June 2024
In This Issue ...
Central Purchasing news and updates
The PIM on clarification and use of authority orders and procedures guidance has been revoked, as it is an exact duplication of the Statewide Accounting Manual.
For guidance on authority orders, visit the Statewide Accounting Manual.
Save the date! 2024 State Suppliers Expo
WHAT: 2024 State Suppliers Expo, Oklahoma's biggest government-business networking event.
WHEN: Wednesday, Sept. 25 through Thursday, Sept. 26, 2024.
WHERE: Oklahoma City Convention Center, 100 Mick Cornett Drive.
REGISTRATION: Preregistration will be open July 15-Sept. 6. Businesses unable to preregister can still attend and register on-site at the State Suppliers Expo.
State Use marketplace
The State Use program is transitioning to a third party, WorkQuest Oklahoma, to process all orders and day-to-day activity. Central Purchasing will continue to manage the State Use program and will work daily with WorkQuest Oklahoma to improve and grow the program. The new marketplace to order State Use products and services will go live July 1.
More information on this transition will be communicated through CP announcements.
A live recording from the recent WorkQuest Oklahoma State Use training is available as a resource in Workday@OK.
Open statewide contracts
The following statewide contracts are currently open for solicitations:
- SW1023: Online Course Curriculum.
- SW0086: Uniforms and Accessories.
- SW0685: Flashing LED Signs.
- SW0817: Maintenance, Repair and Operations.
- SW1088: Digital Business Cards.
- SW1034: Managed Print Services.
- SW0106: Truck Mounted Services.
- SW0767: Vehicle Repair and Maintenance.
- SW0798: Vehicle Lifts and Garage Equipment.
- SW1055: Background Screening.
The following are rolling contracts always open for bidding:
- SW1050: Deliverable Based Information Technology Services.
- SW1025: IT Staff Augmentation Services.
- SW0133: Non-IT Consulting Services.
This process helps new vendors to join statewide contracts, driving value for Oklahoma.
PeopleSoft updates
Category code queries
New queries have been created in PeopleSoft to separate category codes by individual trees, making category codes easier to locate. The new queries are:
- CAP_CATEGORIES.
- CP_PRODUCT_CATEGORIES.
- CP_SERVICE_CATEGORIES.
- IT_CATEGORIES.
- REALESTATE_LSG_CATEGORIES.
New automations
- Starting June 24, automatic notifications will go to chief advisors for all purchases over $25k as required by Executive Orders 2023-04 and 2023-12.
Note: Other notifications required by these EOs for out-of-state travel and memberships exceeding $10k will still need to be reported via email or another method chosen by your agency leadership and chief advisor. - Automatic PO approval when a requisition doesn't change dollar, widget or quantity will go live June 28. This will remove the duplication of OMES approvals and increase procurement velocity.
New ePro requisitions checkboxes
Coming soon, new checkboxes will be available on PeopleSoft ePro requisitions to indicate the type of acquisition you are making. These will add to the existing SoleSource, Statewide Contract and Exemption checkboxes. The three new checkbox options will be:
- Solicitation: Select to initiate an RFP.
- Ratification: Select to document a ratification as directed by the new PIM.
- Change order/renewal: Select to change or renew a contract that Central Purchasing originally approved. When the change order/renewal box is selected, the requisition will not route to CP, as we have already approved the overarching purchase. The coordinating PO will also not route to CP. Celonis will closely monitor the use of this option and will notify the State Purchasing Director of any inappropriate use.
Upcoming trainings and events
July CP Office Hours
This training event will cover the process of creating requisitions from start to finish. There will be a Q&A time to ask any questions you may have.
- July 10 from 9-11 a.m.
- Register in Workday@OK.
July CAP Listens
The CAP team appreciates those who joined June's "CAP Listens" meeting. CPOs are invited to attend the follow-up session in July.
- July 16 from 2-4 p.m.
- Register in Workday@OK.
July CP Listens
June's session was canceled to accommodate fiscal year-end. We look forward to meeting again in July and encourage you to be prepared to discuss any topics your agency feels need our attention.
- July 24 from 1:30-3 p.m.
- Register in Workday@OK.
July CPO Brown Bag Webinar
This webinar will cover solicitation steps and forms.
- July 25 from 11 a.m.-noon.
- Register in Workday@OK.
We want to hear from you! The OMES Outreach team welcomes your feedback on our newsletters. Please take this quick survey to share your thoughts and ideas.
CPO announcements
Review the latest announcements for certified procurement officers.
Articles and resources
The following have recently been updated or added to the OMES website:
Reminder: Step-by-step video(s) and user manuals available in Workday@OK Learning for agency CPOs using PeopleSoft strategic sourcing for solicitations.
Course title: OMES | CPO - eProcurement Training for State Agencies; Using PeopleSoft Strategic Sourcing for Solicitations.
Recognizing excellent service
Hannah Hardy, Registration Specialist
Hannah Hardy is a registration specialist with OMES Central Purchasing. She has held this position since October 2023 and enjoys working with her team, helping people and solving problems.
Before joining the CP team, Hannah worked at a chiropractor's office as a chiropractic assistant, eventually becoming the billing manager. She then worked at the Hobby Lobby Corporate Office for 10 years in various internal project management roles.
Outside of work, Hannah enjoys making stained glass, collecting records and going to concerts. She stays busy taking care of her two rescue dogs, Taz and Bruce.
