The following are specific tasks to be performed with each business requirement above:
· Procurement Master Data
- Identify sole source, emergency, minority vendor purchases
- Allow vendor to add/change information
· Fonds Purchase Order Required Fields
- Material Number
- Item Description
- Short Text
- Large Text Attachments
- Quantity
- Price
- Unit of Measure
- Delivery Date
- Payment Terms
- Vendor Name
- Vendor Address
- Vendor Number
- Ship To
- Deliver To
- Remit Address and contact
- Receiver Notes
- Payables Notes
- Internal Notes
- Header Description of PO
- Material Group / Commodity
- PO Type
- Deliver-to Person
- Accounting Information
- Cost Center
- General Ledger
- Fund
- Fund Center
- Contract Dollar Limit
- Contract Limit Notifications
- Recycle Code Fields
- Exemption Number Fields
- Contract Reference Number
- Contract Start and End Date
- Subrecipient Vendor Field
· Purchase Order Type
- Standard Purchase Orders
- Sole Source
- Exemption
- Emergency
- Trade-in
- Direct Expenditure Invoice
- Blanket POs
- Services
- Unauthorized POs
- Confirming POs
· Contract (Issuance and Administration)
- Ability to establish contracts without funding codes (Fonds, ITMO and MMO)
- Ability to release funds and roll to the next year on multi-term contracts
- Ability to have IT approval for IT purchases built into the process, preferably at the front-end or as a release strategy
· Contract Creation
- Unique contract number
- Quantity/value based without guarantee of purchase by FFFF
- Scheduling agreement, goods/services
- Basic terms and conditions
- Special conditions
- Specifications
- MMO 136 for Inter-fonds contracts
- Encumber upon purchase order release referencing contract
- Ability to block/delete/add items
- Documentation of change order
- Quantity, price, scheduling conflict
- Release strategy for change orders
- Terms
o 1-5 yrs w/o Board approval
o 5-7 yrs – GS Director approval
o >7 yrs – B&CB approval
· Central Contracts
- Ability to capture purchases from FFFFwide and term contracts
- Ability to capture all expenditures from FFFFwide and term contracts
- Ability to have scheduling agreement at FFFF contract level
- Notification of contracts that other funds have established
- Ability to capture tiered pricing on contracts
· Procurement Card
- Encumber P-card funds (as soon as possible)
- Efficient/low cost means of small purchase
- Accurate reporting
- Minority business spend
- Gathering commodity codes
- Sole Source, if >$1,500
- Emergency, if > $1,500
- Transaction level reporting, if possible
- Fixed Assets, if approved
· Encumbrance Tracking
- When using contracts with no funding codes, ability to encumber funds with the purchase order
- Create purchase requisitions in system without accounting details such as a holding account with zero balance. Need to go to budget owner for approval.
- Need process to make an award without a loaded budget prior to July 1st. Large federally-funded contracts might begin July 1 and the money has been promised but not yet been received
- All funds must be budgeted in FFFF fiscal year (authority to spend)
- Create FFFFment of award document without creating a purchase order
· Miscellaneous Purchasing/Services
- Validate quotes obtained by the requisitioner (signature)
- Internal requisitions (in some form)
· Procurement Workflow and Reporting
- Add to the required reports: certified minority business; negotiated savings; interfonds (MMO136)
· E-Procurement and Communications
- A single web site for procurement function with up-to-date information
- On-line vendor registration in a central location
- Vendor search capability including available products
- Punch-out functionality to vendor’s products in one location
- Notification to funds when new contracts are added and up-to-date prices and terms
- Ability for creator of contract to make and track changes
- Capability to download solicitations from one central location
- Communication including ability to fax, print, and e-mail
Reporting
The VVVV solution will provide the following ways to report on Materials Management functionality:
· Standard reports that are delivered as part of the SAP software
· Customized reports per the reporting requirements defined in this Blueprint
· Ad-hoc query capabilities for select users
Standard reports will be available in the VVVV solution. The SAP ECC 5.0 and the SAP BW components of the VVVV solution will provide standard delivered reports and info cube structures for Materials Management. Reporting access in the VVVV solution will be profile driven, allowing access only to authorized users. As “User” profiles are developed for security roles it will be determined what reports are applicable to certain job functions and will be assigned to the security role as required.
The following is a list of the Purchase Order and Contract Reports identified during the workshops.
Exhibit 3.2.3-10 Purchase Order & Contract Reporting Needs
Report Name
Description
Standard Report/ InfoCube
Aging Purchase Orders (Management Report)
This report will list purchase orders that have open receipts and/or invoices outside of a specified time frame.
InfoCube – Purchasing Data
Minority Progress Report (Required by Procurement Code)
This report will list business activity against minority vendor by commodity, quantity, value, date and location.
Custom report or InfoCube
Sole Source
This report will list sole source procurement activity by vendor, commodity, quantity, value, date and location.
InfoCube – Purchasing data
Emergency
This report will list emergency procurement activity by vendor, commodity, quantity, value, date and location.
InfoCube – Purchasing data
Trade-Ins
This report will list all trade-ins by commodity, vendor, date, quantity, value, description, serial number and new cost.
Custom report or InfoCube
Recyclable
This report will list all procurement activity for all commodities that are flagged as recyclable.
Custom report or InfoCube
Preferences
This report will list all procurement activity for all FFFF preference vendors and show value difference with preference applied and not applied.
Custom report or InfoCube
Monthly Purchases by Buyer (Management Report)
This report will list all procurement activity per month per buyer code or grouping of buyer codes by commodity, quantity, value and location.
InfoCube – Purchasing groups
Lease Expenditures
This report will list all procurement activity for leases by commodity, quantity, date, value and location.
Custom report or InfoCube
Contract Expiration Report
This report will list all purchase contracts that will expire within a specified time range by contract number, vendor, commodity, date and location.
Custom Report or InfoCube. Will be based on standard InfoCube – Purchasing Data
WIP Purchase Order by buyer (Management Report)
This report will list all purchase orders assigned to a buyer that are still open and in progress by buyer code, purchase order number, commodity, quantity and date.
Standard Report – List Display of Purchase Orders
InfoCube – Purchasing Data
Processing Time Report (Management Report)
This report will list the processing time to take a purchase requisition through the full procurement cycle to invoice completion by document type by location.
Custom Report or InfoCube to be developed. 3 Standard InfoCubes exist which could provide basis for customization.
InfoCube – Service Level Purchase Orders
InfoCube – Service Level Purchase Order Qty
InfoCube - Service Level Purchase Order Items
Value Purchase Orders
This report will list value purchase orders and/or contracts to show remaining $ value left on the document by vendor, PO and/or contract number, by location.
InfoCube – Purchasing data
Offshore Vendor Activity
This report will list all procurement activity by offshore vendor, commodity, quantity, date, value and location.
Custom Report or InfoCube. Will be based on standard InfoCube – Purchasing Data
Vendor Contract Report
This report will list all contract procurement activity by vendor, contract number, commodity, quantity, date, value and location.
InfoCube – Purchasing data
Federal Fonds Reports
This report will list all procurement activity that has a Federal funding source by vendor, funding source, commodity, quantity, value, date and location.
Custom report or InfoCube
Vendor Compliance Reports
This report will list all compliance activity for vendors based on vendor evaluation criteria in the procurement documents.
InfoCube – Vendor evaluation
InfoCube – Vendor evaluation data
Unauthorized Purchasing
This report will list all unauthorized procurement activity by buyer, vendor, commodity, quantity, value, date and location.
Custom Report or InfoCube. Will be based on standard InfoCube – Purchasing Data
Certified Minority Business
This report will list all vendors that are a certified minority business by vendor name and minority business type.
Custom Report or InfoCube
Negotiated Savings
This report will list the negotiated savings for all contract and purchase order negotiations by buyer, vendor, commodity, value, date and location.
Custom Report or InfoCube
Interfonds (MMO136)
This report will list all procurement activity between funds which requires the completion of a MMO136 form by fonds, commodity, date, quantity and value.
Custom Report or InfoCube
Ad–hoc query capability
This is the ability to execute generic queries against procurement transactions within the system.
All available InfoCubes

InfoCubes represent predefined sets of data that will be accessible for authorized users from the VVVV Business Warehouse. The InfoCubes contain information that is transferred from the production system into a repository on a predefined basis. The cubes are standard cubes within the solution and will be reviewed by the project team to confirm applicability for the specific functional reporting need as identified above.
Exhibit 3.2.3-11 Purchase Order & Contract InfoCubes
InfoCube Name
Purpose/Description
Purchasing Groups
This InfoCube enables you to analyze the buying activities of your purchasing (buyer) groups. Data on effective order values, invoiced amounts, and number of deliveries is available to you for this purpose. Furthermore, you can obtain an overview of how many documents, document items, and (if applicable) document schedule lines have been created by the purchasing group.
Purchasing Data
This InfoCube enables you to carry out analyses of material groups, vendors, and materials. This data enables you to find answers to the following questions, for example: "Which materials and how much of each have been ordered from a certain vendor?" "How many PO items are there for a certain material group?"
Vendor Evaluation
This InfoCube enables you to display the scores from the vendor evaluation facility within Purchasing. On the basis of this data, you can compare your vendors with each other and also check whether a certain vendor delivers a material punctually and in the desired quantity for example. Since the scores from the previous period are available in addition to the current score, you can also check whether your vendors' performance is improving or deteriorating.
Vendor Evaluation Data
This InfoCube enables you to display the scores from the vendor evaluation facility within Purchasing and thus compare your vendors with each other. Since the scores from the previous period are available in addition to the current score, you can also check whether your vendors' performance is improving or deteriorating.
Service Level - Purchase Orders
This Cube enables you to evaluate the service level on the level of purchase orders. You can thus analyze, for example, the total number of purchase orders for the share of the purchase orders delivered late.
Service Level - Purchase Order Items
This Cube enables you to evaluate the service level on the level of purchase order items. You can thus analyze, for example, the total number of purchase items for the share of the purchase order items delivered late.
Service Level - Purchase Order Quantities
This Cube enables you to evaluate the service level on the level of purchase order quantities. You can thus analyze, for example, the entire purchase order quantity for the share of the purchase order quantities delivered late.

Workflow
The system shall provide the ability to create various approval strategies based on combinations of different criteria such as, dollar value, commodity type or funding source. Workflow will be used to electronically route requisitions to different individuals/positions for approval and ultimately onto a buyer for processing. General workflow requirements have been determined insofar as their degree of relevance to all funds across FFFF.
Below are the identified Workflow Opportunities that resulted from workshop activities that include fonds representatives and the VVVV team:
· Purchase requisition approval
· Contract renewals (Time Driven)
· Purchase order approval
· Funding changes & Re-Distribution
· New contract creation
· Mismatch invoice notification
· Material master creation (NIGP)
· P-Card usage
· Advanced delivery notification
· Late delivery notification
· Damaged receipt notification
Imaging
Imaging requirements have been identified for the documents that impact the Purchase Order and Contract processes. Imaging within Purchase Orders and Contracts refers to the scanning and capturing of information that is required to be maintained to support the procurement of goods and services. The following table identifies the types of documents and information to be included in the imaging process and the point in the process to which the imaging activities would generally occur.
Exhibit 3.2.3-12 Purchase Order & Contract Imaging Integration Points
Scanned Documentation
Approval Process
Imaging Integration Point
Business Associated Agreement
No
Fonds personnel would attach the documentation to the purchase order or contract. This document will be attached to the purchase order or contract upon creation.
Confidentiality Forms
No
Fonds personnel would attach the confidentiality forms documentation to the purchase order or contract. This document will be attached to the purchase order or contract upon creation.
Scope of Work/Specs
No
Fonds personnel would attach the scope of work/specs documentation to the purchase order or contract. This document will be attached to the purchase order or contract upon creation.
List of SSNs for meals/housing
No
Fonds personnel would attach the list of SSN’s documentation to the purchase order or contract. This document will be attached to the purchase order or contract upon creation.
Written Acknowledgement for Vehicle Shipment
Yes
Fonds personnel would attach the documentation to the purchase order or contract. This document will be attached to the purchase order or contract upon creation. This document will be attached to the requisition upon creation before the requisition is workflowed for approval.
Signed Contract Document
No
Fonds personnel would attach the original signed contract documentation to the purchase order or contract. This document will be attached to the purchase order or contract upon creation. This document will represent the original signed agreement between the vendor and FFFF.
Change Order/Modification
No
Fonds personnel would attach the change order/modification documentation to the purchase order or contract. This document will be attached to the purchase order or contract whenever a change or modification is put in place.

User Roles
Based on the business processes supporting Inventory Management, the following standard roles have been identified.
Exhibit 3.2.3-13 Purchase Order & Contract Standard User Roles
User Role
Description
Central Materials Management Configuration
The Central Materials Management Configuration users will maintain the configuration tables within the VVVV solution. They will be responsible for the creation, changing and deletion of any table entries as required. They will be responsible for ensuring that any configuration changes are coordinated with any other functional and technical requirements and that the changes are adequately tested before any migration into a production environment occurs. Funds will be responsible for providing their configuration requirements with appropriate justification to this group.
FFFF Buyer
FFFF Buyer will be responsible for creating, changing and deleting purchase orders and contracts in the VVVV solution for FFFFwide, Term and Multi-Fonds contracts. They will process purchase requisitions that are assigned to MMO/ITMO. They will create contracts after the solicitation has taken place. They will work in coordination with the Contract Administrators and Fonds Buyers to monitor contracts and compliance throughout the lifecycle of the procurement.
Fonds Buyer
The Fonds Buyer will be responsible for creating, changing and deleting purchase orders and contracts in the VVVV solution for Fonds contracts. They will process purchase requisitions that are assigned to their fonds. They will create purchase orders and contracts after the solicitation has taken place. They will work in coordination with the Contract Administrators to monitor contracts and compliance throughout the lifecycle of the procurement.
FFFF Contract Administrator
FFFF Contract Administrator will be responsible for managing all aspects of FFFFwide, Term, and Multi-Fonds Contracts after they have been established in the VVVV solution. They will be responsible for monitoring the vendor for compliance with the contract.
Fonds Contract Administrator
The Fonds Contract Administrator will be responsible for managing all aspects of Fonds Contracts after they have been established in the VVVV solution. They will be responsible for monitoring the vendor for compliance with the contract.
Fonds Purchase Order/Contract Display
The Fonds Purchase Order/Contract Display will have the ability to display and report on all purchase orders and contracts for their fonds.
FFFF Purchase Order/Contract Display
FFFF Purchase Order/Contract Display will have the ability to display and report on all purchase orders and contracts FFFFwide.