DIVISION OF PROCUREMENT SERVICES
MMO Online Quarterly
Reporting
November 13, 2013
South Carolina Budget and Control Board
Division of Procurement Services
April Walling, Senior Auditor
Audit and Certification
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Topics of Discussion
•
•
•
•
•
Topic I: Reporting Requirement
Topic II: Use of reported information
Topic III: Online Reporting System
Topic IV: Common Issues
Topic V: System Demo
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DIVISION OF PROCUREMENT SERVICES
Topic I
REPORTING
REQUIREMENT
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DIVISION OF PROCUREMENT SERVICES
Sole Source/Emergency
• SECTION 11-35-2440. Records of procurement actions
– A governmental body as defined in Section 11-35-310(18) shall submit
quarterly a record listing all contracts made pursuant to Section 1135-1560 (Sole Source Procurement) or Section 11-35-1570
(Emergency Procurements) to the chief procurement officers. The
record must contain:
(i) each contractor's name;
(ii) the amount and type of each contract;
(iii) a listing of supplies, services, information technology, or
construction procured under each contract.
– http://www.scstatehouse.gov/code/t11c035.php
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DIVISION OF PROCUREMENT SERVICES
Trade-in Sales
• SECTION 11-35-3830
–
(1) Trade-in Value. Unless otherwise provided by law, governmental bodies may trade-in
personal property, the trade-in value of which may be applied to the procurement or lease of
like items. The trade-in value of such personal property shall not exceed an amount as specified
in regulations promulgated by the board.
(2) Approval of Trade-in Sales. When the trade-in value of personal property of a governmental
body exceeds the specified amount, the board shall have the authority to determine whether:
(3) Record of Trade-in Sales. Governmental bodies shall submit quarterly to the materials
management officer a record listing all trade-in sales made under subsections (1) and (2)
of this section.
– http://www.scstatehouse.gov/code/t11c035.php
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Unauthorized(Illegal)
• 19-445.2015. Ratification
– Any governmental body shall submit quarterly a record
listing all decisions required by subsection A to the
chief procurement officers
– http://www.scstatehouse.gov/coderegs/c019.php#19445.2000
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Preferences and 10% Rule
• SECTION 11-35-1220. Collection of data concerning public
procurement
– All using agencies shall furnish these reports as the chief
procurement officers may require concerning use, needs, and
stocks on hand, and the chief procurement officers shall prescribe
forms to be used by the using agencies in requisitioning, ordering,
and reporting supplies, services, information technology, and
construction.
• 10% Rule Memo: April 18, 2011
http://procurement.sc.gov/webfiles/AUD_REPORT/Audit/Reporting_o
f_Use_of_the_10%25_Rule.pdf
• Preference Expense Memo: May 1, 1998
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DIVISION OF PROCUREMENT SERVICES
Topic II
USE OF REPORTED
INFORMATION
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DIVISION OF PROCUREMENT SERVICES
Reports Created
• Quarterly Reports(Internal to the Board)
– Report on Sole Source, Emergency and Trade-In Sale
Procurements
– Quarterly Record of Illegal Procurements
– Quarterly Preference Report
– Quarterly Record of 10% Rule
• Annual Reports(Compiled from Quarterlies)
– Annual Report of Sole Source and Emergency
Procurements
– Record of Illegal Procurements
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Annual Report Trivia
• FY 2012 Sole Sources
– 82% procured by 12 agencies($138,954,505 of
$169,306,610)
– Consulting services(918) were $54,754,113 an
increase of almost 200%(173) since prior year
of $20,026,683
– Top Agencies(in order of $ spent)
• MUSC, Dept of Education, USC, Clemson
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Annual Report Trivia
• FY 2012 Emergencies
– 97.6% procured by 10 agencies($135,497,423
of $138,809,401)
– 365 POs totaling $138,809,401 compared to
324 POs totaling $43,209,790 prior year
• HHS-Non Emergency Transportation Services for
Medicaid Beneficiaries totaling $109,234,969
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Annual Report Trivia
• FY 2012 Illegal Procurements
– 39 POs totaling $2,367,854
• First Steps-Interagency Agreement with USC for
personnel($332,663)
• Trident Technical College-Nursing Lab
Equipment($133,760)
• Clemson-Search for HR Lead Recruiter($92,000)
• DMV-Barcode Update($71,500)
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Topic III
ONLINE REPORTING
SYSTEM
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Intro
• Went live Jan 8, 2013
• Provides transparency for the state’s sole source,
emergency, and unauthorized procurements
• Replaces Excel Workbook platform
• Effective for all reporting periods applicable for
2013 and after - paper reports are no longer
accepted
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Online System Location
•
Access Directly by typing into a web address bar
http://procurement.sc.gov/PS/agency/auditRpts/PS-auditreports-login.phtm
OR
• Access Indirectly From the Procurement Services
home page (procurement.sc.gov),
•
•
•
•
Locate Agency Users section
Select the “Resources & Forms” link,
Select the “Reporting” link
Under Instructions On Reporting, select “Online
Quarterly Reporting” link
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
What to Know
•
•
•
•
Users can enter information anytime
Reports DUE by the end of the month following a reporting quarter
User ID/Password required
Information is real time and transparent
– Access by visiting Procurement Services website at:
www.procurement.sc.gov,
– Under General Information, select “Transparency”,
– Select “Materials Management Office Transparency Query”
• Direct system questions to
– Mac Stiles, mstiles@mmo.sc.gov
– April Walling, awalling@mmo.sc.gov
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Reporting System Functionality
• Enter or Edit Report
Data
• Current Quarter Status
• Reviewing Entered
Data
– Download/View
Previous Data
– View Report Totals
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DIVISION OF PROCUREMENT SERVICES
Enter/Edit Report Data
• Data can be entered for any reporting period(current and prior)
• Only data entered during the current reporting period can be Edited
• Use this section to enter PO amendments(POs reported in a prior
period)
– Use the same PO number as previously used
– Use the current entry date for the PO date
– Note “Amendment “ in Description section
– Decreases to PO amount should be entered as negative(-)
• Any amounts not entered for a reporting period prior to cutoff should
be emailed to Gail Skinner
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Current Quarter Status
• Provides summary of reported activity for active quarter
• Allows user to confirm no activity for any particular
reporting area
• Users are required to either report activity or confirm no
activity for all reporting areas
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Reviewing Entered Data
Users have two other options for reviewing submitted data:
• Download/View Previous Data
– Shows itemized layout of entered information for the selected
Reporting Time Period
– Users can search based on Document Date or Submission Date
– Results are displayed based on Date Reported
– Information can be exported to Excel
• View Report Totals
– Shows summarized totals for the selected Reporting Time Period
– Users can search based on Document Date or Submission Date
– Replaces the Quarterly Report Totals Summary Sheet under the
legacy reporting system
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DIVISION OF PROCUREMENT SERVICES
Topic IV
COMMON ISSUES
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DIVISION OF PROCUREMENT SERVICES
Common Reporting Issues
• Discussed over the next few slides:
– Blanket PO’s
– Preference Expense
– Commodity Codes
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DIVISION OF PROCUREMENT SERVICES
Reporting Blanket POs
• Initial Report should be for the anticipated total amount of the Contract
– Ex., Sole Source with IBM regarding consultant work. Agreement
is for $400,000 paid in 4 monthly installments of $100,000 each.
This should be reported as a $400,000 Sole Source Procurement at
the creation of the initial PO, not as 4 different Sole Sources of
$100,000 each.
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Reporting Blanket POs
• No amendments necessary unless significant difference between
reported vs actual
– Significant is left to agency discretion
• If Amendment is needed:
– Use the previously used PO number
– Use the current entry date for the PO date
– Note “Amendment “ in Description section
– Decreases to PO amount should be entered as negative(-)
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Preference Expense
• Difference between Lowest Responsive Bid and Actual
Award Amount
– How much we are “overpaying” as a result of
preferences
• When only one vendor responds to bid and claims a
preference, there is no preference expense
• If awarded vendor did not claim any preferences, then no
preference expense
• If awarded vendor claimed preferences but had lowest
responsive bid without them, then no preference expense
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DIVISION OF PROCUREMENT SERVICES
Commodity Codes
• Please ensure a valid class is being submitted
– MMO’s report is formatted with the NIGP classes
– Online System transfers reported information into
report
– Any code not recognized by the report has to be further
researched in order for correct placement.
• This is time consuming and may infringe upon the accuracy of
the report
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Commodity Codes
• MMO only reports on 3 digit class, first 3 digits of the 5
digit Commodity Code
– Architectural Non-Licensed (90714)
• 263 commodity classes reported on
• Be sure to include any leading zeros
– Ex., Abrasives is class 005, do not leave the “00” off of the code
• Ways to view the 263 classes:
– Google NIGP classes
– SCEIS agencies can download out of SRM
– Email me for an excel spreadsheet with the NIGP classes
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DIVISION OF PROCUREMENT SERVICES
Topic V
SYSTEM DEMO
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DIVISION OF PROCUREMENT SERVICES
Additional Resources
• Procurement Services Website,
www.procurement.sc.gov
• Chapter 35 of SC Procurement Code online,
http://www.scstatehouse.gov/code/t11c035.php
• Chapter 19 of SC Procurement Code online,
http://www.scstatehouse.gov/coderegs/c019.php#19-445.2000
• Transparency Query accessed through
– Procurement Services website
– Under General Information, select “Transparency”,
– Select “Materials Management Office Transparency Query”
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Additional Resources
• Handout
• MMO Staff
– April Walling, awalling@mmo.sc.gov
– Mac Stiles, mstiles@mmo.sc.gov
– Gail Skinner, gskinner@mmo.sc.gov
www.mmo.sc.gov/
DIVISION OF PROCUREMENT SERVICES
Questions/Comments???
31
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