Frequently Asked Questions
General Questions | IT Consolidation and Coordination Act (HB 1304) | Business Application Services (CORE) | Business Application Services (CORE) - AR | Business Application Services (CORE) - Grants | Business Application Services (CORE) - Projects | Tribal Gaming | Licensing | ITIL Questions | CRM 9.1 | Removable Media | Social Media: YouTube | PPM Tool - General | PPM Tool - WorkPlan | PPM Tool - Staffing Profile | PPM Tool - Financial Summary | eProcurement
Frequently Asked Questions. OMES' FAQ section is located in the header section of the OMES website.
ISD is the Office of Management and Enterprise Service's Information Services Division. This division is responsible for information technology, purchasing and many CORE shared services including Oracle’s PeopleSoft application suite.
CRM is: Customer Relationship Management. For ISD’s purposes this is a specific application in Oracle’s PeopleSoft suite referred to as "CRM." The CRM application is currently being upgraded and configured for a fully ITIL compliant structure.
Request for Change. This is an ITIL term that is defined by any request to alter the functionality of an existing product. You'll hear some use antiquated terminology of "enhancement service request" but strictly speaking this isn't ITIL terminology.
Under the act, no state agency shall expend or encumber any funds for the purchase, lease, lease-purchase, lease with option to purchase, rental or other procurement of any information technology assets without the prior written approval of the Chief Information Officer. In addition, no state agency shall initiate or implement an information technology planned project without the prior written approval of the Chief Information Officer. Copiers are included.
Top of IT Consolidation and Coordination Act (HB 1304)
Yes, the act includes maintenance, licenses and any other information technology encumbrance.
Top of IT Consolidation and Coordination Act (HB 1304)
Yes.
Top of IT Consolidation and Coordination Act (HB 1304)
The information is available on the CIO's website at http://www.ok.gov/cio/Procurement/Policy_and_Procedure/Policy_and_Procedure_-_Plan_Approval_Process.html. PeopleSoft eProcurement Requisition is required.
Top of IT Consolidation and Coordination Act (HB 1304)
The official effective date is 90 days after sine die; however, OMES is working as if the act has takes effect immediately.
Top of IT Consolidation and Coordination Act (HB 1304)
Information technology is defined as any equipment or interconnected system or subsystem of equipment that is used in the acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, telecommunications, or reception of data or information. The term shall include computers, ancillary equipment, software, firmware, and similar procedures, services, including support services and consulting services, software development, and related resources.
Top of IT Consolidation and Coordination Act (HB 1304)
The acronym CORE was created by Jerry Stillwell. It stands for:
C = Communication
O = Operations
R = Reporting
E = Enterprise
Top of Business Application Services (CORE)
Contact the OMES Service Desk via e-mail at: helpdesk@osf.ok.gov or by phone at (405) 521-2444. The toll-free number is 1 (866) 521-2444.
Top of Business Application Services (CORE)
Your agency's designated security representative must fill out the appropriate Business Application Services (CORE) security form and submit it to the CORE office at 3115 N. Lincoln Blvd., Oklahoma City, OK, 73105.
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Top of Business Application Services (CORE)
This information may be found on the Business Application Services (CORE) Technical page. Information found on this page includes browser compatibility and file layouts.
Top of Business Application Services (CORE)
Yes. Multiple projects can be billed in batch or individually. This is simply a matter of business process. Furthermore, multiple projects can be combined onto one bill or separated regardless of the timing of the bill creation. This is configurable within PeopleSoft at the need of the agency.
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Yes. There are a couple of ways to accommodate ad hoc invoicing. Most likely a pending item can be entered in Accounts Receivable to represent the invoice to which the walk up customer would like to pay. Customer cash can be applied to the pending item and posted to the customer account on an ad hoc basis.
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Yes, PeopleSoft supports multiple categories of bills and associates default values and processing rules to each. This concept is illustrated in the Bill Type and Bill Source functionality. An agency can create any number of Bill Types and Bill Sources and associate different processing rules with each Bill Type and Bill Source.
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Business Application Services (CORE) - Grants
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Yes. PeopleSoft supports a concept called "Pre-Award Spending" where the framework of the grant (Project and Activity) can be created chart fields to be used on requisitions, PO's, etc., but the Budget and Contract for draws can be finalized at a later time.
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No. There are no limits on the number of projects or the number of activities per project. However, the Work Breakdown Structure (WBS) limits the activities to 9 levels. There can be an unlimited number of activities within those 9 WBS levels, but only 9 levels.
Top of Business Application Services (CORE) - Projects
When entering a voucher, there is not a mechanism to populate by default into the Project Costing chart fields. However, the Project Costing chart fields can be configured to force a dependent type relationship between the values. This requires users to select a chart field value on the voucher distribution line rather than populate by default. Available values are limited for a particular chart field to those defined in the dependent relationship.
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No. Activities do not have to be the same. They can be different from one agency to another or from one project to another. However, when implementing these modules within the each agency, thought should be given to the option of standardizing activity values across all agency projects. In some cases, standardizing activity values will allow reporting at the activity level across all projects within the agency.
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No, PeopleSoft does not provide a model where one activity can be dependent on another (e.g. Microsoft Project task functionality). Each Activity ID is dependent of the other activities in that project, except for any WBS that you might apply to the activity values.
Top of Business Application Services (CORE) - Projects
Within Project Costing, the start and end dates are manually updated for both projects and activities.
Top of Business Application Services (CORE) - Projects
Yes, an activity may be added when initially creating a project or at any time afterward.
Top of Business Application Services (CORE) - Projects
In 1987, the Supreme Court, in California v. Cabazon Band of Mission Indians, confirmed the authority of tribal governments to establish gaming operations independent of state regulation. The following year, Congress passed the Indian Gaming Regulatory Act (IGRA), which provided a regulatory framework for Indian gaming. The IGRA offered states a voice in determining the scope and extent of tribal gaming by requiring Tribal-State compacts for Class III gaming. Tribal regulatory authority over Class II gaming was left to the tribes. The IGRA further provided for general regulatory oversight at the federal level and created the National Indian Gaming Commission (NIGC).
Under the federal law gambling can be conducted on "Indian land." Federal law defines "Indian land" as land that is either:
- part of a federally recognized Indian reservation, or
- off a reservation but held in trust for an Indian tribe by the federal government, or under the jurisdiction of an Indian governing body.
Indian tribes are the primary regulators of Class II gaming. Regulation of Class III gaming may be addressed in Tribal-State compacts and varies by state with tribes remaining the primary regulator in most states. In Oklahoma, the tribes are the primary regulators of both Class II and Class III gaming. Both Class II and Class III gaming are subject to the provisions of the IGRA and oversight by the NIGC.
Federal law regulates two distinct types of gambling on Indian land. Under the IGRA, there are 2 major kinds of gambling, each with its own regulatory mechanism. (IGRA also recognizes a third form of Indian gaming, class I (meaning traditional tribal ceremonial games), but exempts it from both federal and state jurisdiction.)
Class II gambling is governed by a tribal ordinance that must meet federal guidelines and be approved by the NIGC. IGRA defines Class II gaming as bingo; when played in the same location as bingo – pull tabs, lotto, punch boards, tip jars, instant bingo, other games similar to bingo; and non-house banked card games authorized or not explicitly prohibited by the state in which the tribal operation is located.
Class III gambling is conducted under a compact that each tribe negotiates with the government of the state in which it is located. The compacts can apply those state laws to class III gambling that each party believes necessary for regulation. Class III gaming authorized by the Oklahoma State-Tribal gaming compacts, consists of electronic amusement games, electronic bonanza style bingo games, electronic instant bingo and non-house banked card games.
Tribal-State compacts are agreements that establish the rules to govern the conduct of Class III gaming activities. Although a compact is negotiated between a tribe and a state, the U.S. Secretary of Interior must also approve the compact.
Oklahoma gaming compacts are in effect until their expiration date of Jan. 1, 2020. The compacts may also be terminated by mutual consent of the Tribe and the State of Oklahoma.
The IGRA requires net revenues from any tribal gaming operation are to be used for the following purposes:
- fund tribal government operations
- provide for the general welfare of the Indian tribe and its members
- promote tribal economic development
- donate to charitable organizations
- help fund operations of local government agencies
Oklahoma does not have a central licensing process for gaming vendors. Under the Tribal-State Compacts, vendor licensing is done by the individual tribes/nations. Prospective vendors should contact the tribes for their specific requirements.
Compliance with HB 1032 requires the licensing agency to:
- provide online capability to apply for licenses or permits and
- provide online capability to renew licenses or permits and
- make the capabilities available via the state web portal
- report cost savings to the Office of Management and Enterprise Services (OMES) director on an annual basis
- apply to exempt licenses and/or permits that cannot be processed online
Licensing agencies are responsible for:
- complying with the law
- developing or acquiring the required capabilities if they do not exist
- working through Oklahoma Interactive (OI) to make capabilities accessible from the state web portal
- reporting cost savings
- applying for exemption for specific license types
- Contact the OMES Service Desk (by phone: (405) 521-2444 or e-mail HelpDesk@osf.ok.gov) to initiate contact with Oklahoma Interactive for tracking purposes
- Contact the OMES Service Desk for annual reporting process, criteria and format
- Contact the OMES Service Desk for solution assistance
- Contact the OMES Service Desk to obtain exemption process, criteria and format
Legislation requires compliance by July 1, 2010.
The Information Technology Infrastructure Library (ITIL) is a set of concepts and practices for managing Information Technology (IT) services (ITSM), IT development and IT operations. The Office of Management and Enterprise Services (OMES) Information Services Division (ISD) adopted this framework to enable communications between groups to exist with a specific and defined set of terms, ensuring we all "speak the same language."
An SLA is a "Service Level Agreement." In simple terms it is a formal contract between a supplier and a customer detailing the exact service offered and a guaranteed minimum level of service.
Yes. ISD has configured the new Customer Relationship Management (CRM) implementation so it provides accurate and very detailed response and resolution times. As our reporting ability matures, our Service Level Agreement (SLA) process will be refined to include actual minimum guaranteed service levels to the customers. Once these guarantees are made, ISD will begin publishing our performance compared to the minimum guaranteed level of service contracted.
ISD’s Service Catalog is the published list of services we are able to offer to our client agencies. The full list may be found on the CIO home page by clicking the IT Services button or the ISD Services Catalog banner. Go to the ISD Service Catalog now.
The Service Catalog only details those services OSF currently offers.
ISD’s service portfolio is a 3-part executive level summary of ISD’s overall IT strategy. It contains the items in the pipeline still currently under consideration or under development, the services currently offered to agencies, and those services that have been retired and are no longer offered.
For example:
- Pipeline: Enterprise licensing system
- Service Catalog: VOIP telephony
- Retired Services: POP e-mail
In simple terms, a service request occurs when a customer asks for assistance or training and the system is functioning correctly. This may be as simple as a "how to" question or as involved as a request to update 10,000 records. The Service Request ISD sees most often is for password resets and account unlocks.
An RFC is a "Request for Change." RFC is another form of a service request, but an RFC is specifically asking for a programming of functionality alteration that requires an evaluation process before work on the RFC can begin. RFCs follow a separate workflow involving approval, ranking and assignment.
An incident is a case denoting a system either broke (or is about to break) or service is degraded (or about to become degraded.) Commonly incidents begin with the phrase "The____ system is down."
A major incident is an incident with special handling instructions. In days past, OSF often called these "outages" that required additional (and often higher level) notification of a potentially substantial problem.
A minor incident is the routine incident that follows specific and prescribed notification list and does not does not require extraordinary notification procedures to take place.
A problem is a case that is under investigation by Quality Assurance. QA will search for a root cause and work to provide the Service Desk a work-a-round until a permanent fix is available.
Semantics really as far as ISD is concerned. The Help Desk is technically only able to support IT products. A Service Desk provides many different types of support from "how do I get a license to transport nuclear material across Oklahoma" in addition to IT questions. Technically, ISD has a Service Desk.
CRM is: Customer Relationship Management. For ISD’s purposes this is a specific application in Oracle’s PeopleSoft suite referred to as "CRM." The CRM application is currently being upgraded and configured for a fully ITIL compliant structure.
Products are a part of the CRM 9.1 SLA process. Every case will be tied to a product - and each product will have a specific set of SLAs. Groups are a quick way to group products.
Response time is measured from the moment a case is assigned to a group by the Service Desk and the moment an individual assigns the case to himself and saves the case.
Restore time is measured from the moment the case is created in CRM until the moment a resolution is entered and the case is saved.
An entitlement plan is CRM's way of determining if customer is allowed to request service and if so, when. The entitlement plans currently set vary from 24x7x365 to 8-5 Monday through Friday - depending on several key factors of the case.
Response procedures may be different within your group for each based on the nature of the incident. Those protocols are typically designed by your management team in conjunction with QA. However, the escalation times and the SLA times are not affected by major/minor incident labels.
There are several metrics that will be important - some are across the board, others are specific to special units within ISD. For the broad measures - response time and restore time will be important. Another important metric is going to be how many solutions you provide that are "reused" by other ISD staff or by Self Service customers. For specific measurements that apply to your group, consult your manager.
Yes. One of the critical components of any CRM tool is its knowledge base. ISD depends on your expertise to document solutions for a number of reasons, but the two most critical are for training the service desk and for use with Self Service so the customer can resolve their own cases.
You'll have some help with the ISD Knowledge Engineer - Sharyn Sanders. She'll assist you in making your solutions complete and user friendly. The metric measuring how successful a solution is: how many times the self service customer or the Service Desk staff use your solution to resolve a case.
Case types are a way of grouping the items we face into large buckets. These buckets are pure ITIL and they are: Incident Management, Request Fulfillment, Problem Management and Knowledge Management.
AAF stands for Active Analytics Framework. This is the automation portion of CRM 9.1. It allows us to have CRM do certain functions automatically.
Yes. This is a change from all our CRM's of old. The trade off is this - we're providing you a telephone number with the understanding you must check the case notes to see what has been done with the case before you contact the customer. Little is as infuriating to the customer than to have "'some IT person' ask the same question I've answered 5 times already!"
1.
What about other types of removable media, e.g., hard drives, memory cards, tablets, iPods, etc.?
See the Additional Guidance (#2. a. and b.) portion of the Removable Media Acceptable Use Procedures - Clarification and Guidance and the statewide Information Security Policy, Procedures and Guidelines, page 81 #1 and #3.
The only other "hardware alternative" currently tested is the Dell laptop hardware encrypted disk drive(s); other forms of media encryption will need to be addressed through software.
Yes, to ensure that the encryption process is enforced, can be monitored and audited; if business requirements preclude or make this operationally or financially cost prohibitive, there is a waiver process that can be used to grant an exception on a case by case basis
OMES has tested and is in the process of implementing Symantec's Endpoint Encryption (version 8) with LANDesk (to prevent the use of unapproved USB devices) for software encryption.
The LANDesk software provides inventory and asset management of devices and is capable of registering and recognizing or rejecting unregistered devices, such as USB flash drives by serial number; Symantec's Endpoint Encryption installs a software encryption module on removable media, which encrypts and manages access to the device/media while in use. OSF is currently evaluating a product from Good Technology that provides mobile device management (including encryption) comparable to the Blackberry Enterprise Server (BES), for Smartphones and Tablets not provided by RIM/Blackberry.
Distributed media should be recalled and collected within a reasonable timeframe after establishing a strategy to complete the transition to a controlled environment – the objective is to protect information from disclosure due to theft or loss, not to unacceptably delay or inhibit business processes.
Yes, if they are/will be connected to state infrastructure and include the ability to receive and store state information in memory.
Yes.
Yes, there is a waiver process that can be used to grant an exception on a case by case basis; however, precautions should be taken to avoid abuse of this process that can result in such devices being used for other purposes for the sake of convenience.
From the viewpoint of the National Association of State Chief Information Officers (NASCIO) legal workgroup, the most significant issues resolved in the YouTube agreement relate to indemnification and jurisdiction, where the new terms are silent. While the NASCIO legal team could not address every single issue that each state has, these are the 2 general issues states are likely to have, and it’s thought that the new terms will be beneficial across the majority of states.
The terms also have a clause that either party may end the agreement on 30 days written notice. Similarly, language may only change if it is in writing and requires the signature of both parties involved. These terms are not identical to those available to federal agencies, but they are comparable on the issues of indemnification and jurisdiction.
YouTube has expressed that this is their best and final offer at this point. NASCIO will not be pursuing further changes with YouTube.
In order to obtain the new "Content Licensing Agreement," please submit the following information to the Office of Management and Enterprise Services (OMES) Service Desk via an online form found at go.usa.gov/wIX
- Agency Name
- Authorized Agency Requestor
- [Requestor] Title
- [Requestor] E-mail
- [Requestor] Phone Number
- [Agency] Address Line 1
- [Agency] Address Line 2
- [Agency] City
- [Agency] State
- [Agency] Zip
Once the names are submitted to YouTube from NASCIO staff, a representative from YouTube will e-mail the contact name from each agency. YouTube will provide a click-through agreement, and the agency account will be active once the agency agrees to the new terms.
If your agency has an existing channel, the agency is welcome to accept the new terms and begin using the enhanced features of a branded channel. In this scenario, agencies will follow the same process as detailed above, but will also provide the agency account name so that YouTube can apply the terms to that channel. Once the agency has accepted the new terms, the agency will be granted access to the enhanced features provided in YouTube branded channels.
You should switch as Oklahoma’s laws make the indemnification and jurisdictional in the standard terms unacceptable. The new terms are more favorable to Oklahoma agencies.
YouTube does not offer any functionality to allow for parent and sub-channels, but you can highlight similar or like channels using the playlist or featured channels features. This will allow states to manage what videos show on their channel pages rather than the random videos that often pop up.
Channel names should be chosen with care and, within constraints imposed by the YouTube platform, should align with naming and branding guidelines developed at the enterprise level of state government or within agencies, cabinets, or departments. Guidelines for account naming conventions may be found in the State of Oklahoma Social Networking and Social Media Policy and Standards on pages 11-13.
To the extent possible, the names chosen should be consistent across social media platforms. For example, Facebook sites, if established, should use the same character strings after the slash as above (e.g., www.facebook.com/OKDHS), to capitalize on brands.
No. Once accounts have been established, the agency may not rename them without starting an entirely new channel. If agencies are required to change the name, the agency will have to move over all content as well.
Brand channels offer several features not available on standard channels. With a brand channel, you will be able to customize images on the pages, including the channel banner image, the side column image and the video page banner. Brand channel owners can also specify demographic filters that restrict access based on a user’s language, geographic location, age, or gender. There are also enhanced tracking capabilities. Details of these features, as well as how to set up a channel, can be found online.
NASCIO and YouTube agreed that the terms are not to be posted on public facing sites. Individual state laws may ultimately render the agreement public or open under FOIA-like terms, but it was YouTube’s preference that the terms not be placed on open websites at this time.
Accessibility of the content that an agency would post to YouTube is the responsibility of the agency posting the content. There are additional tools that you can use to assist in making video and audio content compliant, including YouTube's own captioning solution.
There are some good online resources, including the following:
In terms of the YouTube interface, there are some deficiencies in the platform. To address those, OSF's prior guidance has been for agencies to attempt to locate a more compliant version of the technology. In this case there is a more accessible version of YouTube. OMES has been working with the developer of the site in an attempt make it even more compliant.
In the event that no alternatives can be found, OMES recommends posting a compliant version of the content on your agency site and link to it from the third-party platform.
It is a project and portfolio management tool that is to be used to exist with the existing project management process. The process itself will not change. The tool is simply to be used to aid in the development and tracking of deliverables.
Tool requests include the following:
- Proposals – Project ideas, equivalent to projects on our current portfolios in Concept Phase
- Projects – Projects that have been approved to go to initiation
- Project Risk – Risks identified for a project
- Project Issue – Project Issues
- Project Scope Change – Project Scope Changes
- Program Risk – Risks identified for a program
- Program Issue – Program Issues
Proposals and projects are to be named after the idea or project and do not have a particular format. Programs are labeled by agency and then program. For example, ISD-Financials.
Hold down the Control key while you click on the Export to Excel hyperlink. Sometimes you have to do this and sometimes you don’t, and sometimes you have to try that a couple of times before it will work.
They are taken at three times: when the high level plan is approved, when the detail level plan is approved and when the project is closed.
The total forecast cost is the total costs represented in your financial summary forecast. The Estimated to Complete is the Total Actuals + Forecast for the current and future months. Therefore, all previous month’s forecast amounts are not included in the Estimated to Complete.
In order to be able to update your resource's information, like their role, department and their Pool Participation, you have to be designated as their Direct Manager. Just being the Pool Manager will not give you access to change their Resource Pool Participation percentage or the availability.
The task description, scheduled effort and begin and end dates must be entered into the WorkPlan for each task.
Your WorkPlan must be made active for the Schedule indicator to show up on your details screen. To make your WorkPlan active, you must open (double-click) on the Zero level task and change the status of the task to Active. Then, your WorkPlan will become active.
No, you can only have one role per task. If you need to account for multiple roles, then you need to create duplicate tasks.
Go to Open under the menu and select Administration. Then, select Edit My Profile. Under Project WorkPlan Preferences and you will see that it allows you to edit the number of tasks displayed per page in the project work plan. You can select 20 tasks per page (most likely what it has been defaulted as), 100 tasks per page or select a specific amount with a maximum of 500.
No, under the individual task be sure to enter the project’s begin and end dates, and the percent complete.
As far as hours, the actual hours will come from the PeopleSoft report that you should run once a month and will be entered in a task using Staff Hours as the role and the Month and Year as the task name.
Take the amount of hours that were in the past and multiply that by $50; then update your Financial Summary with the Internal Labor Category for the first month of the project and put that amount in there. That should make your budget correct.
Then, open your staffing profile and zero out the unmet demand in the past. This should take that off of your Requested portlet and marked it Fulfilled. Additionally, it will not double count internal labor in your budget.
The staffing profile is to assist you in fulfilling roles needed by resources. The staffing profile allows you to request the necessary roles from the appropriate resource managers.
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In order to request resources, you need to verify that your staffing profile status is active.
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The internal labor estimates are entered into the staffing profile.
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The internal labor estimates are entered into the staffing profile.
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No, tasks are assigned in the workplan only, you only need to enter the time and resource role you need in the staffing profile.
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They will roll up into the financial summary forecasted labor as dollars. The formula for internal staff time is $50 per hour.
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No, you do not enter contractor hours in the staffing profile. You will enter the contractor or professional services estimates in the Financial Summary as Labor, External Labor dollars.
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The Financial Summary will be the total forecast estimate and actual expenses for the project. It will account for the external labor, non labor estimates and actual labor.
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All Non-labor costs and External Labor Costs need to be input into the Financial Summary. The only costs that are not directly input into the Financial Summary are the internal labor hours, these are entered into the workplan, then the system will automatically update the financial Summary for you.
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We are not sure why this happens; however to fix this issue, open your Project and click the Save button on the Project Details page. This has been reported as an outstanding issue.
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- Paperless requisition process saves time and money
- Easily source to Purchase Order (PO)
- Improve tracking of approvals
- Electronic document storage
- Overall efficiency
- Transparency - feedback simplifies audit compliance
- Built in security for approvals
Contact the OMES Service Desk - helpdesk@omes.ok.gov or (405) 521-2444 - and submit a ticket with the PO number. OMES Purchasing staff will contact the person who needs the change made to open the applicable contract and make an adjustment to the contract so that the change order can be processed.
Send them to your agency P-card administrator. P-card logs and documentation should be kept by the agency P-card administrator.
P-card purchase information may be found in the IT and Telecom ePro Requisition Procedures Manual beginning on page 13. The manual can be found at www.ok.gov/cio/Procurement/ under Popular Links.
Go to ePro, then Buyer Center, and select Expedite Requisitions. Enter the Agency Number and the Requisition Number on the appropriate lines and then click Submit.
Also, see the COR452 e-Procurement Manual, pages 54-57 for details at www.ok.gov/cio/Customer_Portal/Business_Application_Services_Essentials/Financials/
Also, see the COR452 e-Procurement Manual, pages 54-57 for details at www.ok.gov/cio/Customer_Portal/Business_Application_Services_Essentials/Financials/
You need to set up you e-mail notifications in My System Profile. To do this, go to My System Profile and check the box ‘Email User’ under ‘Workflow Attributes’ and enter the e-mail address and select primary e-mail account.
It is important to note that you may not receive notifications if you were not the requestor and are not the buyer.
Make sure ‘Email User’ and ‘Worklist User’ boxes are checked under Workflow Attributes.
It is important to note that you may not receive notifications if you were not the requestor and are not the buyer.
Make sure ‘Email User’ and ‘Worklist User’ boxes are checked under Workflow Attributes.
The requesting unit should have someone trained in ePro to enter the requisition. Information Services Division (ISD) Purchasing will complete the PO once all approvals have been obtained.
Through the month of October 2012, you may come to the OMES building on Tuesdays and Thursdays for training (except for Oct. 9, 2012, when no training will be offered). You do not have to sign up to come to the lab. The lab hours will be from 9-11:30 a.m. and 1:30-4 p.m. on a come and go basis. After this date, agency personnel will be responsible for training their new employees. Once you have been trained, please submit a Form 301 ePro for access.
Documents may be attached under the Line Comments section; click on ‘Add Attachments.’
The agency level approval process is based on workflow for the agency that was previously submitted. Approvals are tied to DCS Form 001.
This contract has been added to the IT Catalog tree, you can add them now. If you are unable to pull any item ID from any ITSW, please contact the OMES Service Desk for assistance.
The requesting unit should have someone trained in ePro to enter the requisition. Information Services Division (ISD) Purchasing will complete the PO once all approvals have been obtained.
If a contract is a Category Code contract, you will not be able to attach the lines, only the contract ID. Usual causes of not being able to attach these items are the result of the vendor location, Vendor ID, or Item Code/Category Code used being incorrect.
If you have a category code that you feel should be added to the IT Catalog, please submit a Service Desk case listing the Category Code, description and request that it be added to ePro IT Catalog.
Emergency purchases due to a system outage may be purchased with immediate follow up to the appropriate Business Segment Director. The e-Pro requisition will need to be submitted with full details as soon as possible.
Review the approval section for comments or explanation. If correctable, please fix and resubmit the requisition. Otherwise, the requestor at the agency should cancel the requisition. Not cancelling the requisition can create a pre-encumbrance and potential budget problem.
Change the default buyer in the line details to the certified procurement officer (CPO) that will be processing the PO. The buyer’s name should be your agency CPO or, if outside your purchasing threshold, select a buyer at ISD procurement, or just leave it blank.
Record destruction is authorized and granted by the Oklahoma Department of Libraries. To review the requirements visit www.odl.state.ok.us/oar/administration/faqrec.htm.
When personnel leave your organization, the OMES Service Desk and Linda Belinski should be notified to remove their access. Also to add new personnel, forms should be submitted to Linda.Belinski@omes.ok.gov.
Form 301 ePro. If you request a requisition approver role a current DCS Form 001 will need to be on file with Central Purchasing with a CC to Linda Belinski. The requisition approver on the DCS Form 001 should be the same person identified as requisition approver on the Form 301 ePro.
Effective Sept. 1, 2012, the State of Oklahoma Chief Information Officer (CIO) is requiring the storage of all procurement files electronically within the PO in PeopleSoft. This includes any attachments, quotes, Word, Excel, PDFs, etc. State generated modifiable files must be included here. This policy will be for all purchase orders (and corresponding documentation) regardless of whether the purchase order was created by the agency or another agency on their behalf.
NOTE: Confidential or proprietary documents should be cleansed prior to attaching in ePro.
ePro recognizes all file formats, with the exception of .docx. When attaching documents to ePro, it is best to use a .pdf format.
The requisition flows through ISD Procurement and the ISD Business Segment Director assigned to your agency. ISD Procurement’s goal is to have their review done within 2 business days, and then the Business Segment Director has a goal of 3 business days for completion of review. If the purchase is outside of the agency’s purchasing threshold or the purchase is for business unit 090, the procurement will be completed by ISD, after approval from the Business Segment Director. All change orders should be completed by ISD within 3 business days of approval from the Business Segment Director. Simple renewals are generally 3 business days as well. The goal for new solicitations is 30 days from receipt of completed documents and approval from the ISD Business Segment Director.
During renewals estimated times may be extended to accommodate the volume received.
Contact the OMES Service Desk at helpdesk@omes.ok.gov or (405) 521-2444 with your request.
A Category Code that is not in the IT catalog was used. This usually this happens because a non-IT catalog ID had been used and no workflow can be assigned. It can also happen if the agency number has not been set up in workflow yet. If it is truly an IT category code that needs to be added, a help desk case should be submitted. After the code (either item or category) is added, then the ePro approval should work correctly. If it is not an IT item, then follow normal non-IT processes.
When the requisition is being sourced, and faults out requiring it to be unstaged due to an error, you will be unable to change the price or the quantity. Contact the OMES Service Desk at helpdesk@omes.ok.gov or (405) 521-2444 if this problem arises.
Under ePro, select 'Buyer Center,' select 'Expedite Requisitions,' enter your agency number, and click search. Select the requisition that you need and select Enter. Once the process runs your PO is in an open status. Step by step instructions are found on pages 54-57 of the CORE 452 ePro manual.
Select Special Request, Special Item, fill out the required fields and select ADD, re-enter the information and select ADD. Continue until all required lines are selected.
Not at this time. The piece to allow the change order process on ePro has not yet been implemented.
Yes, you can create an ePro requisition to initiate a change order to an existing PO that was not created via ePro. Please review the instructions.
It is important so the Office of Management and Enterprise Services (OMES) can verify the accuracy of a vendor’s reported usage, including any administrative fees. It is also important because the state has identified performance metrics that include goals for utilization of enterprise and statewide contracts. Therefore, OMES will send the requisition back to the agency to correct the data. If OMES corrects the data on behalf of the agency; the agency may never become aware of the need, or complete the requisition correctly in the future.
OMES has set metrics for expected turnaround times and staffing resources are based on the calls received. If ISD takes phone calls and e-mails directly, the data we are tracking is not accurately reflected. Furthermore, by tracking the calls trends can be summarized and communicated in a more effective manner.
Yes, ISD will provide annual ePro updates.
- Steps to the lifecycle of the ePro Requisition (i.e. requisition, approvals, PO, Inventory, invoicing and Payment)
- Detail information for each step. By clicking on approval, you can see where in the approval process the requisition is. By clicking on Invoice or Payment you can see detailed information on the finances of the purchase.
- Audit Trail information – auditors can use ePro to track Requisition, Approval and Purchase Order information
- IT and Telecom ePro Requisition Procedures (under Popular Links): www.ok.gov/cio/Procurement/
- ePro Quick Tips: www.ok.gov/cio/documents/eProcurementQuickTipsToInquiryScreens.pdf
- OMES Service Desk: helpdesk@omes.ok.gov or (405) 521-2444