Attach I 2.0 - IRM GITM Process Flow - Procurement.pdf

2.0 Procurement Process – PO Version – Last Update as of 2021 07 18 DRAFT2.0 Procurement Process – PO Version – Last Update as of 2021 07 18 DRAFT G

IT

M

Pr og ra m

D ir e ct o r

G

IT

M Pr og ra m

D ir e ct o r

R eq u es to r

(F in an ce o n b eh al f of t he

R eq u ir em en ts

Te am o r th e

La b

R eq u es to r

(F in an ce o n b eh al f of t he

R eq u ir em ts

Te am o r th e

La b

Pr oc ur em en t

Su p p o rt F

T E

Pr oc ur em en t

Su p p o rt F

T E

P ro cu re m e n t

Su pp o rt

C on tr ac to r

P ro cu re m e n t

Su pp tr ac to r

A Q

M n tr a ct in g

O ff ic e r

A Q

M n tr a ct in g

O ff ic e r

Pr o sp ec ti ve

V do r( s)

Pr o sp ec ti ve

V do r( s)

Fi na nc e

Fi na nc e

C O

R C

O R

FT

E

Su pe rv is o r

FT

E

Su pe rv is o r

Start

2.7 Receive

Approved Request

2.9 Enter Highest

Quote into DMS

2.5 Review & Confirm Funding

2.1 Email

describing Requirements

2.10 Review and Approve in

DMS

2.8 Get Official Quotes

Approval Request

Approval

2.12 Enter Order into

ILMS/Ariba

Purchase Request

Approval Request

2.17 Assigns to

Contracting Officer

Approval

Approval

2.16 Receives Approval

Email

2.15 Sends Email Advising of Approval

2.18 Requests Bids From

Vendors

2.19 Generate and Provide Bids

2.23 “Routine”

Contract Line Item Or New/ One-Off item?

2.13 Review and

Approve in ILMS, attach funding information

2.14 Review and

Approve in ILMS

2.24 Approves

Routine

2.28 Reviews Information

New or One-Off

2.29 Approves?

2.25 AQM Processes / Signs Off

Approvals

End Procurement

Process

2.27 Emails Vendors with Initial Delivery Instructions and

reminder of “Required By” Delivery Date

Copying Logistics Supervisor

2.6 Reviews and

Provides Initial Approval by email

2.20 Obtains Bids / Quotes From

Vendors and Selects Lowest

2.21 Sends Email

With Bid and request for Technical Acceptability

Reject

2.30 Work with Vendor to Adjust or Select

Another bid

2.22 Initial Review

2.2 Sends Purchase Request Form

2.4 Approves and Forwards

2.3 Proceed if either

previous elements complete

May or may not include simple, preliminary quote.

If not, should include estimate, usually with a URL for research source. Sometimes a meeting examining Requirements process outputs precedes these emails

NOTE: Throughout, rejections are to be communicated to requestor for adjustment or cancellation

Note: Email provides the Requisition number and acts as a “heads up” to check ILMS for info. May include copy of the PR, approved Purchase Request Form (PRF) if applicable [used primarily for switches and servers], preliminary quotes/estimates and procurement guidelines

2.26 Update DMS with

Contract Information

Most Deliveries have a 30 Day Required Delivery Date

Basic Market Research is required as part of the “Get Quote” process.

If the item is available on NASA this means out-reach to contracted vendors. Non-contract items are targeted through GSA Advantage where vendors are searched quote requests sent. The highest price is used as the estimate to put enough money on PR.

3 Quotes Are Required unless:

Cost is under $3500 or Vendor is a “Monopoly” or sole source or URGENT and has 2 quotes.

Basic Market Research is required as part of the “Get Quote” process.

If the item is available on NASA this means out-reach to contracted vendors. Non-contract items are targeted through GSA Advantage where vendors are searched quote requests sent. The highest price is used as the estimate to put enough money on PR.

3 Quotes Are Required unless:

Cost is under $3500 or Vendor is a “Monopoly” or sole source or URGENT and has 2 quotes.

Approve

For Software, Logistics Supervisor Not Copied For Services, Requestor is notified to coordinate with the vendor

2.11 Review and Approve in

DMS

Approval

Requirements Reporting

From Requirements Process for Monitors, Workstations and Printers (Classnet or Opennet)

Send to Procurement to send to CISCO ELA Resellers as part of the RFQ

From Requirements Process for Network

Triggers Inbound Process

Rejections may result in discussions to adjust or be complete rejection

2.0a PCard Procurement Process – PCard Version – Last Update as of 2021 07 18 DRAFT2.0a PCard Procurement Process – PCard Version – Last Update as of 2021 07 18 DRAFT Fi na nc e Fi na nc e R eq ue st or

R eq ue st or P ro cu re m e n t Su p p tr ac to r P ro cu re m e n t Su p p tr ac to r A pp ro va l O ff ic ia l

A pp ro va l O ff ic ia l C re d it C ar d

C ar d ho ld er

C re d it

C ar d C ar d ho ld er Pr os pe ct iv e V en d or (s

Pr os pe ct iv e V en d or (s

FT

E

Su p e r-vi so r

FT

E

Su p e r-vi so r

Start

2.0A.2 Approve and forward, with

Approval the Requestor Email With A Quote or a

URL/Link to the item(s)

2.0A.4 Enter Quote into

DMS

2.0A.5 Review and Approve in

DMS

Approval Request

Approval

2.0A.7 Enter Order into

ILMS/Ariba

PO

Approval Request

2.0A.8 Review and

Approve in ILMS

Purchase Request

2.0A.9 Review and

Approve in ILMS

Approval and Approval Request

2.0A.10 Send Winning Quote and Vendor Primary Contact Information via Email

2.0A.11 Contact Vendor (by Phone) to place order

End Procurement

Process

Triggers Inbound Pickup Process

2.0A.15 Vendor Begins

Processing Order

2.0A.12 Vendor

Responsive?

Yes

2.0A.13 Contact Vendor (by Email) to place order and request call back to provide credit card data

No Shipment

Timing

2.0A.3 Validate Funding

2.0A.6 Review and

Approve in DMS

Approval

2.0A.16

SHIPS WITH NO

NOTIFICATION

Shipment

2.0A.1 Send a Request email

With A Quote or a URL/Link to the item(s)

2.0A.14 Vendor Calls To Obtain Credit Card Information

Department of State Process Mapping Legend - DRAFTDepartment of State Process Mapping Legend - DRAFT Ev en ts

Ev en ts A ct iv it ie s an d

A ct iv it y Ty pe s

A ct iv it ie s

A ct iv it y

Ty pe s G at ew ay s

G at ew ay s Ev en t

Ty p es Ev en t

Ty p es Sw im la ne s n ec to rs Sw im la ne s n ec to rs D at a/

Pr od u ct s D at a/

Pr od u ct s

Start Event – an event that starts a process

Intermediate Event – an event that occurs within a process

End Event – an event that ends a process

Process Step – an activity within a process

Loop Step – An activity that repeats until a specific outcome occurs

Multi-Instance Step

– An activity that happens a specific number of times (in parallel)

Return Step – An activity that sends the process back to an earlier step

Sub-process – Shows that a more detailed process is documented elsewhere

Catching Event – an event is started by receiving a message

Throwing Event – an event sends a message when it occurs

Temporary Stop – A potential roadblock within the process with no defined next steps

Timer – Events which start at a specific time, either at the beginning or during a process

Error – Events which generate an error and either fire off when an error occurs or ends the process

Error – Events which generate an error and either fire off when an error occurs or ends the process

Cancel – Events which stop the whole activity an return to the main process

Cancel – Events which stop the whole activity an return to the main process

Compensation – Events that send the process back to a specific event based on the current event failing

Compensation – Events that send the process back to a specific event based on the current event failing

Conditional – Events that are started by specific conditions

Conditional – Events that are started by specific conditions

Link – Identifies a link to another activity, avoids long sequence flow lines

Signal – A general broadcast within a process

Signal – A general broadcast within a process

Multiple – A combination of any of the event types

Multiple – A combination of any of the event types

Escalate – Events which come from Or lead to an escalation of the process

Escalate – Events which come from Or lead to an escalation of the process

Message – Events which start with, are continued by, or sends a specific message

Data Object – An input or output of data associated with an activity

Data Store – Specific data store location or system

Exclusive Event-based – Progresses based on an event (ex: “received XYZ message” or “15 days passed”)

Complex – Progresses when specific conditions are met (ex:

“both options A and C”)

Parallel – Progresses when

ALL the flows leading INTO the gateway is complete

Inclusive – Progresses when ANY of the flows leading INTO the gateway is complete

Swimlanes identify the organizations under which activities fall, activities are grouped by who performs the activities, not necessarily who is accountable, responsible, consulted, or informed of the activities

Association – A connector that shows a relationship between activities, events, gateways, data objects, and/or data stores that doesn’t necessarily identify process or message flows

Message Flow – A connector that shows the processes or pieces of information flowing from one organization to another, or data entering or exiting a process activity and/or data store

Sequence Flow – A connector that shows the sequence of activities, events, and gateways

Service Activity – An automated application performs this task

User Activity – A human performs this task with the assistance of an application

Manual Activity – A human performs this task with no application assistance

Service Activity – An automated application performs this task

User Activity – A human performs this task with the assistance of an application

Manual Activity – A human performs this task with no application assistance

Document – Specific input, output, or intermediary document Initiating Message – A specific initiating message

Message – A specific input, output, or intermediary message

Exclusive Data-based – Progresses based on the result of a question

1-2 variances

3-4 variances

5-6 variances

>6 variances, or task is manual with no set process

Indicates the number of systems used to perform a task

Automation Platform

Out-of-scope Sub-process Container:

Identifies that the sub-process is out of scope

Multi-Instance Step

– An activity that happens a specific number of times (in sequentially)