The Vendor is required to provide a procurement requisition software for users to request materials or services to support facility operations. The software is only needed to submit the procurement request/requisition for various approvals and routing to Purchasing for processing. Solicitations and purchase orders are created through a separate software system.
- Software solution is able to meet the needs below:
a. Ability for Administrator to add pre-approved account coding that can be applied to each request.
b. Ability to auto-populate information (names, facilities, etc.) based on requestor
c. Custom routing for approval. Ability to automatically route based on categories and add ad hoc approvers
d. Ability to auto-assign a specific number to each requisition. Ability to customize requisition numbers per plant/entity
e. Ability to search orders by order number, vendor, etc.
f. Report running capabilities: total spending by fund, open orders, vendor reports, purchase types. Ability to create dashboards.
g. Ability to mark order as high priority. High priority designation automatically alerts approvers
h. Ability to add email addresses and have system send automatic email updates based on set criteria
i. Ability to hold orders in workflow or automatically re-route if APR has not been opened or placed in hold status.
j. Ability to delete orders. An audit log would exist for deleted orders.
k. Ability to add contract periods to requisitions and automatically alert requesters prior to contract expiration date
l. Ability to attach and categorize attachments. Drag and drop to add attachments
m. Ability to interface with employee directory. Protocols for adding new users and verifying access based on employee status.
n. Ability to route open orders to folders for review by multiple individuals
o. Ability to update order status - paid, received, completed
p. Document changes to an order via an audit log
q. Changes to an existing requisition over a set threshold automatically routes for approval
r. Ability to add notes to an order
s. Assign set user roles
t. Create different entities/plants per institution for ordering. Assign and re-assign users to specific entities/plants or multiple/all plants. Ability to run reports for multiple entities/plants based on roles.
u. System integration in to exhibiting Commonwealth systems - Teams/Outlook, SAP, Ariba, etc.
v. Ability to add links to external and internal website/forms
w. Add payment information to orders. Payment information supports multiple purchase types (credit card, purchase order, check, etc.).
