190000000451.pdf

320 S Walnut Street Lansing, MI 48933 P.O. Box 30026, Lansing, MI 48909

STATE OF MICHIGAN PROCUREMENT

Department Technology, Management and Budget Central Procurement Services

CONTRACT CHANGE NOTICE

CONTRACT SUMMARY

Michigan State Industries Enterprise Resource Planning (ERP) Solution

INITIAL EFFECTIVE DATE INITIAL EXPIRATION DATE INITIAL AVAILABLE OPTIONS EXPIRATION DATE

BEFORE

May 1, 2019 April 30, 2022 5 - 1 Year April 30, 2026

PAYMENT TERMS DELIVERY TIMEFRAME

ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING

MINIMUM DELIVERY REQUIREMENTS

N/A

P-Card Direct Voucher (PRC) Other Yes No

975 Evergreen Circle

The Woodlands TX 77380-3637

Ashley Taylor

281-466-8189 ataylor@gssmail.com

VS0063103

Global Shop Solutions, Inc.

C O

N

TR

A C

TO

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Robin Lampert

(517) 582-2746

DTMB

Various Various

LampertR1@michigan.gov

C on tr ac t A dm in is tr at or

Pr og ra m

M an ag er

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N/ANet 45

Change Notice Number 11

Contract Number MA190000000451 to

DESCRIPTION OF CHANGE NOTICE

OPTION EXTENSIONLENGTH OF OPTION LENGTH OF EXTENSION REVISED EXP. DATE

CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE

0 Months 0 Years April 30, 2027

$1,581,484.45 $0.00 $1,581,484.45

DESCRIPTION

Please note the Program Manager or Contract Administrator may have changed, and are reflected on this Change Notice.

Effective January 26, 2026, this Contract is exercising the 5th option year and making some additional purchases (noted on the attached list) using existing funds. The revised contract expiration date is April 30, 2027.

All other terms, conditions, specifications and pricing remain the same. Per contractor and agency agreement, and DTMB Central Procurement Services approval.

AGENCY NAME PHONE EMAIL

MDOC Madyson Hehrer 517-643-3694 taylorm13@michigan.gov

DTMB Jason Boyl BoylJ@michigan.gov

Program Managers for

Multi-Agency and Statewide Contracts

CHANGE NOTICE NO. 11 TO CONTRACT NO. MA190000000451

Purchase List

Item Qty Unit

Price For

Reference Quote

Price

Mini PC (EMS-WS-COMPUTER) 6 625 License Plate EMSQ7423 $3,750.00

Workstation computer configuration (EMS-

PS-01HR)

12 175 License Plate EMSQ7423 $2,100.00

Upgrades (EMS-WS-Computer-SSD & EMS-WS-Computer-RAM-Upgrade)

6 0 License Plate EMSQ7423 0

GSS-3YR-Warranty 6 0 License Plate EMSQ7423 0

Shipping EMSQ7423 $100.00 Mini PC (EMS-WS-COMPUTER) 1 695 Sign EMSQ7432 $695.00 Upgrades (EMS-WS-Computer-SSD & EMS-WS-Computer-RAM-Upgrade)

1 0 Sign EMSQ7423 0

Workstation computer configuration (GSS- Custom-Configuration-CI)

Sign EMSQ7432 $175.00

Monitors (EMS-WS-Monitor-22) 2 Sign EMSQ7432 $300.00 Keyboard and mouse (EMS-WS-Keyborad- Mouse-Wireless)

1 Sign EMSQ7432 $50.00

Mouse pad (EMS-WS-Mouse-Pad) and Floor Mat (GSS-WS-Floor-Mat)

1 Sign EMSQ7432 0

Color printer (EMS-Laserjet-Color) 1 Sign EMSQ7432 $525.00 Shipping Sign EMSQ7432 $97.00 Meraki Manager license for workstation (LIC-SME-3yr)

1 Sign EMSQ7432 $55.00

Portable scanners (EMS-BT-Scanner-2D 6 100 GVP EMSQ7284 $900.00 Shipping GVP EMSQ7284 $28.32 Actian data base software (hosted by

GSS)

MSI $10,300.00

Annual, Per Site, Monthly System Updates, Check-up and Security updates for Meraki (EMS-PS-O1HR)

MSI EMSQ7262 $7,200.00

Total $26,275.32

STATE OF MICHIGAN

ENTERPRISE PROCUREMENT

Department of Technology, Management, and Budget 320 S. Walnut Street 2nd Floor Lansing, MI 48933

P.O. BOX 30026 LANSING, MICHIGAN 48909

CONTRACT CHANGE NOTICE

CONTRACT SUMMARY

Michigan State Industries Enterprise Resource Planning (ERP) Solution

INITIAL EFFECTIVE DATE INITIAL EXPIRATION DATE INITIAL AVAILABLE OPTIONS EXPIRATION DATE

BEFORE

May 1, 2019 April 30, 2022 5 - 12 Months April 30, 2025

PAYMENT TERMS DELIVERY TIMEFRAME

ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING

MINIMUM DELIVERY REQUIREMENTS

N/A

P-Card Direct Voucher (PRC) Other Yes No

975 Evergreen Circle

The Woodlands TX 77380-3637

Ashley Taylor

281-466-8189 ataylor@gssmail.com

VS0063103

Global Shop Solutions, Inc.

C O

N

TR

A C

TO

R

Kristine Mills

517-242-6402

DTMB

Various Various millsk11@michigan.gov

C ontract

A dm inistrator Program M anagerSTA

TE

N/ANet 45

Change Notice Number 10

Contract Number MA190000000451 to

DESCRIPTION OF CHANGE NOTICE

OPTION EXTENSIONLENGTH OF OPTION LENGTH OF EXTENSION REVISED EXP. DATE

CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE

12 Months April 30, 2026

$1,407,484.45 $174,000.00 $1,581,484.45

DESCRIPTION

Effective 3/10/2025, the State exercises an option year and adds $174,000 in funding for MDOC use.

All other terms, conditions, specifications and pricing remain the same. Per contractor and agency agreement, and DTMB Central Procurement Services approval.

DTMB David Enslin 517-930-6332 enslind@michigan.gov

Program Managers for

CHANGE NOTICE NO. 10 TO CONTRACT NO. MA190000000451

ENTERPRISE PROCUREMENT

Department of Technology, Management, and Budget 320 S. Walnut Street 2nd Floor Lansing, MI 48933

P.O. BOX 30026 LANSING, MICHIGAN 48909

CONTRACT CHANGE NOTICE

CONTRACT SUMMARY

Michigan State Industries Enterprise Resource Planning (ERP) Solution

INITIAL EFFECTIVE DATE INITIAL EXPIRATION DATE INITIAL AVAILABLE OPTIONS EXPIRATION DATE

BEFORE

May 1, 2019 April 30, 2022 5 - 12 Months April 30, 2025

PAYMENT TERMS DELIVERY TIMEFRAME

ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING

MINIMUM DELIVERY REQUIREMENTS

N/A

P-Card Direct Voucher (PRC) Other Yes No

975 Evergreen Circle

The Woodlands TX 77380-3637

Ashley Taylor

281-466-8189 ataylor@gssmail.com

VS0063103

GLOBAL SHOP SOLUTIONS, INC.

C O

N

TR

A C

TO

R

Jeremy Lyon

517-230-2858

DTMB

Various Various lyonj5@michigan.gov

C ontract

A dm inistrator Program M anagerSTA

TE

N/ANet 45

Change Notice Number 9

Contract Number MA190000000451 to

DESCRIPTION OF CHANGE NOTICE

OPTION EXTENSIONLENGTH OF OPTION LENGTH OF EXTENSION REVISED EXP. DATE

CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE

$1,407,484.45 $0.00 $1,407,484.45

DESCRIPTION

Effective 12/20/2024, this change is to request the two Meraki items in the attached SOW are added to the Global Shop Solutions contract, this is a zero cost change notice. Please see the attached SOW for further information.

All other terms, conditions, specifications, and pricing remain the same. Per Contractor, agency and DTMB Central Procurement Services approval.

DTMB David Enslin 517-930-6332 enslind@michigan.gov

Program Managers for

CHANGE NOTICE NO. 9 TO CONTRACT NO. MA190000000451

Michigan.gov/MiProcurement

Version 2021-1 1 of 3

STATEMENT OF WORK -

IT CHANGE NOTICE

Project Title:

Brooks Correctional Meraki Network

Period of Coverage:

Requesting Department:

MDOC

Date:

December 16, 2024

Agency Project Manager:

Madyson Hehrer

Phone:

517-643-3694

DTMB Project Manager:

Phone:

Brief description of services to be provided:

BACKGROUND:

MDOC is adding Meraki networking products to the current Global Shop contract.

PROJECT OBJECTIVE:

To implement factory automation at Brooks Correctional MSI Factory.

SCOPE OF WORK:

Vendor is providing hardware, as well as installation, implementation, and support.

TASKS:

Technical support is required to assist with the following tasks:

Installation, implementation, and support of the Meraki hardware and network infrastructure.

DELIVERABLES:

Deliverables will not be considered complete until the Agency Project Manager has formally accepted them. Deliverables for this project include:

1. Meraki MX68 Network Security/Firewall Appliance – 12 Port – 10/100/1000Base- T – Gigabit Ethernet – 10 x RJ-45 – Desktop, Wall Mountable

2. Meraki MR36 802.11ax 1.70Gbit/s Wireless Access Point – 2.40GHz – MIMO Technology – 1 x Network (RJ-45) – Gigabit Ethernet – Desktop, Ceiling Mountable, Wall Mountable, Rail-mountable

ACCEPTANCE CRITERIA:

Hardware connectivity to the network.

PROJECT CONTROL AND REPORTS:

Version 2021-1 2 of 3

A bi-weekly progress report must be submitted to the Agency and DTMB Project Managers throughout the life of this project. This report may be submitted with the billing invoice. Each bi-weekly progress report must contain the following:

1. Hours: Indicate the number of hours expended during the past two weeks, and the cumulative total to date for the project. Also state whether the remaining hours are sufficient to complete the project.

2. Accomplishments: Indicate what was worked on and what was completed during the current reporting period.

3. Funds: Indicate the amount of funds expended during the current reporting period, and the cumulative total to date for the project.

SPECIFIC DEPARTMENT STANDARDS:

Agency standards, if any, in addition to DTMB standards.

PAYMENT SCHEDULE:

Payment will be made on a time and materials basis. Contractor estimates a $7,580.00 total cost. DTMB will pay CONTRACTOR upon receipt of properly completed invoice(s) which shall be submitted to the billing address on the State issued purchase order not more often than monthly. DTMB Accounts Payable area will coordinate obtaining Agency and DTMB Project Manager approvals. All invoices should reflect actual work completed by payment date and must be approved by the Agency and DTMB Project Manager prior to payment. The invoices shall describe and document to the State’s satisfaction a description of the work performed, the progress of the project, and fees. When expenses are invoiced, receipts will need to be provided along with a detailed breakdown of each type of expense. Payment shall be considered timely if made by DTMB within forty-five (45) days after receipt of properly completed invoices.

EXPENSES:

The State will NOT pay for any travel expenses, including hotel, mileage, meals, parking, etc.

PROJECT CONTACTS:

The designated Agency Project Manager is:

Madyson Hehrer

MDOC

MSI

GVP, 5th Floor 206 E. Michigan Ave Lansing, MI 48933 hehrerm@michigan.gov

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The designated DTMB Project Manager is:

N/A

LOCATION OF WHERE THE WORK IS TO BE PERFORMED:

Consultants will work at:

Brooks Correctional Facility (LRF)

EXPECTED CONTRACTOR WORK HOURS AND CONDITIONS:

Work hours are not to exceed eight (8) hours a day, forty (40) hours a week. Normal working hours of 8:00 am to 5:00 pm are to be observed unless otherwise agreed to in writing.

No overtime will be permitted.

CENTRAL PROCUREMENT SERVICES

Department of Technology, Management, and Budget

320 S. WALNUT ST., LANSING, MICHIGAN 48933

P.O. BOX 30026 LANSING, MICHIGAN 48909

CONTRACT CHANGE NOTICE

Change Notice Number 8 to Contract Number 190000000451

Various

Jarrod Barron ataylor@gssmail.com

Ashley Taylor

The Woodlands, TX 77380-3637

GLOBAL SHOP SOLUTIONS, INC.

VS0063103

281-466-8189

975 Evergreen Circle

(517) 249-0406

STA

TE

P ro g ra m

M a n a g e r

C o n tra ct

A d m in istra to r

C O

N T R A C T O

R

DTMB

barronj1@michigan.gov

$1,332,484.45

May 1, 2019 April 30, 2025

MICHIGAN STATE INDUSTRIES ENTERPRISE RESOURCE PLANNING (ERP) SOLUTION

April 30, 2022

INITIAL AVAILABLE OPTIONS EXPIRATION DATE

BEFORE

5 - 1 Year

PAYMENT TERMS DELIVERY TIMEFRAME

ALTERNATE PAYMENT OPTIONS EXTENDED PURCHASING

☐ P-Card ☐ PRC ☐ Other ☒ Yes ☐ No

MINIMUM DELIVERY REQUIREMENTS

DESCRIPTION OF CHANGE NOTICE

OPTION LENGTH OF OPTION EXTENSION LENGTH OF EXTENSION REVISED EXP. DATE

☐ ☐ April 30, 2025

CURRENT VALUE VALUE OF CHANGE NOTICE ESTIMATED AGGREGATE CONTRACT VALUE

$75,000.00 $1,407,484.45

Effective 1/26/2024, the parties add $75,000.00 for the services in the attached Officer Sweater Ordering System Setup statement of work and requirements. Per Contractor, agency, DTMB Central Procurement, and State Administrative Board approval on 11/28/2023. Remaining Ad Board funds after this CN: $174,999.99.

INITIAL EXPIRATION DATEINITIAL EFFECTIVE DATE

DESCRIPTION

CONTRACT SUMMARY

Program Managers for

CHANGE NOTICE NO. 8 TO CONTRACT NO. 190000000451

Madyson Hehrer 517-643-3694 taylorm13@michigan.govMDOC David Enslin 517-930-6332 enslind@michigan.govDTMB

MICHIGAN DEPARTMENT OF TECHNOLOGY,

MANAGEMENT AND BUDGET

IT SERVICES

STATEMENT OF WORK

Project Title:

Global Shop Solutions Officer Sweater Ordering System Setup

Period of Coverage:

Requesting Department:

Date:

1/22/2024

Agency Project Manager:

Madyson Hehrer

Phone:

DTMB Project Manager:

BACKGROUND:

This Statement of Work (SOW) is subject to the terms and conditions of Contract 190000000451.

PROJECT OBJECTIVE:

The Michigan Department of Corrections (MDOC) has an MS Access based application for security guards to order uniforms. The MDOC would like this program to be rebuilt in Global Shop Solutions since all of the inventory and the order entry system is already there and it streamlines the process by having all functionality under a single system. User credentials will need to be authorized via an integration with the customer's MiLogin system.

SCOPE OF WORK:

1. Assumption(s):

The requirements are outlined in detail in the matrix attached to this statement of work.

Currently not all prison locations use Global Shop so this application will be solely based in the MSI location and company code.

Contractor will be given access to the original program to make sure all required screens and functionality are present in the new program.

2. Pre-requisite(s):

Application access must be set up for GSS through the MiLogin environment so that Contractor will be able to authenticate via OAuth before development begins

3. Background:

The current MDOC Officer Uniform software application resides on an individual PC server at each MDOC Prison Facility. The app is written in MS Access. Its only purpose is to allow MDOC Correction Officers to place approved uniform orders to MSI. It contains its own security for creating new officer login credentials using the EIN (SOM Employee Identification # & password), ability to select uniform item’s, ability to order special sizing measurements, and to provide a notification function to prison warehouse staff upon receipt of uniform orders. Currently there is an initiative in MDOC to include the Officer Uniform Access App being replaced by a newer solution.

4. Outline:

The MS Access program will be rewritten in GAB to be run in the GSS environment per the SOW Requirements document referenced above, this project will need to be accessible through the AWS

Cloud environment as a stand alone application. The Contractor will work closely with the MDOC Program Manager ensure all required functionality is accounted for and present.

Each of the 35 state prison locations will need a GSS USER ID to log in to the application. This GSS User ID will be cross referenced with the user's MiLogin ID to determine which user is placing the order in the GSS environment. The user will use their MiLogin credentials to access the application which will be authenticated via an OAuth integration with MiLogin.

Similar to inventory locations, employees using this application will need to be associated to their respective facility.

All uniform components are NOT ordered from the same facility. This will require that each component of the uniform is defined in what company code or location that component is ordered from. Example: Shirts are made at facility ‘##’. When the user goes to select a shirt, the program should be looking at the inventory for ‘##’ company data. If this is not possible, there may be a need to be some additional coding to build a consolidated inventory (not for quantity just part and description) within the MSI company database.

PROJECT CONTROL AND REPORTS:

Once the Project Kick-Off meeting has occurred, the Contractor Project Manager will monitor project implementation progress and report on a weekly basis to the State’s Project Manager the following:

• Progress to complete milestones, comparing forecasted completion dates to planned and actual completion dates

• Accomplishments during the reporting period, what was worked on and what was completed during the current reporting period

• Indicate the number of hours expended during the past week, and the cumulative total to date for the project. Also, state whether the remaining hours are sufficient to complete the project

• Tasks planned for the next reporting period

• Identify any existing issues which are impacting the project and the steps being taken to address those issues

• Identify any new risks and describe progress in mitigating high impact/high probability risks previously identified

• Indicate the amount of funds expended during the current reporting period, and the cumulative total to date for the project.

All Contractors must submit and enter weekly timesheets into the State of Michigan’s Project Portfolio Management tool, Clarity PPM, for approval and reporting. The weekly Clarity PPM timesheet will contain hours worked for assigned project tasks.

PAYMENT SCHEDULE:

Payment will be made on a time and materials basis. Contractor estimates a $75,000 total cost, but will invoice monthly at $200/hour for actual hours worked. DTMB will pay CONTRACTOR upon receipt of properly completed invoice(s) which shall be submitted to the billing address on the State issued purchase order not more often than monthly. DTMB Accounts Payable area will coordinate obtaining Agency and DTMB Project Manager approvals. All invoices should reflect actual work completed by payment date and must be approved by the Agency and DTMB Project Manager prior to payment. The invoices shall describe and document to the State’s satisfaction a description of the work performed, the progress of the project, and fees. When expenses are invoiced, receipts will need to be provided along with a detailed breakdown of each type of expense. Payment shall be considered timely if made by DTMB within forty-five (45) days after receipt of properly completed invoices.

EXPENSES:

The State will NOT pay for any travel expenses, including hotel, mileage, meals, parking, etc.

PROJECT CONTACTS:

The designated Contractor Project Manager is:

Ashley Taylor ataylor@gssmail.com

The designated Agency Program Manager is:

Madyson Hehrer

MDOC

MSI

Grandview Plaza 206 E Michigan Avenue Lansing, MI 48933 taylorm13@michigan.gov

LOCATION OF WHERE THE WORK IS TO BE PERFORMED:

Contractor staff will work remotely.

EXPECTED CONTRACTOR WORK HOURS AND CONDITIONS:

Work hours are not to exceed eight (8) hours a day, forty (40) hours a week. Normal working hours of 8:00 am to 5:00 pm are to be observed unless otherwise agreed to in writing. No overtime will be permitted.

mailto:taylorm13@michigan.gov

EAMP – OEL Requirements Unique

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

The System provides a Graphical User Interface (GUI) to capture all the application functionality mentioned below including but not limited to the Additional Information section of each of these requirements.

Uniform Tracking System

Uniform Tracking System (UTS): Uniformed Staff are entitled to order uniforms during the month of their hire date anniversary. Currently, uniform requests are being created using UT System and each of the requests created goes through the workflow/ approval process. When approved, an email is generated by the UTS system attaching the order summary PDF. Based on the order summary received via email, the staff at Michigan State Industries (MSI)’s vendor application called Global Shop Solutions (GSS) enter GSS Sales Order & Invoice manually in its system. Currently, Corrections Officer (CO)s and MDOC Food Service staff use UTS application to order their replacement uniforms. The process to order the very first uniform, at the time hire / before first anniversary is outside the scope of this application (and the requirements below).

Uniform Order Request

Uniform Order Request: This functionality includes user accepting/denying UTS Application usage Terms and Conditions, user account creation for new users, user’s password reset, creating uniform order requests and submit order requests for supervisor approval/ established workflow approval path.

1 The System displays User Agreement Terms and Conditions text specific to UTS, when the application is opened.

Additional Information:

The UTS User Agreement Terms and Conditions text to be displayed will be provided during implementation.

2 The System captures user’s response for displayed User Agreement.

Additional Information:

Following are the user response options:

• I HAVE READ THE REQUIREMENTS OF THIS PROCESS AND I AM READY TO CONTINUE.

• I AM NOT READY, EXIT THE APPLICATION.

3 The System denies access to the application when response to user agreement is “I AM NOT READY, EXIT THE APPLICATION”

4 The System allows user to access the application when response to user agreement is “I HAVE READ

THE REQUIREMENTS OF THIS PROCESS AND I AM READY TO CONTINUE”

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

5 The System provides functionality to create a new UTS user account.

Additional Information:

Create User Account page needs following information provided to create an account:

EIN Number: user input field, allow single value, provide employee look-up.

Employee Name: read-only field, read from look-up / employee information source based on user entered EIN number.

Anniversary Date: read-only field, read from look-up / employee information source based on user entered EIN number.

Who Approves Your Order: user input field, provide list of choices read from Approver Type & PO look-up table, allow single select. Refer requirement # Logged in User: read-only field, display logged in user credentials.

Employee/Location Information Source Interface

6 The System allows existing users to reset their user account password.

Additional details will be provided during the implementation as needed by the new solution for the user account management.

7 The System automatically adds an employee record in Edit Employee Information maintenance table upon successful creation of a user account in the system.

Additional Information:

In other words, the employee record doesn’t appear in Edit Employee Information maintenance table unless and until a user account is created successfully for him/her in UTS.

Special Sizing Order Information

Special Sizing Order Information: When user needs to order special size uniforms, will be navigated to Special Sizing Information page where special size measurements and quantities are entered by the user. Upon save, the special size quantities get carried to Shopping Cart page. User will be navigated to Place an Order page, where the product/commodities needed are selected from the catalog to add to shopping cart. At this point the shopping cart has quantities brought from Special Sizing Information page and product/commodity details selected on Place an Order page. The order then can be submitted on shopping cart page. Upon approval such orders generate two emails, one with order information and second email with special sizing measurements entered on Special Sizing Information page.

8 The System captures user’s preference for special sizing information.

The current message text used for above requirement is “Do you require Special Sizing Information for your order?” with options “Yes”, “No”.

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

9 The System navigates user to “Special Sizing Order Information” page when user’s response is “Yes” for Special Sizing question in above requirement.

10 The System captures user input clothing type requested for the special size uniform order on “Special Sizing Order Information” page.

Additional Information:

Clothing Type Requested: user input field, provide three static options, allow to select one, “Officer”, “Transportation”, “ERT”.

11 The System makes Clothing Type a required field to ensure an option is chosen by its user.

12 The System captures special size, quantity information needed for the uniform order on “Special Sizing

Order Information” page.

Additional Information:

All below are user input fields.

Special Size Information:

Chest Size:

Neck Size:

Waist Size:

Sleeve Length:

Hip Size:

Rise Measurement:

Inseam:

Height:

Outseam:

Weight:

Comment:

Quantities Needed:

All fields below are user input, number fields.

Short Sleeve:

Long Sleeve:

Name Tags:

Pairs of Pants:

13 The System allows User to modify information on “Special Sizing Order Information” page.

14 The System provides Save function on “Special Sizing Order Information” page.

Save function on this page is currently labelled as “My Size and Quantities Have Been Entered”.

15 The System displays a message to let user know that the quantities saved on “Special Sizing Order Information” page will be carried to Shopping Cart.

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

Additional Information:

The current message text is “Your Quantities will be sent to your shopping cart – please remember to submit this order from there.”

16 The System navigates user to Place an Order page upon successful save on “Special Sizing Order Information” page.

17 The System provides Cancel function on “Special Sizing Order Information” page.

Cancel function on this page is currently labelled as “Do Not Need Special Sizing, Close and Directly Go to Order Page”.

18 The System navigates user to Place an Order page upon cancelling action on “Special Sizing Order Information” page.

Note: For rest of the steps in the Special Sizing Uniform Order process, follow Place an Order requirements to

Place an Order Place an Order: User is presented with product/commodity catalog and can add selected products to the shopping cart. This functionality is common for both special size orders and non-special size orders.

The two specifics to special size orders are:

1. provide measurements.

2. Upon submitting the order system generates two separate emails one with order information, one with measurements, but with the same order number.

19 The System provides functionality needed for its user to place an (uniform) order when user’s response is “No” for Special Sizing Information in above requirement.

The Place an Order page / screen captures following non-special size order fields-

Order Number: auto populated, read-only field.

Username: Logged in user credentials, auto populated, read-only field.

Note: This system generated number has two parts. The first part is, EIN/HRMN, the second part of the number is a 4-digit serial number that is greatest number in the system + 1. For example, 464646 – 8989.

Anniversary Date: auto populated, read-only field.

20 The System provides a Product Catalog on Place an Order / Order Form page to display the list of product hyperlinks.

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

21 The System displays respective sub-category products when each of the product hyperlinks in the catalog is accessed.

Shopping Cart: Shopping Cart: This functionality displays products added to the cart using Place an Order functionality. User can edit quantity, enter sleeve length, can preview the order form, and then submit the order. Before submitting the order, user is reminded /warned to check sizing chart and uniform order procedures.

22 The System provides Shopping Cart functionality with each of the sub-category products.

23 The System provided Shopping Cart functionality for each sub-category of the catalog products includes, displaying product description allowing the user to specify quantity and providing an option to add to shopping cart.

The fields and function include, Qty: allow user input, number field.

Description: read-only field, system populated field, read from the maintenance table Add to Cart – This function adds selected sub-category product along with entered quantity to the shopping cart.

24 The System validates the Qty (quantity) entered by the user for each item in the order against the quantity in Maximum Order Quantity Setup.

25 The System prevents user from entering higher quantity when enter qty > than what is specified in Maximum Order Quantity Setup maintenance table.

26 The System allows its user to view the shopping cart.

Shopping cart displays all the products added by the user to the cart along with respective quantities.

27 The System allows its user to specify additional information when viewing the Shopping Cart.

Following additional user input fields are available on view Shopping Cart page:

Return Status: provide static choices to choose from, allow single select.

Sleeve Length: provide static choices to choose from, allow single select. The list of choices to be provided during implementation.

Comments: provide a long text field for user to be able to enter any additional instructions.

28 The System allows its user to update the shopping cart and the functionality includes, remove added items, Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O) add more items, change quantity.

29 The System provides functionality to preview the order on the Shopping Cart page.

30 The System generates an Order Statement to display the same when user chooses to preview the order.

31 The System presents an option to print the Order Statement.

32 The System allows its user to preview the special sizing order when on the Shopping Cart page and the order has special sizing information entered.

Additional Information:

When the order is not a special sizing order, system can keep this function enabled and “Special Sizing Order Preview” function can display blank form.

33 The System generates Special Sizing Order Information form with entered measurements for the order when the Special Sizing Order is previewed.

A current, sample form with field details will be provided during implementation.

34 The System allows its user to submit an order from Shopping Cart page.

35 The System displays a warning message related to sizing kit operational procedure to capture user’s decision to continue with the order submittal or review the operational procedure.

The policy/procedure number and other text to be displayed will be provided during implementation.

36 The System saves the order when user decides to continue with submitting the order.

The System sets order status as “Pending” after successful order submission.

Order Status “Pending” means, the order has been successfully submitted and approval is pending/order is in approval log waiting for action to be taken.

37 The System presents an option to print the Order Statement.

A sample order statement to refer to for statement format and field details will be provided during implementation.

Note: The Order Statement displays auto populated Order Date which is system date when the order was submitted.

38 The System navigates the user back to Place an Order (Order Form) page when user decides to review the operational procedure.

39 The System provides a link to navigate back to Place an Order (Order Form) page from Shopping Cart page.

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

40 The System displays a warning message upon entering the Place an Order page or when navigating away from Place an Order page to alert the user about an unsubmitted order.

Additional Information:

The current warning message text displayed when there are products added in the cart, but the order was not submitted is as follows:

“You have an order that was not submitted the last time you used the program. Please review the Shopping Cart and determine the appropriate action by either adding/submitting or removing the items.”

Order Approval Log

Order Approval Log: Is a list of order requests submitted, out of which approver can only see the ones submitted for his/her approval. The items are in the queue of an approver based on the workflow/ approval path setup maintenance table. Per current workflow, when the order is submitted on a date that does not fall within the anniversary moth, system automatically routes that order to the warden irrespective of the approver assigned to the employee ID.

41 The System displays a list of uniform order requests submitted for logged in user’s queue for approval.

Refer Approval Staff Setup maintenance table requirement.

The Order Approval Log table displays entries with following requestor information portion of the order:

EIN Number: Employee ID Number Staff Member (Last Name, First Name):

Hire Date Anniversary:

Order Number:

PO Number: System populated, read-only number.

Logged in Username:

Approval Type:

Final Approver Name:

Email:

Approval Status:

Whatever the approval decision is the item still stays in the queue/ log, correct? Or does it have to disappear when approved?

42 The System allows to select a single order in the Order Approval Log table to view its details.

43 The System allows user to view order history of a staff member from Order Approval Log page.

44 The System captures user input search criteria to search orders.

Following are the search criteria fields:

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

Employee ID (EIN):

Employee Full Name:

Order Number:

45 The System displays complete details of an order when an Order Approval Log entry is selected.

Additional Information:

Complete order details include requestor information and product information. See the list of fields below.

Requestor Details:

EIN Number: Employee ID Number Staff Member (Last Name, First Name):

Hire Date Anniversary:

Order Number:

PO Number: System populated, read-only number.

Logged in Username:

Approval Type:

Final Approver Name:

Email:

Facility: Facility where employee belongs, system populated, read-only field.

Commodity Details:

Quantity:

UI:

Description:

Sleeve Length:

46 The System allows an approver to remove an item from the order/change quantity of an item/change sleeve length for an item in an order submitted for his/her approval.

47 The Systems provides an option to Preview the Order on “Order Approval Log” page.

48 The System allows to View Order Comments on “Order Approval Log” page.

The System provides approval options to act upon Order Approval Log items.

Approver Action options: Approver Actions/Approve Order/Deny/Hold/ To Warden

The officers don’t need to be notified/emailed about the order approval decision?

49 The System changes the order status from “Pending” to “Approver Actions”/” Approve Order” /” Deny”/” Hold”/To Warden based on approval option chosen in above requirement.

50 The System confirms order approval when approval option chosen by the user is “Approve Order”.

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

Additional Information:

The message displayed currently to confirm order approval is “Select Yes to approve <NNNN> order as <Logged in Username> with Yes/No options.”

51 The System generates an email attaching the Order Statement upon successful approval (Yes) confirmation in above requirement.

Additional Information:

Outlook email contents include:

Email To: MSI order entry desk Email Subject: <Name of the facility> Uniform Order, <Approver Username Order Number> Email Attachment: A sample Order Statement (Invoice) will be provided during implementation.

What happens when order is denied, on hold or approver actions?

52 The System, for special size orders only, generates an additional (2nd) email with Special Size Order Measurements entered by the user on Special Size Information page.

Additional Information:

Outlook email contents include:

Email To: MSI order entry desk Email Subject: <Name of the facility> Uniform Order, <Approver Username Order Number> Email Attachment: A sample Order Statement (Invoice) will be provided during implementation.

Returns Module Returns Module: Staff member collects MSI delivered uniforms and return uniforms to the designated person at the warehouse. The designated person who has access to Returns function on UT System will process returns.

53 The System displays list of approved orders allowing its user to select a single order to process returns.

When an order is selected its details /contents are open.

Employee Information: This section is order header information / common information for the entire order, so listed once. All fields below are read-only.

Order Number EIN Number Employee Name

Order Information: This section lists all commodities/products included in the order. For each product item, fields below are populated with quantities etc., previously entered while ordering. All fields below allow user input /editable.

Quantity Ordered:

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

Commodity Number:

Description:

Sleeve Length:

Return: Y/N

54 The System generates a list of user-indicated product items from the order that need to be returned.

55 The System presents the above list of items to capture confirmation for processing returns.

56 The System provides Save/ Submit Returns function.

57 The System generates MSI Distribution Center Uniform Returns form upon successful submission of returns.

Additional Information:

A current, sample form with field details will be provided during implementation.

For unsubmitted items in the cart, if you preview order does system generate a number and assign status “Unsubmitted”?

Warehouse Receiving

Warehouse Receiving: When complete or partial uniform orders delivered by MSI to the warehouse at each facility, staff are notified that the order is ready for pickup. Staff member then collects the order from the warehouse and returns items if there are. An email with list of returned orders attached is sent to MSI to notify about returns.

The Warehouse Receiving functionality provides Staff Notification report and Notify MSI report to generate respective notification output.

58 The System captures user criteria to search approved orders.

Following are the search criteria fields on Warehouse Receiving page:

Employee ID (EIN):

Employee Full Name:

Order Number:

59 The System displays the list of search result order(s) on Warehouse Receiving page.

Following fields are listed for each line item (product) in the order:

Quantity: system populated based on order information Description: system populated based on order information Item Received from MSI: Boolean (Y/N), user input field.

Received Date: user input field.

Collected by Staff: Boolean (Y/N), user input field. When “Yes” selected, order will be removed from Warehouse Receiving report output list/ notification.

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

Collected by Date: user input field.

Notify MSI (Returns/Exchanges): Boolean (Y/N), user input field.

Notify MSI Date: user input field.

Notice Sent: Boolean (Y/N), system populates it when a returned order is included in “Notify MSI” report generated email, but can be modified by the user, so, user input field.

60 The System provides Staff Notification report on Warehouse Receiving page using which a notification to the staff can be generated.

Additional Information:

Purpose of the Report: to generate output listing all orders received from MSI within entered date range.

61 The System allows user to enter parameters to run Staff Notification Report.

Parameters:

From Date To Date

62 The System generates report output with all the orders received from MSI, but not collected yet by the staff, and are within the date parameters entered.

Additional Information:

The report output serves as a notification to convey staff that their order, partial or complete, has arrived and ready to be picked up. The output has following information:

Employee Name, Order Date, Order Number.

63 The System provides Notify MSI report on Warehouse Receiving page using which a notification to be sent to MSI can be generated.

Additional Information:

Purpose of the Report: to generate output listing all returned orders (received by the warehouse from staff and) that need to be sent back to MSI.

64 The System allows user to enter parameters to run Notify MSI report.

Parameters:

From Date To Date

65 The System generates report output with all the orders retuned by the Staff that need to be sent back to MSI and are orders not marked as “Notice Sent”, within the date parameters entered.

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

The report output serves as a notification to convey MSI about returned orders. The output has following information:

Employee Name, Order Date, Order Number.

66 The System allows its user to preview the Notify MSI report output.

67 The System generates an email attaching Notify MSI report output PDF when user chooses to send returned orders to MSI.

Additional Information:

A sample output form with field details to be generated by the report will be provided during

68 The System marks returned orders that have been included in the Notify MSI email notification as “Notice Sent”.

Supply Order Log

Supply Order Log: This functionality allows staff to check their processed orders, pending orders, and order returns etc. This is an individual staff member’s order log. A non-approver type staff member only has access to Place an Order and Supply Order Log functionality on UT system.

69 System provides Supply Order Log functionality where user access his/her orders irrespective of the order status.

Additional Information:

Supply Order Log page has following header fields and Order Log table fields:

Header Fields:

EIN: read-only, system populates EIN based on logged in user credentials.

Employee Name: read-only, system populates employee full name based on logged in user credentials.

Order Log Table fields: where all orders for above employee are categorized per order status and displayed:

Order Number:

Order Date:

Status:

Approval Date:

Approver:

Ordered By: system to populate logged in employee’s username.

Approver: system to populate approver’s username.

Comment: long text field with spell check feature

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

70 The System allows to view the order form when any of individual orders on the Supply Order Log page is clicked by the user.

Program Setup (Table Maintenance and Administration)

Table Maintenance: This functionality includes Search, View/Display, Sort, Edit/Update, Create/add new, Delete, and Save changes to table records.

It also includes capturing and maintaining User credentials, Date & Time stamp captured by the System every time a table operation is saved.

Functions listed above apply to all maintenance screens.

Administration: This section has requirements for the functionality that a PATS Administrator (Admin) alone has the ability to/has access to.

It includes displaying all existing table records in a grid allowing to view, to sort, add new, modify, and delete existing records.

Functions listed above apply to all tables below.

71 The System provides a GUI screen for the maintenance of “Add, Edit Approver Type and Reset

Purchase Order (PO) Numbers” table.

Additional Information:

The maintenance table allows user to reset the PO number series annually and add/update additional supervisor types etc. It has following fields:

Approver Type: user input field PO # associated with this approver: user input field

72 The System provides a GUI screen for the maintenance of “Add New Employees” table.

The maintenance table has following fields:

EMP ID: user input field Employee Full Name: user input field Hiring Anniversary Date: user input field Facility ID/Work Location: user input field

Employee, Location Information Source Interface.

73 The System provides a GUI screen for the maintenance of “Product Catalog” table.

The maintenance table has following fields:

Product ID: user input field Sub-Category product ID: user input field Sub-Category Product Description: user input field

New Table added

74 The System provides a GUI screen for the maintenance of “Edit Employee Information” table.

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

Additional Information:

The maintenance table has following fields:

EIN: system populated Employee Name: system populated initially, editable by the user.

Anniversary Date: read-only field, system populated.

Current Approver: provide dropdown with static list of choices, allow user to edit.

Note: This maintenance table doesn’t allow to add/create new record manually. System adds a new record each time a new user account is successfully created in the system.

Note: In addition to regular maintenance functions, this table has a special feature called “Check for Outdated Approver Information”.

Above feature checks the validity of employee and approver type association. It verifies each Approver Type in Edit Employee Information table against Approver Type field in another maintenance table called, Add, Edit Approver Type and Reset Purchase Order (PO) Numbers. If any EIN in Edit Employee Information table is associated to an Approver Type that doesn’t exist in Add Edit Approver Type and Reset Purchase Order (PO) Numbers table, then system suggests removing the record or change to a valid, new Approver Type for that EIN in Edit Employee Information table.

75 The System provides a GUI screen for the maintenance of “Facility Information + Sizing and Return Info” table.

Additional Information:

The maintenance table has following fields:

Warden’s Name: user input field Warden’s Email Address: user input field MSI Email Address for New Orders: user input field MSI Email Address for Returns: user input field MSI Email Address for Exchanges: user input field Facility Name:

Facility ID:

Facility Contact Name:

Facility Contact Email:

Facility Address:

City:

State:

Postal Code:

Phone:

Fax:

Fiscal Year Dates Start Date:

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

End Date:

The Location and Instructions for Your Facilities Sizing Kit: provide a long text field.

Sizing Kit Sample: read-only field, pre-populated by system, the pdf to be uploaded will be provided during implementation.

The Information on How Your Staff Returns Items/Who it goes to?

76 The System provides a GUI screen for the maintenance of “Pending Orders” table.

Additional Information:

Fields in the table:

Status:

Order Number: generated by UTS/order # local to UTS (it’s not MSI’s order number) EIN Number:

Anniversary Date Approver:

Commodity Number:

Description:

77 The System provides a GUI screen for the maintenance of “Maximum Order Quantity Setup” table.

Fields in the table:

Commodity Number: product ID/Item ID TypeID Description

78 The System provides a GUI screen for the maintenance of “Approval Staff Setup” table.

The table has following fields:

All Users: provide a list of all user HRMN/EINs in UT application and allow user to select from the list.

Available Groups (Application Roles): provide a list of all available approval groups.

Selected User’s Group: this field displays the available group(s) selected /assigned for the selected user. Refer two fields above, All Users, Available Groups.

Logged on User: System populates the username and the EIN of the currently logged in user who is maintaining this table.

Based on above selected user, assigned group, system reads following information to build the workflow approval path. Below information is read by the system from two other maintenance tables, 1. Add, Edit Approver Type and Reset Purchase Order (PO) Numbers” table 2.

“Edit Employee Information” table.

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

Approver’s EIN Approver’s Name Approver Type Purchase Order Number

79 The System allows its user to preview the workflow approval path established in Approval Staff Setup table.

80 The System allows its user (Administrator) to reset user account’s password on Approval Staff Setup table maintenance GUI page.

81 The System generates an email to the user account holder to notify that the password has been changed.

Additional details related to this functionality will be provided during implementation.

Application Roles & Access

Application Roles & Access

82 The System provides certain pre-configured user roles with access levels as follows.

Following are application roles. Complete role functionality matrix will be provided during

1. Line Staff:

2. Users: access to Place an Order, Supply Order Log functions only

3. Admins: all the application functions

4. Approvers /Approvals:

5. PrStartUp:

6. Warehouse: can only process returns and run available reports on returns page

Reports Reports

83 The System provides Individual and Facility Ordering History Report allowing user to view uniform ordering history during a given time.

Additional Information:

Purpose of the report: to output uniform ordering history of a facility within a given date range or to output an individual staff member’s uniform ordering history within a date range.

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

User input parameters when running for facility history:

Facility Name, From Date, To date User input parameters when running for facility history:

Staff member EIN (Employee ID Number), Employee Full Name, Hire Date, Years of Service

Report Output: Generates output form. A sample report form with field details will be provided during implementation.

Export output: Y/N, format: CSV?

84 The System provides Anniversary Dates Statistics Report allowing user to view Staffs’ hire date anniversary statistics.

Additional Information:

Purpose of the report: to output individual staff members order history (number of orders) in each anniversary month/ non-anniversary month.

User input parameters: N/A

Report Output: Generates output on application screen. Field details:

Location Description, Job Classification, Anniversary Month, Anniversary Dates, Total orders per classification/ Month Grand total of the orders per classification / month.

Export output: Y/N, CSV?

What is “Show These Staff” functionality?

Miscellaneous Requirements:

85 The System provides links to sizing charts, sleeve length information, and other instructions on several pages of the application that aid user in the process of uniform ordering.

Identifier Process

Identifier Detailed Requirement Description Comments Priority (M/R/O)

Additional Information:

What links to be added on which screen and the forms/sizing charts to be displayed when each link clicked will be provided during implementation.

Interfaces Interfaces

86 The System interfaces (inbound only) with Employee and Location Information Source.

Source of information and field details have been identified in the requirements above, complete list will be provided during implementation.

87 The System interfaces (inbound) with MSI’s GSS application to bring in…