master agreement renewal system (mars) agreement renewal system...master agreement renewal system...
TRANSCRIPT
MASTER AGREEMENT RENEWAL SYSTEM
(MARS) PRESENTED BY LANIEL ROMEUS/SE YON HWANG
SUBMITTED BY BROWARD COUNTY PURCHASING DIVISION
A SERVICE OF THE BROWARD COUNTY BOARD OF COUNTY COMMISSIONERS BRENDA J. BILLINGSLEY, DIRECTOR OF PURCHASING
BERTHA HENRY, COUNTY ADMINISTRATOR
PROJECT DESCRIPTION
• The Master Agreement Renewal Automation System (MARS) is a web-based, secured and public facing workflow application.
• MARS is a fully automated system that monitors master agreements’ expiration date, sends automatic notifications, logs every transaction and allows management to produce informative reports.
PROJECT DESCRIPTION
• Master Agreements are monitored through a pre-defined set of rules based on expiration dates. The parameters can be changed in production without the need to change the system’s code.
• MARS allows management to define those parameters such as:
• How many days prior to expiration dates to start the process?
• How often to send reminders if the contract administrator fails to respond?
• Who needs to be notified?
PROJECT DESCRIPTION
To process a typical master agreement renewal:
• MARS pulls data nightly from the County’s Advantage Procurement System.
• The data is initially sent to the Purchasing Manager and Purchasing Agent responsible for the master agreement for their review.
• The record is then forwarded to the Client Agency’s Contract Administrator, Division Director and Department Director.
PROJECT DESCRIPTION
To process a typical master agreement renewal:
• The Contract Administrator is allotted a time period to inform Purchasing Division about their renewal decision.
• MARS automatically sends a notification to the Purchasing Division’s Manager and Purchasing Agent when the Contact Administrator makes a decision.
PROJECT DESCRIPTION
To process a typical master agreement renewal:
• MARS automatically sends a notification to the Vendors after the Purchasing Agent makes the final determination to renew/not to renew/to replace.
• The vendor, via the internet, provides a response to the Purchasing Agents and all stakeholders about their intent to renew.
WHAT WERE THE BUSINESS NEEDS FOR MARS?
• The Director of the Purchasing Division, FASD, County Administration and the Client Agencies often want to know how long it takes to renew a master agreement.
• The County Administration and the Board of County Commissioners may also want to know why a master agreement is not renewed timely.
• They may just want to get status of the renewal during the process.
WHAT WERE THE BUSINESS NEEDS FOR MARS?
• The goal of Purchasing Division is to renew master agreements in an efficient and timely manner to prevent disruption in the delivery of goods and services.
• The previous manual system was intricate, time consuming and costly.
• It was impossible to track every detail and log every transaction.
BENEFITS OF MARS
• Centralization of all renewal data.
• Increased efficiency.
• Automatic notification of contract renewals. Stakeholders get notified when a contract is coming up for renewal via a secure portal.
• Integration with the Advantage Procurement System and ContractsCentral.
BENEFITS OF MARS
• Automatic workflow to route master agreements renewal to stakeholders for review and decision.
• Speeds up response time.
• Keeps the renewals process moving forward without delay.
Master Agreement Renewal System Screen Shots
PURCHASING AGENT NOTICE
• Initial Notification to Purchasing Agent. Verifies Contract Administrator and vendor information.
• Any contact revisions must be made in Advantage.
CONTRACT ADMINISTRATOR NOTICE
• Notice states whether the contract is renewable, when it expires and lists the Purchasing Agent, contact information and Vendor information.
• Contract Administrator selects “Review and Make a Decision Now” at the bottom of the e-mail.
CONTRACT ADMINISTRATOR LOGIN
Click Login button
Use Broward County Desktop Account
• Contract Administrator logs into system with desktop login (User Name & Password).
CONTRACT ADMINISTRATOR ACTION
• If contract is renewable, Contract Administrator can:
• Agree to renew.
• Disagree to renew and request re-bid of contract. Must enter a reason for not renewing and provide a RQM number for the replacement.
• Disagree to renew. Must enter a reason why the contract is no longer needed.
• If contract is not-renewable, Contract Administrator can:
• Request a re-bid of contract. Must enter a reason for re-bid and provide a RQM number for the replacement.
• State a replacement contract is not needed and must enter a reason.
CONTRACT ADMINISTRATOR REVIEW & DECISION • Once in the system, click
the top right button to make a decision.
• See next page for available
options. Click decision button
Select a decision and Click Save button
CONTRACT ADMINISTRATOR CONFIRMATION
• After Contract Administrator makes a decision, the system automatically generates a confirmation email to the Contract Administrator.
VENDOR E-MAIL NOTICE (IF APPLICABLE)
• If contract is renewable and Contract Administrator agrees to renew, notice is sent to the Vendor.
• A follow up notification is sent to the Vendor every 7 days.
• Vendor has the option of renewing or not renewing.
• Purchasing Agent and Contract Administrator are notified of Vendor’s decision.
VENDOR NOTIFICATION E-MAIL
• Vendor reviews and makes a decision.
• See next page for
available options.
Click to make a decision
VENDOR ACTION
Note: Once a vendor makes a decision a confirmation email will be sent to the Purchasing Agent, Contract Administrator and Vendor.
• Vendor reviews and makes a decision.
NAVIGATING THE MA RENEWAL SYSTEM • The MA System is located on the Public.
https://webapps4.broward.org/MARenewal
• The above link page shows :
Dashboard
The status of the MA progress.
Multiple search capability.
Detailed MA information.
MARS REAL-TIME DASHBOARD
MASTER AGREEMENT COUNT BY PURCHASING MANAGER & PURCHASING AGENT
MASTER AGREEMENT COUNT BY DEPARTMENT& DIVISION
LIST OF MASTER AGREEMENTS WITH EXPORT FEATURE
MARS COLOR CODE
Brown Records: MA is expired. Red Records: less than 90 days to expiration. Pink Records: more than 90 days and less than 280 days to expiration. Blue Records: MA is extended. Black Records: more than 280 days to expiration
MASTER AGREEMENT PROGRESS
MA Renewal Progress
MA Contact Information & MA Renewal Detail Progress
MASTER AGREEMENT DETAIL SCREEN
Vendor Evaluation
Master Agreement Progress and Detail Information
Procurement History
MASTER AGREEMENT PROCUREMENT HISTORY
MARS FOR PURCHASING AGENT
Master Agreement Detail Information
Extension Period Command (System automatically detects extension and updates the status) This command only needs to be used for the case of extension period while we use manual update.
Send out final renewal notification to Contract Administrator (only available under PA Control)
Purchasing Agent Decision for the Master Agreement
Send out final renewal notification to Vendor(only available under PA Control)
Vendor Notification Management (Specific Vendor or all vendors can be exclude for the MA renewal notification)
Send notification to Advantage Procurement for Master Agreement Renewal (only available after all process completed)
VENDOR MANAGEMENT FOR MARS
Exclude all vendors for MA Renewal notification
VENDOR MANAGEMENT FOR MARS
Enter the reason for the exclusion and click the OK button. It’ll update the records. System won’t send out renewal notification to vendor.
REVIEW MASTER AGREEMENT VALIDATION
Review Master Agreement Data Validator - System analyzes Advantage Master Agreement records and displays the errors on this tab including expired Master Agreements. Detailed error messages will be displayed in red text after the record is double-clicked. These records will be refreshed every day.
Click Advantage MA Data Validator tab
