eMARS User Group MeetingMarch 17, 2011
Go Cards!
Go Eagles!
Go Cards!Go Cats!
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Agenda
Opening Remarks Ed Ross
Smart Government Initiative Don Speer
EO1/LOI/RFP Recap Don Speer
Fixed Assets Jennie Wolfe
Recent eMARS Issues Rachelle Wilkins
KHRIS Data Rachelle Wilkins
eMARS Upgrade Rachelle Wilkins
The New Face of eMARS Barbara Aldridge-Montfort
Financial Management Service Barbara Aldridge-Montfort
Misc Items Barbara Aldridge-Montfort
Q & A
Smart Government Initiative (SGI)Procurement Work Group
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IT Contract Renegotiation
Renegotiate or rebid information technology contracts to achieve savings through the following means:– Ask vendors to reduce billing rates or commodity prices
by an appropriate percentage, depending on the contract• To Date: AT&T has agreed to make significant payments to the
Commonwealth (instead of providing discounts) on two statewide master agreements ($2 million savings)
Renegotiated Wireless contract - AT&T has sent payments to the Commonwealth totaling more than $367,000
Renegotiated Kentucky Information Highway contract – AT&T has sent a payment of more than $492,000
More than $1.2 million expected over the next two years
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IT Contract Renegotiation - Cont
Review existing task orders to determine if the use of contractors for systems’ design and development services is appropriate.– Commonwealth spent approximately $34 million
on 340 such contractors in FY10.
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Temporary Workers
Agencies should be required to establish task orders with vendors that outline specific work duties and defined lengths of work established for all temporary workers– Agencies should have to justify all temporary
labor workers that have been in the same department or position for more than two years
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Janitorial Services
Contracts for janitorial services and supplies should be re-examined with the following recommendations:– Require the vendor to provide cleaning products and
supplies– Reduce the frequency of floor care and pay for such
service only when requested– Use inmate labor where practical/feasible– Develop a new solicitation for Janitorial Supplies Master
Agreements to be used by agencies that have a need to provide their own products and supplies
– Consolidate service contracts based on building proximity
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Janitorial Services
The Cabinet for Health and Family Services (CHFS) reviewed their facilities statewide and reduced the number of Janitorial MA’s from 170 to 28 or a savings of about $350,000 annually– 14.3% savings by consolidating janitorial
contracts for all CHFS owned or leased buildingsUnlikely that a smaller cabinet with fewer
locations could achieve double digit percentage savings without a coordinated effort across several cabinets
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Reverse Auctions
Utilize the reverse auction method of procurement when appropriate
Issue a competitive procurement to establish a Master Agreement with a vendor to conduct reverse auctions
Realized savings for other states using this method of procurement is 25 to 40 percent of commodity expenditures
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Personal Service Contracts (PSC)
The Commonwealth spends in excess of $1.2 billion annually in PSCs– The cost of the services should be the primary evaluation
factor in selecting a PSC vendor whenever appropriate– OPS should train agencies on the best practices for
evaluating bid responses and procurement negotiations– Eliminate the requirement that a PSC terminate at the end
of the biennium to garner greater savings for longer contracting periods
• Eliminating this requirement for commodity and non-professional services has shown 5 to 10 percent savings
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“Exceptions” Process
Adjust the Administration’s “exceptions” process under which the Finance Cabinet reviews procurements of all agencies in excess of $1,000
Finance will delegate to the agencies the review of their own expenditures < $25,000, except:– IT– Printing– Fleet– Postal Services– Leases– Building Maintenance & Renovation
Agencies required to maintain an internal review process to provide data for compliance and audit
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Office Supplies
The Commonwealth currently spends $14 million annually on office supplies (81% going to Cardinal Office Supply).
Recommendations to maximize the purchasing power for office supplies include:– Vendors should discontinue printing the office
supply catalog• Commonwealth would receive approximately $30,000
in the year it is discontinued• Future savings would come from lower contract prices
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Office Supplies Agencies should review their copier contracts before
ordering toner cartridges– Cartridges are included in the lease agreement, in most cases– Agencies should implement a recycling program for toner cartridges– Estimated savings of $95,000 per year
Agencies should set copiers to default to the 2-sided print setting
Agencies should print only the cover page and affected line items for all internal files on new contracts, modifications and renewals
OPS should review additional commodities to determine what items may be removed from the office supply master agreement– UK expects to save between $600,000 and $1.4 million annually
through a similar process
EO1/LOI/RFPRecap
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EO1 Process Changes
Thresholds - changes for all types of requests except those managed by FAC
Approvals- some types of requests will have other agency approvals before the EO1 document will go to final
Action status changes- some types of requests’ action status will automatically change to approved
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EO1- Type of Request
The type of request field will drive the rules for the process changes so it is imperative that agencies make the correct selection. This field has been changed to a pick list instead of a drop down list.
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EO1s = > $1000 No changes in process below
– Construction Services– Postal Services and Equipment *– Printing *– Real Property Leases– Vehicles *– IT Hardware, Software, Services, Maintenance,
Task Orders– ARRA- Federal Stimulus
* These types of requests will have a FAC office as the final approval. Upon approval, the action status changes to “Pending Review” and the EO1 will be placed on the agenda for the weekly meeting.
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EO1s >= $25,000EO1s >= $25,000 will follow the current
process – Memorandum of Agreement (MOAs)– Grant Agreements– University Agreements– Temp Labor Task Order (Non-IT)– Other Services, Non-Professional– Furniture– Equipment (Not IT)– Other Goods
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EO1s < $25,000 Each agency is responsible for reviewing & approving EO1s
< $25,000 – Memorandum of Agreement (MOAs)– Grant Agreements– University Agreements– Temp Labor Task Order (Non-IT)– Other Services, Non-Professional– Furniture– Equipment (Not IT)– Other Goods
The action status of EO1s < $25,000 will change to “Approved” upon final approval by the agency
The approved EO1 should be attached to the header of the initial procurement document
FAC will audit to ensure agencies are compliant
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Important Reminder
The approval of an EO1 means the items or services have been authorized to begin the procurement process. Agencies must procure these items or services according to procurement policies and procedures, administrative regulations, and statutes.
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PSC – Letter of Intent (LOI) Agencies shall use the EO1 document to file the LOI with
FAC Agency shall file a LOI with FAC for PSCs >= $10,000
– Select “Personal Service Contract” from “Type of Request” pick list to route to OPS
– Select “Architectural & Engineering PSC” from the “Type of Request” pick list to route to DECA
– LOI shall be submitted no less than Two (2) weeks prior to the intended RFP issue date
– LOI will be reviewed and final approval given by FAC Agency is responsible for all approvals on PSCs < $10,000
NOTE: The agency is still required to have the Cabinet Secretary or designated agency head sign off on the expenditure. An original, signed by the Cabinet Secretary or authorized agency head, must be maintained at the agency level, unless the agency head applies an electronic approval in eMARS. Records will be audited for compliance.
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(LOI) Purpose and Justification The “Purpose and Justification” field of LOI (EO1) must
contain the following:– Description of needed service– Brief explanation of why the service cannot reasonably be
provided by a state agency or state university– Estimate of planned amount of work involved– Estimate of contract cost per fiscal year-including
anticipated amendments– Agency contact person, if other than the requestor on the
document If additional space is required a Word document may be
attached to the header– Enter “Additional information attached at the Header” in the “Purpose
and Justification” field
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Request for Proposal (RFP) ALL RFPs for PSCs, regardless of the dollar
amount, shall be submitted to FAC for review prior to issuance
When appropriate, cost shall be the primary evaluation factor in the awarding the contract– Scoring criteria shall be communicated to the prospective
offerors in the RFP
Procurement Type must be changed to:– 17 Personal Service Contract
• Will route to OPS for final approval
– 3 Architectural & Engineering• Will route to DECA for final approval
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Request for Proposal (RFP)
The RFP shall be submitted to FAC at least 7 days prior to the intended RFP “Let Date” (published date)
The agency shall enter the approved EO1/LOI Document Number in the Document Comments– DO NOT attach the EO1 to the RFP header
Upon approval by FAC the RFP will be posted to the Vendor Self Service (VSS) website
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Additional Info
More details on processes for EO1s, LOIs and RFPs, can be found in the presentations located:
http://finance.ky.gov/business/procurementservices/procurementhowto.htm
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Fixed Assets
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Physical Inventory is Underway
Due Thursday, May 26, 2011 Print and use report from infoAdvantage – Fixed
Assets – Equipment (CAFR) Give the auditor’s office 10 days advance notice of
the date you plan to conduct the inventory Inventory procedures and Document Samples are on
the Office of the Controller Web site at:
http://finance.ky.gov/ourcabinet/caboff/OOC/inventorycontrol.htm
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Due by May 26
Information due to the Office of the Controller by May 26– Certification memo signed by the Property Officer
and Fiscal Officer– Fixed Assets – Equipment CAFR report printed
from infoAdvantage• Mark with F or M
– Document log showing all Fixed Asset documents processed during the inventory period
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SGI Vehicle Inventory
Newly required fields within the Component Line for vehicle FA’s– Surface Area – County code of vehicle assigned– Manufacturer – Make of the vehicle– Model Number – Model of the vehicle– Plat Number – Model Year of the vehicle– Serial Number – VIN number of the vehicle – Tag Number – License Plate Number on vehicle– Description Field Two – Gross Vehicle Weight– Description Field Three – Fuel Type of vehicle– Description Field Four – “Take Home” vehicle ?– Description Field Five – Class of vehicle determined by
insurance
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Component Line
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SGI Vehicle Inventory
Property Officers will be contacted by Kim Moore, Office of the Controller
Please DO NOT make any changes until contacted by Kim
Spreadsheets will be utilized to make changes on existing eMARS documents
Once changes are in place each agency will be responsible for entering this information on future documents
Recent eMARS Issues
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Recent eMARS Issues
Production delay - “Blinking” - VCUST Sections Freezing– IE8 recommended browser– Still researching with CGI and COT
infoAdvantage data not updated 3/8/2011– Error in nightly cycle– Data corrected the following evening
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Recent eMARS Issues
ePAY– Unavailable on 3/11/11 12:00 am until 12:30 pm
• Problem with connection between ePAY Gateway server and FIS (ePAY merchant services provider)
– Unavailable 8:20 pm (3/15) until 10:20 am (3/16) for agencies outside state network/firewall
• Firewall issues infoAdvantage – “An error occurred while trying to
locate infoAdvantage Portal….”– Resulted from time change– Clear Cache - Instructions for IE8 and IE7 can be found
on the eMARS News and Alerts Pagehttp://mars.ky.gov/alerts/marsnewsalerts.htm– Contact CRC if you still have issues
KHRIS Data
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KHRIS infoAdvantage Data
New Class (folder) within PER Universe (Personnel)– Sub-classes include
• KHRIS Personnel Data• KHRIS Payroll Data• KHRIS Position Data• KHRIS Personnel Data Archive
Data Fields have been modified to match KHRIS data structure
Class scheduled for March 24, 1:00pm at KYTC Auditorium– Contact your Training Team Lead (TTL) for registration
• Registration is limited to those who have access to personnel data
eMARS 3.9 Upgrade Update
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3.9 Upgrade Update
3.9 Training going on currently3.9 Beta software to be installed in mid-April3.9 Beta Testing will begin late-April through
mid-June3.9 Kentucky “Shakedown” testing will begin
after year-end close outAnticipated Go-Live April 2012
The New Face of eMARS
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Logging In
•Larger Font
•No overlap of text and picture
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Basic Navigation
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New “Archetypes”
•More contrast in text
•New color scheme
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Navigation Bar
•Bigger Font
•More contrast
•Highlight for active bar
•Collapsible!
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Navigation Icons
•Icons (and text) instead of text only
•New “About” link
•“Jump to” feature
•Must know full Page Code
•Pick List available
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Document Navigation
•Document Title Bar
•Key Information
•Quick Links
•Document Navigator
•Sections of the document only
•Collapsible!
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Accordions
•Maximized – only see current section
•Best for data entry
•Expanded – current section expanded, others collapsed
•Good for reviewing
•Collapsed – all section on one line (below)
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Tab View vs. List View
•Tab view vs. List view
•Tab View avoids scrolling vertically
•List View still provided “classic” view
•Documents default the Tab View
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Document Navigation - Buttons•Display buttons will vary based on:
•Status – Is the document in “Edit” mode?
•Location – What section are you working?
•Show Details setting – Is there one line or many?
•Buttons are carefully placed:
•Section-specific Buttons
•Document Buttons – always in view
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Federal Management ServiceFMS
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Financial Management Service (FMS)Reciprocity agreement between
Commonwealth and U.S. Treasury– U.S. Treasury (Financial Management Service)
will intercept federal payments if vendor owes funds to Commonwealth
– Commonwealth will intercept state payments where vendor owes funds to the U.S. Treasury
– Only payments currently eligible for intercept will be subject to intercept by U.S. Treasury
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Federal Reciprocity Program Overview
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TOP
State Payments (SADO)§ Vendor§ Tax Refunds§ All Other (as authorized
by state law & the reciprocal agreement)
Other State Debts (OS)Exceptions:§ Child Support§ Other Governments (state, local, foreign)
State Income Tax Debts (ST)
FederalNon-Tax Debts
Federal Payment Offset
State Payment Offset
Federal Non-Tax Payments (TDO)
§ Vendor§ Travel§ Misc. Vendor
Debts
Payments
FMS: Financial Management Service(U.S. Treasury Department)
Commonwealth of Kentucky
Federal Reciprocity Program
KYDOR Collection System
eMARS Advantage Financial System
SADO: State Agency Disbursing Office
TOP (Treasury Offset Program) contains a centralized database of delinquent debts, including nontax debts owed to the United States
TDO: Treasury Disbursing Office
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Intercept Activity (INTA)
FMS intercepts will show on the INTA table and are searchable by check number
INTA table does not give details on FMS intercepts
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New eMARS Tables
Four new tables were added to accommodate the FMS functionality and provide details– Federal Vendor Intercept Activity (FEDACTV)– Federal Vendor Intercept Extract (FEDEXT)– Federal Vendor Intercept Header (FEDHDR)– Federal Vendor Intercept Match (FEDMTCH)
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FEDACTV Table
Searchable by Check Number
FEDMTCH Table
Note Amount
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FEDMTCH Table
Locate record by amount
Contact info located under Federal Debt InformationVendor receives reduced or voided check with information on check stub
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Program Collections
Collected by Commonwealth for Feds
Collected by Feds for Commonwealth
$247,413.36
$4,449,166.15
Miscellaneous Items
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General Depository Banking Contract
Farmer's Bank contract expires June 30, 2011 (will be extended as supplementary). JP Morgan Chase becomes primary depository bank July 1, 2011.
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eMARS Outage
eMARS, infoAdvantage, KBUD and FAS2 will be unavailable on Sunday, March 20, 2011 for necessary maintenance. Please note that ePAY and VSS are NOT included in this outage.
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2011 Closing Memo
The 2011 Fiscal Year Closing Memo has been posted
http://finance.ky.gov/internal/eMARS/
http://finance.ky.gov/ourcabinet/caboff/OOC/
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Agency ContactsVerify all agency contacts on the Agency
Contact Listing Update any contact using the Agency
Delegation & Contact Information Packet located @ http://finance.ky.gov/internal/eMARS/Agency+Contacts.htm
AIL to e-mail or fax updates to the Customer Resource Center
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Why complete a Vendor Performance Evaluation (PE)?
To document a Vendor’s performance at meeting their contractual obligations
To provide a basis for consideration for the award of future Contracts
To provide justification to discontinue contract or to exclude consideration on future Contracts– Documentation to backup poor performance is
very important
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Completing the PE
Criteria is based on a ranking system– Enter any specific information in the Notes section to
support the rank entered in the Criteria section • The Notes section can be used to record specific comments or
anecdotal information supporting your evaluation/assessment• Holds up too 1500 characters of information per Note• Supporting documentation on evaluations are especially
important for Unsatisfactory or Poor rankings Supporting documentation may be attached to the
document Users may need to be set up on the Vendor
Performance Evaluator (PEEVALR) table in order to complete a PE– Contract Buyers are able to set users up on this table
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Important Reminder
DO NOT remove assembled documents from solicitations. All assembled documents should remain attached for historical purposes. In addition removing the assembled items will cause problems with other attachments in the Vendor Self Service (VSS) system.
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eMARS Training
eMARS Training has been on a long hiatus – Recent hardware migration– CRC staff involved with 3.9 Upgrade
Training to be scheduled in April
Look for the eMARS Training Schedule to be posted on the eMARS Website:
http://finance.ky.gov/internal/eMARS/
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CRC Availability
All CRC Staff is involved in the 3.9 Upgrade Project
Phone coverage may be slim at timesBrief closures may be needed for meetingseMail [email protected] when possible
Thank you for your patience
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Questions ?