions on behalf of applicants

Comments and file attachment functionality provided

Workflow Routing and Approvals Electronic workflow approval

process and email notifications to approvers and applicants

Auto approval based on configured criteria

Evaluation & Review Designated state staff to review

application processed in-house

Inquiry and Reporting Public search for certified

vendors from the FI$Cal portal Enhanced reporting capabilities

Maintenance and Administration SB/DVBE configuration

maintained internally by the state

SB/DVBE database table to store certification information

SB/DVBE application access based on role security

SB/DVBE Certification

FI$Cal: Transparency. Accuracy. Integrity. 4March 2015

Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as

follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]

Department business processes around Certification will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]

Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST

BE COMPLETED TOGETHER]

CertificationSB/DVBE

FI$Cal: Transparency. Accuracy. Integrity. 5March 2015

Process Overview Key Impacts Two Part Process:

1. Bidder/Vendor Registration – allows supplier to obtain log in credentials to participate in bidding

2. Apply for SB/DVBE Certification – obtain certification

Online credentials needed to apply for certification, through bidder or eSupplier registration

Application for certification is online, although paper applications are accepted

If automatic approval is not granted, certification officers will access the application in FI$Cal to review and approve

SB/DVBE Apply for SB/DVBE Certification

FI$Cal: Transparency. Accuracy. Integrity. 6March 2015

Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as

follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]

Department business processes around applying for Certification will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]

Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST

BE COMPLETED TOGETHER]

Apply for SB/DVBE CertificationSB/DVBE

FI$Cal: Transparency. Accuracy. Integrity. 7March 2015

Process Overview Key Impacts SB/DVBE information is captured

for reporting and compliance purposes in: Purchase Orders (PO) Procurement Card Transactions Procurement Contracts

SB/DVBE information is collected in solicitations for bid evaluation

SB/DVBE requirements can be included in solicitations as bid factors

The contract can be set up with SB/DVBE prime and sub contract information

The PO captures SB/DVBE prime and sub contractor participation

SB/DVBE Recording SB/DVBE Information in Procurement Transactions

FI$Cal: Transparency. Accuracy. Integrity. 8March 2015

Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as

follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]

Department business processes around recording SB/DVBE information in Procurement transactions will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]

Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST

BE COMPLETED TOGETHER]

Recording SB/DVBE Information in Procurement TransactionsSB/DVBE

FI$Cal: Transparency. Accuracy. Integrity. 9March 2015

Process Overview Process OverviewDGS/OSDS Certification Reporting includes but not limited

to: Daily Certification Report

Number of Certified Firms (SB, DVBE, NVSA, NP)

By Business Type Management Reports

Number Certified Number Pending Number Denied

Department Reporting SB/DVBE Contracting Activities

with the Consolidated Contracting Activity Report (STD 810) Reports of award/expenditure

dollars for each Certification Type (SB, MB, DVBE), by Acquisition Type (Non-IT Goods, Non-IT Services, IT Goods and Services, Construction, P-Card) for prime and sub contractors

SB/DVBE Inquiries and Reporting

FI$Cal: Transparency. Accuracy. Integrity. 10March 2015

Process Overview Public Inquiries and Reporting

Public inquiry on certification status (prime seeking subs, subs seeking prime, State and External Buyers, FI$Cal users, etc.).

eSuppliers will be able to inquire if they have been identified as a sub on any contract or purchase order

Inquiry results downloadable to Excel

SB/DVBE Inquiries and Reporting

FI$Cal: Transparency. Accuracy. Integrity. 11March 2015

Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as

follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]

Department business processes around Inquiries and Reports will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]

Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST

BE COMPLETED TOGETHER]

Inquiries and ReportingSB/DVBE

FI$Cal: Transparency. Accuracy. Integrity. 12March 2015

FI$Cal End-User Roles

SB/DVBE

FI$Cal End-User Role DescriptionDGS SB/DVBE Cert Processor

DGS user that has access to review and process certification applications including entering applications submitted by hard copy.

DGS SB/DVBE Cert Viewer

DGS user that has access to view certification applications and information.

DGS SB/DVBE Cert Approver

DGS user that reviews, and approves SB/DVBE certification application.

DGS SB/DVBE Cert Manager

DGS user that can assign the certification application to different Certification Officers.

DGS SB/DVBE Cert Officer

DGS user that reviews and updates SB/DVBE certification application.

DGS SB/DVBE Cert Ad Hoc Approver

DGS user that reviews and approves SB/DVBE certification application when added to the approvals.

FI$Cal End-User Training

SB/DVBE

FI$Cal: Transparency. Accuracy. Integrity. 13March 2015

Course ID Course Name Duration DeliveryFS101* Introduction to FI$Cal 4 hours WBTFS102* FI$Cal Navigation 4 hours WBTPO371 SB/DVBE Certification 4 hours WBTPO392 Apply for SB/DVBE Certification 4 hours WBT

*FS101 and FS102 are mandatory for all FI$Cal end users

FI$Cal: Transparency. Accuracy. Integrity. 14March 2015

For additional information on end-user training, visit the Training page of the FI$Cal Project website at :

http://fiscal.ca.gov/training-academy/index.html

FI$Cal End-User Training