Want to view a copy of an executed contract including the approval history before it’s posted to the Indiana Transparency Portal/Active Contracts Search page?
05/03/2018 11:10 a.m.
You should find the Vendor/Contractor/Grantee and State’s signature on the contract document found on the Document Management page – View Document button. You should find a record of the approvals on the Document Management page under the Approval Details link. See the November 3, 2017 Newsflash for more details.
If you want to see the electronic approval history in the same format used on the ITP/Active Contracts Search page, then you can run the public query named SOI_CS_APPRVL in PeopleSoft Financials. The Excel results will look like this:
Did you know IDOA has a new Commissioner?
04/20/2018 3:34 p.m.
Lesley A. Crane joined IDOA on April 2, 2018 as our new Commissioner. We have updated all the State boilerplate templates posted at http://www.in.gov/idoa/3000.htm with Commissioner Crane’s name in the IDOA signature block. Please use the updated version for all new documents being processed through the paper based method. IDOA will continue to sign contract documents with Jessica Robertson’s name if they were already in the signature process as of April 4th (meaning the vendor had signed the document prior to that date).
All new documents created in SCM after April 4th should automatically reflect the correct IDOA Commissioner’s name in the Approval boxes. Be sure to review all agency specific templates and form approved contracts created prior to April 2, 2018 and submit a GMIS issue if the update to Commissioner Crane needs to be made.
If you have any questions, please email Contracts@idoa.IN.gov
Are your Internal Signers having issues signing SCM contracts?
04/12/2018 7:32 a.m.
We have been made aware of more and more problems with SCM contracts that have been externally signed using the Adobe DC Certificate method. We have removed that information from the Adobe Reader DC manual and the training posted at http://www.in.gov/idoa/3016.htm and http://www.in.gov/idoa/2977.htm
GMIS is adjusting the first paragraph of the email message produced during the Send the SCM Contract Document for External Signature step (Creating Contracts and Amendments manual page Phase2-29 and Importing Contracts and Amendments manual page Phase4-29). They will suggest using the Fill and Sign Add Text and Sign methods and not the Certificate method as it is causing problems for the State users. We ask that Contract Administrators leave those prepopulated paragraphs intact as they provide plenty of helpful information to the External Signer.
If an Internal Signer has trouble signing when the certificate method was used, then we encourage the Contract Administrator to cancel the signature process and send it again to the External Signer recommending he/she use the Fill and Sign Add Text or Sign methods.
Did you know there is more than one method for an External/Internal Signer to affix a signature to an SCM contract document?
04/03/2018 10:12 a.m.
The Vendor eSigning a Contract training video and manuals can be found at http://www.in.gov/idoa/2977.htm. The first part of the video covers the basics of navigating to the contract through the supplier portal, the second part allows the signer to pick the version of Adobe being used (the DC version gives the three options available including the text feature shown in the external signature below) and walks through the signing process and the third part covers uploading the signed document.
Although most of us are used to seeing the certificate feature shown above (the Internal Signature), the format used for either signature doesn’t impact the legality. The evidence of the External Signer logging into the Supplier Portal to access the contract is found under the Document Version History (shown below) and is proof that the External Signer agreed to use electronic signatures. The evidence of the Internal Signer logging into PeopleSoft Financials to access the contract would also be found there.
03/08/2018 10:16 a.m.
We have recorded every component of the SCM Creating Contacts and Amendments and Importing Contracts and Amendments manuals. We are still trying to decide the best method/format to release them to the masses. Meanwhile, we thought it might be helpful to give you the following videos now about bidder registration as it relates to External Signers in SCM. These are MP4 files that should be viewable through Internet Explorer or Google Chrome. You should be able to open the files by holding down the Control key and clicking the link or copying and pasting the link into your browser.
The following video lasts 1 minute 12 seconds and covers the basic information about external signer set up. This is covered on page Phase2-20 in Creating and Phase4-20 in Importing.
The following video lasts 2 minutes 25 seconds and covers navigating to the vendor file to use the Vendor ID number to find the Bidder ID number. This is covered on page Phase2-21 in Creating and Phase4-21 in Importing.
The following video lasts 5 minutes 42 seconds and covers using the Add External User link to identify the external signer tied to the Bidder ID number, to review the existing external signers table and the process to create a new external signer. This is covered on pages Phase2-22 and Phase2-23 in Creating and Phase4-22 and Phase4-23 in Importing.
The following video lasts 3 minutes 56 seconds and covers the process to Assign the External Signer through the External Contacts/Signers link. This is covered on page Phase2-24 in Creating and Phase4-24 in Importing.
SCM Administrator Workshops
03/08/2018 10:16 a.m.
We currently have eight spots available in the March 23rd session and all sixteen spots in the April 11th and 23rd sessions. You can find the link to PeopleSoft ELM to enroll through the Electronic Contracting page at http://www.in.gov/idoa/3016.htm
When can the Contract Release process be run to create a purchase order through SCM?
02/05/2018 1:11 p.m.
It can only be run from an original contract executed through SCM when the normal process of copying a Requisition to a Strategic Sourcing Event (SSE) and awarding it general contract was followed. They provide the financial and line item information on the Transactional Contract Document that will flow through to the purchase order.
How can you verify this was done? Visit the Document Status link from the SCM Transactional Contract Document to see if a Requisition and the associated awarded Strategic Sourcing Event are tied to it. For example:
If they are not both present (likely meaning the Transactional Document was created manually), after the contract is Executed and the Transactional Document is set to Approved the Requisition must be expedited to a Purchase Order by an agency PeopleSoft Buyer. In that situation, we encourage you to add comments to the Transactional Contract Document, to the Purchase Order and in your purchasing/contracting files to explain the situation should questions arise.
If an Amendment or a Renewal was created against the original SCM executed contract or the Import process was followed, then after the SCM contract is Executed and the Transactional Document is set to Approved the Requisition must be copied to the existing Purchase Order.
Still unsure about the difference between a vendor and a bidder in relation to SCM?
01/05/2018 3:24 p.m.
The page references below come from the Creating Contracts and Amendments manual.
The Vendor File is maintained by AOS and can be accessed in PeopleSoft Financials through Main Menu>>Vendors>>Vendor Information>>Add/Update>>Vendors (page Phase2-21).
On the Transactional Document the Vendor ID is entered/verified (page Phase1-3). The vendor entered will carry forward to the Text Contract Document (page Phase2-6). If the Contract Release Process is completed through SCM, the resulting Purchase Order will be issued to it.
The Bidder Information is overseen by IDOA and can be accessed in PeopleSoft Financials through Sourcing>>Bidder Information.
On the Document Management page the Bidder ID is used when:
- Identifying the External Signer ID through the Add External User link (page Phase2-22)
- Assigning the External Signer through the External Contacts/Signers link (page Phase2-24)
EXT: The one that begins with EXT is the External Signer typically listed as the CEO Name on the Bidder Information Header Tab (page Phase2-22 Step 4a). Remember - the Bidder Registration does not need to be updated just because the person signing your contract isn’t listed!
EXS: One that begins with EXS is an External Signer identified in the Existing External Signers Table (page Phase2-22 Step 4b) or which was newly created (page Phase2-23 Step 6). These are the ones the Contract Administrators have the power to find/add as long as the Bidder ID exists.
Don’t forget about the SCM Contract Administrator Workshops
01/05/2018 3:24 p.m.
There is still plenty of room in the February and March sessions where will cover this same topic and so much more. Find the details at http://www.in.gov/idoa/2999.htm.
The new SCM Administrator Workshop is now available
12/22/2017 10:24 a.m.
If you have attended the IDOA Supplier Contract Management (SCM) class, then you will now be able to enroll in the SCM Administrator Workshop. You can find the training calendar and the course catalog posted at http://www.in.gov/idoa/2864.htm
Screenshots in the SCM Manuals/Instructions
11/03/2017 10:46 a.m.
The accounting information (like business unit, ship to, and department) shown are just for a visual reference only. Please be sure you are entering your own agency information when completing fields in SCM.
Proof that your contract is valid/legal/executed
11/03/2017 10:46 a.m.
Not only is your contract posted on the Indiana Transparency Portal/Active Contracts Search page (if the Contract Administrator indicated that your contract should be viewable to the public), but you can find the evidence in SCM as well.
You should find the Vendor/Contractor/Grantee and State’s signature on the contract document found on the Document Management page – View Document button.
You should find a record of the approvals on the Document Management page under the Approval Details link
My contract was denied by an Approver; now what?
10/06/2017 9:22 a.m.
If you need to edit the contract, here is what you need to do:
- Click the Approval Details link from the Document Management Page – review the comments left by the Approver
- Click the Cancel Approval Process button at the bottom of the page
- Click the Return to the Document Management page link
- Click the Cancel Signature Process button
- Edit the document as needed, finish processing and send back through for approval
Is your external signatory using Adobe Reader DC?
10/06/2017 9:22 a.m.
We just added a new manual to the eSigning Electronic Contracts page (http://www.in.gov/idoa/2977.htm). If the Contract Administrator leaves the first paragraph of the email that will be sent to the signatory intact, then he/she will be directed to the page. The training video will be updated to include the instructions as well.
Wondering when to report an issue to GMIS?
09/22/2017 11:13 a.m.
You or your agency fiscal security coordinator may need to submit one when:
- Someone completes the Internal Collaboration or Internal Signer online session and needs access or has access problems (Creating manual Phase2-12 and Importing manual Phase4-12)
- You need access to view Main Menu>>Vendors>>Vendor Information>>Add/Update>>Vendor (Creating manual Phase2-21 and Importing manual Phase4-21)
- There are duplicate entries for the same External Signer on the Existing External Signers Table (Creating manual Phase2-22 and Importing manual Phase4-22)
- The External Signer’s name is spelled incorrectly or his/her email address does not populate when assigning the external signer (Creating manual Phase2-24 and Importing manual Phase4-24)
- The External Signer’s email address is incorrect (Creating manual Phase2-29 and Importing manual Phase4-29)
- Your agency approval workflow isn’t correct (Creating manual Phase2-39 and Importing manual Phase4-39)
- The SCM Contract Document has not been internally and/or externally signed (Creating manual Phase3-2 and Importing manual Phase5-2)
- You answered the question about the contract being placed on the Indiana Transparency Portal incorrectly (Creating manual Phase3-2 and Importing manual Phase5-2)
- You answered the question “Are you sure you are done with import?” with yes when you should have answered no (meaning you need to import more documents). You will need to ask GMIS cancel the Transactional Contract Document so that you can start the process over. (Importing manual Phase2-4, Phase2-6 and Phase2-9)
- The archived newsflashes, the supporting materials and online trainings housed at http://www.in.gov/idoa/3016.htm and your agency SCM point of contact can’t help you resolve the problem.
- There are technical issues with PeopleSoft Financials
What should you include in the issue?
- As much information as you can about what you were doing prior to an error occurring or when you didn’t get the expected result and the error message or result
- The 25 digit contract id number as the Document ID or in the describe your problem area
- Attach a file containing screen shots if desired/needed to help explain the situation
Which Requisition Type should I use when creating a contract?
09/15/2017 1:59 p.m.
The Requisition Type is critical to route your SCM Contract Document through the correct approval workflow (see page Phase2-2 of the Creating Contracts and Amendments manual).
- If your Transactional Contract Document was created as a result of a Strategic Sourcing Event award, then you may need to change it from a procurement method to one of the choices below.
- If you manually created the Transactional Contract Document, then you will need to select a Requisition Type from the list below to be able to create the document.
|If the Document Type description is||select this Requisition Type|
|Addendum||Info. Tech. Addendum|
|Agreement with Outside Cou||Professional Service Contract|
|Educational/Institutions||Professional Service Contract|
|Equipment Lease Purchase||Equipment Lease to Purch Agree|
|Equipment Lease Rental||Equipment Lease Agreement|
|IBM Basic Ordering Agreeme||IBM Basic Ordering Agreement|
|Real Estate Lease||Property Lease or Residential|
|External MOU||Memo of Understanding|
|Memorandum of Understanding||Memo of Understanding|
Info. Tech. Addendum, Procurement Service Contracts or Professional Service Contract (that you know will need to be increased at Renewal)
Info. Tech. Prof. Services, Maintenance of Equipment, Procurement Service Contracts, Professional Service Contract or QPA
09/15/2017 1:59 p.m.
During the 2017 State Contract Seminars it was mentioned the contract templates would be ready within a few weeks. Unfortunately, that timeline has been delayed. The guidance is to continue to use the 2016 (current) templates until they are updated in SCM and posted on the http://www.in.gov/idoa/3000.htm website. Once they are available we will send out an announcement to this account and to the procurement agent account as well.
Tier 2 Tabs
09/01/2017 8:52 a.m.
Please see the attached announcement from the Vendor Management and Supplier Performance section of IDOA Procurement.
Which SCM manual do I use?
09/01/2017 8:52 a.m.
You have heard us say before that choosing the correct manual before you start the process is critical, so here is a plain and simple way for you to make the decision.
- If the contract is brand new, then start with and use for the life of the contract the Creating Contracts and Amendments manual (unless it is an MOU).
- If the contract already existed prior to SCM (executed using the paper based process) and you need to amend or renew it, then start with and use for the life of the contract the Importing Contracts and Amendments manual.
The updated Creating Contracts and Amendments and Importing Contracts and Amendments manuals are now posted.
08/25/2017 3:58 p.m.
While we made the updates to the clearance check result information we took the opportunity to make a few minor changes as well. You will notice that we have updated the page numbering on the Creating Contracts and Amendments to mirror the Importing manual. We have added a Record of Document Updates page at the very back of both where you will see the changes detailed.
Please be sure you are using the most current manuals whether you are using the electronic versions or printing them. They both have “Version 17.08-25” on the cover page above the title banner. They are posted at http://www.in.gov/idoa/3016.htm.
If clearance checks are required on a contract the results must be included as a supplemental document when it is being routed for approval through SCM
08/24/2017 11:28 a.m.
Attention SCM Contract Administrators: Going forward, if clearance checks are required on a contract the results must be included as a supplemental document when it is being routed for approval through SCM.
We will be updating the manuals as follows:
Creating Contracts and Amendments:
- Page 24 – we will move the clearance check results bullet point to the section of the box labeled Required Supplemental Documents
- Page 52 – we will add a note at the top of the page stating the results must be included as a supplemental document if they are required
Importing Contracts and Amendments:
- Phase4-10 - we will move the clearance check results bullet point to the section of the box labeled Required Supplemental Documents
- Phase4-38 - we will add a note at the top of the page stating the results must be included as a supplemental document if they are required
If you have contracts going through the approval process now, please be aware that you may be asked to include the results as a supplemental document before you contract can be approved.
Have you realized fall is just a little over a month away? Here are some reminders for some upcoming premieres.
08/18/2017 9:15 a.m.
Better call the manual
- Select the correct manual before you start the process in SCM and use it for the life of the contract - don’t rely on your memory!
- When working on an MOU use the specialized instructions - don’t use the Creating Contracts and Amendments or Importing Contracts and Amendments manuals to start one.
- Seek guidance from the Professional Services manual, DPAP manual or legal counsel when building your contract document - don’t abandon the contracting rules because you’re using SCM.
- If completing a field is not mentioned in a manual or during class, just don’t do it!
The Walking Contract
- Make major changes (like the vendor name or dollar amount) on the Transactional Document - don’t just make the changes on the Word document.
- When an Exhibit or Attachment is referenced in the Word document it must be included after the signature/approval page as a part of the legally binding agreement. Don’t leave them behind.
- Be sure to attach the required supplemental documents for the approvers – otherwise you may be contacted to add them.
- Post a GMIS issue when you need help. You may end up with a zombie if you click buttons or links to see what they do or to find out if they will fix the problem.
- Make sure your contract is ready to move forward in SCM instead of disappearing into the upside down. Accept or reject the tracked changes as appropriate before converting the Word document to a pdf.
- If something is wrong in the approval box area, you probably need to recreate the document to make corrections instead of editing the Word document.
- Verify that other people who will be working on your contract have completed training and have the access before inserting them – otherwise they will not be able to take action.
Not able to make it to the 2017 State Contract Seminars?
08/04/2017 9:56 a.m
Here is a recap of what IDOA personnel presented in relation to contracts.
What does IDOA review in contracts? Contract Administration Division
- Are deliverables clearly defined?
- Were the proper procurement/solicitation procedures used?
- Are the financial interests of the parties protected?
- Are the required boilerplate clauses present?
- Is the vendor/contractor/grantee properly registered with the SOS (if required)?
- Are all signatures present?
- Is the agreement in the “best interests of the State”?
Impediments to timely approval of contracts. Contract Administration Division
- Supplemental documents not included (SCM)
- State Boilerplate Affirmation Clause in the contract not completed. The agency must identify by paragraph and subject matter each paragraph of the State boilerplate that is modified or deleted.
- Exhibits not labeled, mislabeled or not included
- Consideration dollar amount is different on contract than EDS (paper based) or Transactional Document (SCM)
- No proof of competition or Special Procurement Request approval included
- No original signatures (paper based)
- Vendor/contractor/grantee not properly registered with the Secretary of State
SCM reminders. Procurement Division
- Bidder registration:
- -the signer doesn’t have to be the person responsible for registration
- -the purpose of registration is to be granted the user id and password
- -grantees – if solicitation is not required, they complete only parts 1 and 2 (6 steps)
- -the Tax Identification Number (TIN) is important – it ties the vendor id to the bidder id
- Selecting Templates:
- -pick the correct one for the type of contract and correct approval routing
- -if not sure which one to use, then it’s best to ask
- -you should never have to make manual changes to the approval boxes
- -it’s easier to correct mistakes before signatures/approvals are present
- Electronic Signature
- -vendor/contractor/grantee – each signatory has his/her own user id and password
- -vendor/contractor/grantee downloads the Adobe file, signs it electronically and uploads the signed version
- >a manual signature is okay – vendor downloaded, printed, signed and uploaded
- >an esigned document without a certificate is okay
- >the PeopleSoft stamp is used to track the signer not the signature
- Proofread Documents
- -in SCM this is really no different than what was done on paper
- -make sure tracked changes have been accepted/rejected
- -make sure the approval boxes are intact and correct
- -make sure the vendor/contractor/grantee and the State signatures are present
- -be sure to include supplemental documents for the approvers
- The SCM website http://www.in.gov/idoa/3016.htm
- -links to guides and classes
- -#1 recommendation? Use the manuals!
- -newsflash content is posted
- -eSigning details for signatories and vendors
- Need help?
- -the best way to request help is to submit a GMIS issue – log into PeopleSoft Financials and at the bottom of the Main menu click on the ‘Report an Issue’ link. Fill in the blanks and click Submit. Someone from GMIS or the SCM Training Team will respond.
- -bigger problems or concerns – contact Todd Carr or a team member and we’ll schedule time for a discussion.
Did you miss this week’s session?
07/21/2017 2:43 p.m.
If you work with Professional Services contracts in SCM and you are interested in attending, please see the information below about registering to attend the July 28th session in the IGCS Auditorium (8:30AM to 12:00PM). If you aren’t able to make it, then watch for a recap in the next newsflash.
You are invited to join us for the free Annual State Contract Seminar
July 28, 2017
Registration begins at 8:00 am (please bring a hard or electronic copy of your Eventbrite registration ticket)
The Annual State Contract Seminar provides a thorough foundation and review in state contracts and related procedures. Presentations will include those from the Attorney General’s Office, Department of Administration, State Budget Agency, State Board of Accounts and the Inspector General. All state government attorneys and other state employees working with contract processes are invited to attend. There is no cost to participants.
CLE hours: 3.0 general hours, including 1.0 hour of ethics
Online registration required: https://www.eventbrite.com/e/state-contract-seminar-tickets-35264805984
Updated Vendor eSigning a Contract guide and training
06/29/2017 11:49 a.m.
These have been updated to let your external signers know they are specifically for Adobe Reader 11. We plan on posting guides and trainings for those who may use the Adobe DC certificate and the Adobe DC esigning methods as quickly as we can.
Please note!!! The following impacts bidder registration and the State’s Supplier Portal so as you process documents today and tomorrow please keep it in mind.
06/29/2017 11:49 a.m.
Agency staff will not be allowed in PeopleSoft from 4 PM EDT on June 30th until 6 AM EDT on July 3rd.
Users must have all jobs successfully completed Friday by 4 PM EDT to avoid delaying Budget Close, so please makes sure to allow time for your processes. Users should be aware that processes initiated after 2 PM EDT may be placed on hold or canceled. Delaying the Budget Close could result in additional system shutdown time.
Please remember that Reports of Collection are due to Treasurer by 3 PM EDT and final accounting entries made and agency approved by 4 PM EDT on June 30th to be counted as FY17 revenue.
Also, please remember that Accounts Payable for June will close at 12PM EDT on June 30th.
Does everyone have the appropriate PeopleSoft access to take action on your SCM contract?
06/05/2017 8:27 a.m.
Verify with the person that he/she has taken the appropriate training and has the appropriate access:
- An Internal Collaborator – must have the SOI_CS_CONTRACT_AUTHOR role after attending the SCM classroom session
or SOI_CS_CONTRACT_COLLABORATOR role after attending the SCM Internal Collaboration online training and asking for access to be granted through the Agency Fiscal Security Coordinator who will submit a GMIS issue
- An Internal Signer – must have the SOI_CS_CONTRACT_COLLABORATOR role. This role is granted after completing the SCM Internal Signing online training and asking for access to be granted through the Agency Fiscal Security Coordinator. The security coordinator will submit a GMIS issue to grant access.
- A Fiscal Approver – must have the SOI_CS_Ag_Fiscal_WF role. This role is granted after completing the Approval Process online training and asking for access to be granted through the Agency Fiscal Security Coordinator. The security coordinator will submit a GMIS issue to grant access.
Your agency’s current list of personnel with these roles can be found on the ENCOMPASS website (https://myshare.in.gov/sba/encompass/default.aspx) under ENCOMPASS DOCUMENTS>Internal Controls>FS91PRD_Securitymmddcc (the most current one posted is FS91PRD_Security052217). After you have the spreadsheet open you will find the information on the SCM tab.
As you may have heard, Roxie Coble has left the State and the SCM Training Team to take a fantastic opportunity. Here are her parting words to all of you. “Trust and follow the manuals posted on the Electronic Contracting website. They will take you where you need to go!”
Just like with paper based contracts in the past, every SCM contract that will have payments made against it will begin with a Requisition.
05/19/2017 9:55 a.m.
If your contract is created and executed in SCM, the following is the normal progression using the Creating Contracts and Amendments manual:
- a new Requisition must be Approved and have a Valid budget check
- the Requisition is taken forward to a Strategic Sourcing Event (even if the vendor is selected through an RFP, Negotiated Bid or Special Procurement Approval)
- the Strategic Sourcing Event is awarded to a General Contract
- the General Contract becomes the Transactional Contract Document in SCM
- the Transactional Contract Document (pages 6-10) plus the Text Contract Document are completed and become the Approved SCM Contract Document (pages 15-53)
- the SCM Contract Document must be Dispatched and Executed (pages 54-56)
- the Transactional Contract Document is updated to Approved status (page 57)
- so the Contract Release process can be run to generate the Purchase Order
If your existing contract is being imported into SCM, the following is the normal progression using the Importing Contracts and Amendments manual:
- a new Requisition is left in Approved status and with a Valid budget check
- a Transactional Contract Document is created in SCM (pages Phase1-1 through Phase1-3)
- the Text Contract Document(s) is/are imported (pages Phase2-1 through Phase2-8)
- the Transactional Contract Document is updated (page Phase3-1)
- the Text Contract Document (Amendment) is initiated, completed and becomes the Approved SCM Contract Document (pages Phase4-1 through Phase4-39)
- the SCM Contract Document must be Dispatched and Executed (pages Phase5-1 through Phase5-3)
- the Transactional Contract Document is changed to Approved status (page Phase 5-4)
- the Requisition lines can be copied to the existing Purchase Order (page Phase 5-5)
Are you including all of the required Supplemental documents for the Approvers who will be reviewing/approving your contracts?
05/19/2017 9:55 a.m.
These documents provide the procurement method and background information about why your contract is needed. The Approval Process manual shows the Approver how to access the Supplemental documents from the Document Management page of your contracts. See the Electronic Contracting page at http://www.in.gov/idoa/3016.htm for the SCM Approval Process manual
Having trouble or questions about converting a pdf file to tiff and inserting it into your text contract document?
05/05/2017 8:20 a.m.
We posted a new guide to help ease the pain at http://www.in.gov/idoa/3016.htm under Creating/Importing Contracts and Amendments.
The very first choice you make when starting the SCM process is choosing the correct manual to follow.
05/05/2017 8:20 a.m.
If you will be creating a new original contract, then you will follow the Creating Contracts and Amendments manual for the life of the contract. Keep in mind that when creating Amendments and Renewals you will always choose Configurator IDs that do not contain the word “import” (page 62) so the proper approval boxes will be present on the text document.
If you will be creating an Amendment or a Renewal for a contract that began in the paper based process, then you will follow the Importing Contracts and Amendments manual for the life of the contract. Keep in mind that when creating Amendments and Renewals you will always chose Configurator IDs that with “IMPORT” in the name (page Phase4-2) so the proper approval boxes will be present on the text document.
SCM workshop on Tuesday, April 18, 2017 from 9:00AM to 12:00PM in the IDOA Procurement Training Room.
04/11/2017 3:18 p.m.
These workshops are for individuals who need assistance with SCM transactions in the live environment. This is not a classroom session, so be sure to bring your User ID and password, Contract ID number(s) and current manuals with you. As always, for help with technical problems you may also submit issues through the Report an issue link in PeopleSoft Financials. This allows GMIS to track the issues and ensures the most timely and accurate resolution.
The words you use matter!
04/11/2017 3:18 p.m.
A Contract Administrator will create the Transactional Contract Document and create or import and execute a contract in SCM. Before SCM, this person may have been known as a contract author or specialist.
An Internal Collaborator will review and/or edit the SCM contract text document draft and provide comments to the Contract Administrator. Before SCM, this person may have been known as an editor, drafter, or reviewer.
An External Signer will digitally sign the SCM contract once the State’s Contract Administrator has completed the final version of the contract document. Before SCM, this may have been known as the person who signed the contract on behalf of the vendor/contractor/grantee.
An Internal Signer will digitally sign the SCM contract prior to it being routed to the oversight agencies for approval. Before SCM, this may have been known as the person who signed the contract on behalf of the State/agency.
An Approver will review an SCM contract after it has been signed by the External Signer, the Internal Signer and approved by any other approvers that come before him/her. Before SCM, these may have been known as the Agency Fiscal Officer (signed the EDS form), Department of Administration signatory, Indiana Office of Technology signatory, State Budget Agency signatory and Attorney General signatory.
The completion of the Contract Release process creates a Purchase Order for a contract executed in SCM. Before SCM, this process would have been known as awarding a purchase order from a Sourcing Event or Expediting a Requisition.
What should I check before I route an SCM contract for approval?
03/31/2017 8:29 a.m.
- Does the transactional document represent the accurate vendor, dates and dollar amount on the text document? See pages 7 through 12.
- Were the correct Document and Requisition types chosen? These determine the contract template and the approval workflow. See pages 15 and 16.
- Were all the required changes (additions, deletions, and edits to the clauses) made to the text document? Were they accepted or rejected? See pages 19 through 21.
- Have you included the required supplemental documents? See pages 24 and 25.
- Did the vendor (external signer) successfully sign and upload or make changes to the text contract? See page 44.
- Did the agency (internal signer) successfully sign and upload the contract? See pages 50 and 51.
- Did the vendor pass all of the required clearance checks and have you documented them? See page 52.
- Does the Approval Workflow appear to be correct? See page 53.
If the answer yes to all of these, then you should be ready to click Submit for Approval.
The page references above are from the Creating Contracts and Amendments manual posted at http://www.in.gov/idoa/3016.htm.
Not seeing the approval blocks on the Amendments and Renewals you are processing against Imported contracts?
03/17/2017 9:05 a.m.
The Configurator ID choice you make is critical! Be sure to choose one with the word “Import” in the name/description. If others are chosen, the resulting Word document will not have the approval blocks for the oversight agencies. See pages 20 and 21 of the Importing Contracts and Amendments manual for more information.
What is the bidder registration requirement in relation to SCM?
03/03/2017 11:02 a.m.
The electronic signature process requires every entity we contract with to complete bidder registration Parts 1 and 2 (see the Instructions for Profile Creation posted at http://www.in.gov/idoa/2464.htm). The resulting User ID and password is necessary for the EXT to access SCM Contract documents through the State’s Supplier Portal. It also allows a Contact Administrator to add a new External Signer (EXS) user ID if needed.
The updated SCM Creating Contracts and Amendments manual is almost finished!
03/03/2017 11:02 a.m.
We will let you know when it has been posted at http://www.in.gov/idoa/3016.htm
Did you know that a Contract Administrator can assign a Collaborator or Internal Signer on a contract even if the person doesn’t have the role in SCM?
02/17/2017 12:52 p.m.
The person will get the PeopleSoft generated emails and will be able to open the document, but won’t be able to take action if he/she doesn’t have the role. If this happens, then have the person take the required on-line class, ask for the access to be granted through the Agency Fiscal Security Coordinator and afterward he/she can complete the process in SCM.
What do I do in SCM when the negotiated amount of the contract (not governed by DPAP) is higher than my Requisition/Sourcing Event award?
02/17/2017 12:52 p.m.
A fictional scenario. An Approved and Valid Requisition for $1,250 was taken to a Strategic Sourcing Event and the General Contract was awarded to the chosen vendor for dental services for $1,250. A contract amount of $10,000 was negotiated by the chosen vendor and the State agency. The Contract Administrator updated the Transactional Contract Document (per the instructions below) and the SCM contract was executed for $10,000. The Contract Release process was completed and the Purchase Order was created. The Purchase Order was budget checked and received a Document Tolerance error which was overridden by the agency fiscal staff and processed.
Updating the Transactional Contract Document is a multiple step process:
- Update the dollar amount on the line(s)
- Update the maximum line amount and base price through the line details icon on the line(s)
- Update the Maximum Amount
All of these steps must happen before the Contract Release Process is completed so that the purchase order is the correct amount. Documentation of the negotiations should be included in the contract file and should be added on the Transactional Document through the Contract Activities link.
Updated Importing Contracts and Amendments manual
02/03/2017 3:13 p.m.
The updated Importing Contracts and Amendments manual is now posted on http://www.in.gov/idoa/3016.htm under Trainings & Manuals - Creating/Importing Contracts and Amendments section.
ENCOMPASS Clean Up Workshop
01/24/2017 1:54 p.m.
GMIS will be holding an open workshop offering over-the-shoulder assistance on Thursday, January 26, 2017 from 9:00 a.m. -12:00 p.m. in IGCS Conference Room 15. These workshops are for individuals who need assistance with ENCOMPASS (PeopleSoft Financials) transactions including any month end/Fiscal Year end cleanup items. Workshops are subject to change or cancellation at any given time, therefore, please do not wait until the last minute to clean up transactions. As always, for help with specific problems you may also submit issues through the Report an Issue link on the PeopleSoft sign-on screen or the bottom of the left-hand menu in PeopleSoft. This allows GMIS to track the issues and ensures the most timely and accurate resolution.
Sharon L. Clingan
PeopleSoft Financials Analyst
GMIS - Indiana Office of Technology (IOT)
Did you know that we created an eSigning troubleshooting guide?
01/20/2017 1:08 p.m.
We just added a document on the eSigning Electronic Contracts page and under Vendor eSigning a Contract on the Electronic Contracting page. It was developed in a question and answer format to reach even more vendors who may be having trouble signing your contract.
Having personnel changes that are going to impact SCM?
01/20/2017 1:08 p.m.
You’re not alone!
If an Administrator leaves and you already have access to his or her contracts as an Administrator, then you just take them over. If you don’t already have access to his or her contracts, then you can submit a GMIS issue to have the contracts reassigned. If you have a new Administrator coming aboard, then just send the person to the SCM class and your agency Security Coordinator can request the access afterward through a GMIS issue.
If have a new Collaborator, then the person needs to enroll/launch the SCM Internal Collaboration class in ELM. Your agency Security Coordinator can request the access through a GMIS issue including the completion certificate.
If have a new Internal Signer, then the person needs to enroll/launch the Internal Signing class in ELM. Your agency Security Coordinator can request the access through a GMIS issue including the completion certificate.
If you have a new fiscal approver, then the person can find the training and manual posted on our website. Your agency Security Coordinator can request the access and ask for the appropriate change to be made to your agency’s SCM workflow.
Have you been wondering how to process an MOU in SCM?
01/06/2017 1:34 p.m.
We have attached brand new instructions for using SCM to create Memorandum of Understanding (MOU) documents. If you used the MOU document type in the past, you will see that it has been replaced by MOU2. We urge you to read the instructions concerning signatures carefully as they are substantially different than any other contract we are processing through SCM right now. If you have questions on MOU use or development, please consult the 2016 Professional Services Contract Manual which is available at http://www.in.gov/idoa/3000.htm.
12/22/2016 9:53 a.m.
We wanted to take a moment to thank you all for working with us on the SCM roll out. More than 4,600 contracts have been processed though SCM this calendar year!
We are working finishing the updates to the creating and importing manuals which will include more screenshots and troubleshooting tips. Be sure to seek help from our website, from your agency SCM point of contact, from others serving in the same capacity as you or through submitting a GMIS issue.
Contract Administrators are making two crucial choices at the Define the Document Type step
12/09/2016 8:00 a.m.
Here are two things to keep in mind:
When you Select the Document Type
you’re determining the template that will be used to create the text contract after answering the wizard questions.
When developing the original contract document (if your agency doesn’t have form approved contracts loaded for selection) use:
SOI Addendum SOI Addendum
SOI Counsel SOI Agreement with Outside Counsel
SOI Edu SOI Educational/Institutions
SOI Equip Lease Purc SOI Equipment Lease Purchase
SOI Eq Lease Rental SOI Equipment Lease Rental
SOI Grants SOI Grant Template
SOI IBM BOA SOI IBM Basic Ordering Agreement (with permission from IOT)
SOI Lease SOI Real Estate Lease
SOI MOU SOI Memorandum of Understanding
SOI Price Increase SOI Price Increase
SOI Prof Services SOI Professional Services (can also be Procurement or Personal)
When amending/renewing contracts created in SCM (if your agency doesn’t have form approved contracts loaded for selection) use:
SOI Amend SOI Amendment
SOI IBM BOA Amendmen IBM Ordering Agreement Amendment
SOI Lease Amendment SOI Real Estate Lease Amendment
SOI MOU Amend SOI MOU Amendment
SOI Renew No Price Renewals that DO NOT allow a price increase (on original)
SOI Renew Price Inc Renewals that DO allow a price increase (on original)
When amending/renewing imported documents (if your agency doesn’t have form approved contracts loaded for selection) use:
SOI Amend Import SOI Imported Amendment
SOI IBM Import Amend IBM Ordering Agreement Amendment used for Imported Docs
SOI Renew Imported Renewals that DO allow a price increase (on original)
SOI Renew No Import Renewals that DO NOT allow a price increase (on original)
When you select the Requisition type
you’re impacting the workflow (which oversight agencies will approve the contract). The page may come forward from the Strategic Sourcing Event with a procurement method chosen instead of a contract related type. It may need to be adjusted to closely match the document type being used.
Types that should be used in SCM:
Amendment Amendment Info Tech
Amendment Grants Amendment Property Lease
Continuation Equip Lease Agree Continuation Equip Lease Purch
Continuation Maint of Equip Equipment Lease Agreement
Equipment Lease to Purch Agree Grant
IBM Basic Ordering Agreement Info Tech Addendum
Info Tech Prof Services Info Tech Renewal
Maintenance of Equipment Memo of Understanding
Proc Serv Contract Continue Procurement Contract Amendment
Procurement Contract Renewal Procurement Service Contract
Prof Service Contract Renewal Professional Service Contract
Professional/Pers Cntrct Amend Property Lease
Real Estate Purchase Renewal Equipment Lease Agree
Renewal Equipment Lease Purch Renewal Maintenance of Equip
Did you know that the Professional Services Contract and Delegation of Purchasing Authority Program manuals are still your friends when using SCM to process contracts?
11/18/2016 3:50 p.m.
Almost everything you did while using the paper method still applies when using SCM. These include starting the financial process with a Requisition, completing missing information on the templates, working with mandatory and non-mandatory clauses and having a procurement method/method of source selection.
If you are working with an Addendum, Amendment, Grant, Professional Services Contract, Renewal, Educational Institution or Outside Counsel contract, then see the 2016 Professional Services Contract manual posted at http://www.in.gov/idoa/3000.htm for additional information.
If you are working with a Procurement Contract Addendum, Amendment, Contract for Services or Renewal, then see the Delegation of Purchasing Authority Program manual posted at http://www.in.gov/idoa/2865.htm for additional information.
See http://www.in.gov/idoa/3016.htm for all of the other SCM resources you need.
Would you send a vendor a contract document for signature that wasn’t really ready to be signed?
11/18/2016 3:50 p.m.
The Contract Administrator is responsible for editing the contract document and making sure it is truly ready to send. Simple things like:
- making sure the red lines (from track changes) have been appropriately addressed
- making sure that all of the appropriate clauses have been added, edited or removed to make the document complete
- making sure that if an exhibit/attachment is referenced in the contract document, that it is included after the signature/approval page
Bidder Registration and External Signers
11/04/2016 12:36 p.m.
Verifying bidder registration and knowing when to set up external signers can be a complicated process. There’s been a system update to assist in the process; it is documented below with the asterisks***
Let’s walk through it step-by-step.
Verify that the company has completed bidder registration
- Navigate to Main Menu >> Sourcing >> Bidder Information.
- Search using any of the criteria available.
- If a profile exists, then navigate to the Header tab and copy/write down the Bidder ID number.
- If a profile does not exist, then direct the vendor/contractor/grantee to http://www.in.gov/idoa/2464.htm to complete the bidder profile registration.
See if the Signer already has a User ID (EXS… or EXT…) and copy/write it down
(Refer to the SCM Creating Contracts and Amendments guide for navigation and more information)
- On the Add External User page in SCM, enter the 10 digit bidder ID number (that we copied in step 1 above) into the Bidder ID to Copy field
- Click the Tab key on your keyboard
If the name of the person signing your contract appears to the right of the field, then add “EXT” to the front of the bidder ID number when assigning the external signer (pg. 30 for assigning the external signer).
If the name of the person signing your contract appears  in the Existing External Signers table (there may be multiple pages of users to look through), then the User ID will be listed next to his/her name. Use the EXS user ID when assigning the external signer (pg. 30 for assigning the external signer).
If the name of the person signing your contract  does not appear, then enter the user name (first and last name), Email ID and click the Create New User button.
- If you enter a user’s name that already has a User ID created, a warning message (image to the right) will appear letting you know the name already exists. It provides you with the User ID and it asks you not to complete a duplicate entry.
- If a new User ID is created, it will be displayed at the bottom of the page so you can copy/write it down to use when assigning the external signer.
If you create or notice the same external signer is listed more than once in the Existing External Signers table, then please submit a GMIS issue asking for the duplicate EXS number to be removed.
Did you know that SCM has its own pagelet?
10/21/2016 7:44 a.m.
If helpful, you can add a pagelet to summarize the upcoming contract expirations and/or quickly see the average length of time it takes your contracts to be approved. From the PeopleSoft Home screen click on the “Supplier Contracts” tab to open the page. Click on the “Content” hyperlink, under Supplier Contracts click the checkbox in front the information you would like to see (Contracts Expiring < 361 Days and/or SCM Document Approval Average) and click “Save”. The query (ies) will run every time you open the tab. You can personalize the way information is displayed under the “Personalize Layout” hyperlink.
File size limitation on contract Attachments/Exhibits.
10/21/2016 7:44 a.m.
There is a 25 MB limitation on the text document which is an Outlook/email attachment size restriction. At this time, when you are ready to send the contract to the vendor for signature under the “Files to be Sent” banner you will find a checkmark in the box in front of current document. If you leave it as defaulted, a copy of the text document will be attached to the email to the vendor. If you choose not to include the copy (by unchecking the box), then the file size restriction no longer applies.
Help for if/when you have a vendor who is confused about electronic signatures.
10/21/2016 7:44 a.m.
The Adobe electronic signature was selected based on several factors including: security in using PDF documents that is not available with other formats, there is no cost for vendors, ease of use and it’s compliant with Indiana Code. The person who will be signing the contract electronically will be assigned a unique ID and password in order to access contract documents for signature through the Supplier Portal. The signatory will receive an email from SCM when the time comes to sign the contract. This email contains a link to the instructions manual, a link to the portal, the person’s user id and a link to get password reset help. The first thing we would recommend is asking if he/she kept the email.
Otherwise, you can send the vendor’s signatory to http://www.in.gov/idoa/2977.htm. The page provides a link to the bidder profile registration website. There is a 10 minute training video and step by step instructions manual which walks through the processes of downloading the contract, creating and affixing the electronic signature and uploading the signed contract back into the portal.
Keep up the good work!
10/18/2016 3:09 p.m.
As of today, there are 39 business units on SCM and over 4,000 SCM documents posted to the Active Contracts Search page!
10/18/2016 3:09 p.m.
In an effort to provide ongoing information and tips regarding SCM, you have been added as a recipient to this newsletter because you have SCM administrator or collaborator access or have been trained to gain access. Please let us know who, from your agency, should be added. Contact email@example.com with his/her name and email address.