Table of Contents
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Agency Updates: Solicitations in OhioBuys | STS096 Override Contracts | Blanket Purchase Orders | Viewing and Accessing Solicitations
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Supplier Updates: Supplier Webinars
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Training Tips: Help Desk Checklist | Training Calendar | Refresher Training | Office Hours
Please share this newsletter with your agency users!
Remember to check the OhioBuys website for the latest user tips and information.
Agency Updates
SOLICITATIONS IN OHIOBUYS
When creating a solicitation in OhioBuys, please keep the following tips in mind.
While agencies may create solicitations in slightly different ways, we have received feedback from suppliers, analysts, and agencies to compile a list of tips that should ensure solicitations (1) provide suppliers with the most information possible from the start of the process (2) reduce the likelihood of inquiries/questions needing to be submitted and (3) enable suppliers to submit the most accurate quotes possible.
While this is not a complete list, agencies should include the following items in every solicitation:
- Always spell out agency names and division/office/bureaus.
- A clear description of the need (e.g., using the Process field on the solicitation) and when the goods/services will be needed.
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Ship to address (this helps suppliers in factoring shipping costs into their proposal, as opposed to the issue potentially arising when a PO is issued).
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Method of payment is included (this also helps suppliers with factoring potential processing fees upfront).
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Inquiry Period is defined (this allows suppliers to ask questions in a streamlined, timely fashion).
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Solicitation end dates/times during business hours so that issues can be resolved before bids are due (this reduces the likelihood of suppliers submitting help desk tickets outside of normal business hours that may not be seen until the next day, and potentially after the solicitation has closed).
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‘Process’ description (the Process field can be used to explain the basis for the award of the solicitation, which should be clearly spelled out so the suppliers know what is expected in order to be considered for award. The box is located on the Prepare Solicitations Tab).
- Extending the “Enable for Public Posting” date past the time the Sourcing Event (SRC) closes (this allows suppliers to see the solicitation in the Public Portal past the closing time and the status, which permits suppliers to do research on historical opportunities).
By providing this information, we can make the solicitation process easier for everyone.
STS096 OVERRIDE CONTRACTS
The competitive replacement contract for the STS Copier Category was awarded earlier this year (MAC009). This competitive contract allows for Cost Per Copy, Purchase, and Rental of copiers. The STS096 Copier Category no longer has any active STS contracts.
In order to facilitate lease payments for equipment established through those expired STS contract, Override Contracts have been created. These Override Contracts allow you to continue making payments on those established leases without using Direct Purchase Authority. No new purchases are permitted through the Override Contracts.
These Override Contracts contain the dealers from the STS so you can direct the orders to the dealer when needed. The numbering system of the contract is a match to the prior STS contract number with “OR-“ in the prefix. Finally, these contracts do not have catalogs so any purchases will require a freeform line item. Please direct any questions regarding these contracts to Erica Mavis at erica.mavis@das.ohio.gov.
BLANKET PURCHASE ORDERS
During the June enhancements, OhioBuys updated the functionality for Blanket Purchase Orders (POs). Users should note that encumbrances can be established using catalogs in OhioBuys.
Many catalog items have been created with an AMT UOM. Whether AMT or another UOM, an encumbrance can be established utilizing the current catalog items.
If there are contracts not currently flagged that your agency needs to utilize the full OhioBuys Blanket PO functionality and is prepared to execute child POs from the blanket, please be sure to reach out to the appropriate DAS Contract Analyst.
For more information, please refer to the How To Create a Blanket Order PR Job Aid.
*NOTE: This does not prevent agencies from setting up orders that can be used/vouchered against throughout the fiscal year. For example, if an agency is purchasing services monthly (and a catalog item exists for a monthly subscription charge where the unit of measure is each), the purchase order can be set up using the catalog item and ordering a quantity of 12.
VIEWING AND ACCESSING SOLICITATIONS
Recently, there has been some confusion about agencies' ability to view and access solicitations created by other agencies. When creating a solicitation, users incorrectly select ‘State Agencies’ in the Contracting Entity and/or Participating Organizations fields on the Sourcing General Information page.
Typically, users should only select their agency as the Contracting Entity and/or Participating Organization when they create a solicitation. Users can do this by using the drop-down menu for each section. This ensures that only their agency can view and access the solicitation.
If you would like more information, please refer to the Creating, Managing, and Awarding Solicitations Learner Guide.
Supplier Updates
SUPPLIER WEBINARS
We have added OhioBuys supplier/bidder webinar series through September 2022.
Each supplier/bidder training webinar will be one hour and held on the dates listed below. Please download the webinar meeting invitation file, unzip it, and click the .ics file to add to your calendar.
In addition, a revised Supplier Fact Sheet & Quick Start Guide is available to learn more about the Supplier log-in process and share with your suppliers. Agency representatives are also welcome to join these webinars to learn more about how suppliers’ access and use OhioBuys.
Anyone interested in attending Supplier webinars can download the meeting invites from the Supplier Webinar page of the OhioBuys website.
Training Tips
HELP DESK CHECKLIST
To serve you better, we have put together some helpful tips on how/when to submit tickets to the help desk for OhioBuys.
Looking for help?
When users have questions or are looking for assistance, there are a few things they can do to help find solutions before submitting a help desk ticket:
- Users should utilize the training materials (Learner Guides, Job Aids, and videos) on the OhioBuys website.
- Register for sustainment training in OhioLearn using the search term ‘OhioBuys.’
- Contact your Agency Administrator to see if they can answer your question.
- Sign up for Office Hours (Instructions Below)
If a helpdesk ticket is needed:
- When submitting a ticket, please make sure to include OhioBuys in the subject line and attach all related screenshots and/or attachments.
- Once a case is submitted, end-users should try not to make any additional changes to the transaction in the system. Subsequent changes can make it more difficult to troubleshoot and identify the cause of the issue.
Don’t Forget!
Please remember when submitting a ticket, they should be referring to functional issues or questions. If users have a question regarding a specific procurement policy, they should contact Steve Meese via email or Teams at steve.meese@das.ohio.gov.
Is it an emergency?
If you have a case requiring immediate attention, please make sure you always submit a ticket to the help desk and be as specific as possible when describing the issue. This way, the case can be reviewed, expedited to an appropriate member of the OhioBuys team, and tracked through the resolution of your ticket.
TRAINING CALENDAR
Ongoing OhioBuys training sessions are now scheduled through December 2022. For the complete list, see the below schedule of upcoming sessions or visit the Ongoing Training page.
Users can register for these sessions directly in OhioLearn if they could not previously attend OhioBuys training or if they would like a refresher course on a particular topic. If your agency has a topic request for training or needs solicitation and/or contract training, please notify the project at: OPS.TrainingAcademy@das.ohio.gov.
REFRESHER TRAINING
Agency users can still sign up for OhioBuys refresher training sessions that are available through August 19th. Please take a moment to review the following information and see the schedule before signing up for a session.
Q: What is refresher training? What can I expect? A: Refresher training is a series of specialized OhioBuys training sessions that are designed for currently active OhioBuys users who would like to refresh and expand their knowledge on using OhioBuys. Topics include:
- Submitting goods and/or services requests
- Approving purchasing requisitions
- Creating and managing solicitations and contracts (brief version)
- Using OhioBuys as an Agency Admin
- Supporting suppliers
Q: I already completed OhioBuys training. Why should I attend refresher trainings? A: Although not all topics may be new, the refresher training has been revised and tailored to address common help desk and office hour topics. In addition, some refresher training sessions will focus on topics that were not previously offered, such as using OhioBuys' supplier management capabilities or walking through how suppliers access OhioBuys and respond to State solicitations. These refresher training sessions will also provide fundamentals to users who were unable to previously attend or complete all OhioBuys training (i.e., missed portions of previously offered training sessions).
Q: How is this different than ongoing (sustainment) training? A: Sustainment training includes training sessions that are available in Ohio Learn for new agency users who were not previously onboarded into OhioBuys and have never attended any sort of previous OhioBuys training (with the exception of Requesters and Approvers). If you are a Requester and/or someone who will be responsible for approving purchase requests who has not previously attended OhioBuys training, please feel free to sign up for the Submitting Goods and/or Services Requests and/or Approving Purchase Requisitions refresher training webinars, otherwise, new users should sign up for ongoing training before signing up for refresher training. Refresher trainings are not part of the ongoing training program.
OFFICE HOURS
One of the resources available to assist your use of OhioBuys is the option to sign up for Office Hours. Users sign up for either 30 or 60-minute Office Hour sessions wherein a dedicated OhioBuys trainer will be available to assist you with OhioBuys functionality.
Office Hours have been expanded with slots available Monday - Thursday from 9:00 AM - 12:00 PM, and 1:00 PM - 4:00 PM pending availability.
We encourage you to advantage of this resource as you get acclimated to OhioBuys. To sign up for office hours, please follow the prompts on the Office Hours bookings page.
You will receive direct help on a specific transaction as you are working through it!
These Office hours are available for your training-related questions (i.e., how to do something in OhioBuys). If your question(s) is regarding policy or system issues (e.g., why a purchase order is In Progress), users should submit a helpdesk ticket. In addition, anything that substantially involves R&Ps, OAKS, or OneSpan Sign will also need to go to the helpdesk. If you have not attended any OhioBuys training course, you will be redirected to training, and your office hours appointment will be canceled.
Remember, if it's a question of "how," then office hours are the way to go. If it's a question of "why," it needs a helpdesk ticket.
Support
For log-in or system issues, please contact OBM Shared Services Center at 614-338-4781 or 1-877-644-6771 OR OBM.SharedServices@OBM.Ohio.Gov Remember to put “OhioBuys” in the subject line!
If you have questions about the project itself, please email: ohiobuys@das.ohio.gov.
Mike DeWine, Governor Jon Husted, Lt. Governor Kathleen C. Madden, Director
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