FAMIS FOR BEGINNERS Division of Contracts and Purchasing David Ross, Executive Director Susan Dick-McKeon, Chief Administrator, School Based Procurement.

FAMIS FAMIS FOR BEGINNERSFOR BEGINNERSDivision of Contracts and Purchasing

David Ross, Executive Director

Susan Dick-McKeon, Chief Administrator, School Based Procurement

Myra Y. Estepa-Lee, Team Lead, Client Services Help Desk

Janene Smith, Supervisor , Client Services Help Desk

718-935-4444

[email protected]

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AGENDAAGENDA

• Purchasing Thresholds & Guidelines

• Overview of Types of PO’s> Contracted E-Catalog

ARRA/CDBG contracts > Contracted Non-E-Catalog> Non-Contracted

• Search E-Catalog By All Commodities vs. Search By Specific Commodities

• New Non-Contracted PO Screens> No Bid> 3- Bid> Sole Source

• Inquiry Functions > Vendor Inquiry> Open Document Inquiry> Spending Plan Inquiry > Document Inquiry

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•Sole Source Guidelines

•Certification of Delivery

• Document Status

• Approval Tracking

• Change Notice> Edit> Delete & Add

• Procurement Cards (P-Cards)

• Pre-Encumbrance

• SIPPS

• Steps to Add A Vendor

• Helpful Links & Tips

•Questions?

Purchasing Thresholds Purchasing Thresholds and and

GuidelinesGuidelines

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Purchasing Guidelines & ThresholdsPurchasing Guidelines & Thresholds~ Contracted & Non-Contracted Professional ~ Contracted & Non-Contracted Professional

Services ~Services ~PROFESSIONAL SERVICES – Contracted Services

ThresholdsThresholdsProcurement

ActionProcess Timeline

$0 - $25,000.00 Contracted

Purchase Order in FAMIS

School enters PO in FAMIS. Principal approves PO. No further approval necessary.

N/A

>$25,000.01

School enters PO in FAMIS. Review and approval by ISC, CFN/Empowerment Network

Leader. MTAC Required for Vendors with MTAC Contracts .

Up to 5 days

PROFESSIONAL SERVICES – Non-Contracted Services

ThresholdsProcurement

ActionProcess Timeline

$0 - $250.00

No Bid POSchool enters No Bid purchase order in FAMIS.

No further approval necessary.N/A

$250.01 - $24,999.00

Telephone or Written

Quotes/3 Bid PO

School must solicit and document three (3) telephone or written quotes, then enter 3 Bid

PO. No further approval necessary.N/A

$0 - $24,999.00

Sole SourceSchool or ISC must document sole source or

exception,then enter PO. No further approval necessary.

N/A

$25,000.00 -

$100,000.00

a) DCP Initiate Contract Process

Principal or ISC must send a request to DCP. DCP will initiate the contract process, either

Request For Proposal (RFP), or a Pre-Qualification Solicitation (PQS).

At least 12 months

b)ExceptionPrincipal or their equivalent must submit a

request and scope of work to DCP Executive Director.

6-12 months

>$100,000.00

ExceptionPrincipal or their equivalent must submit a request and scope of work to Committee on

Contracts (COC).

6-12 months 4

Purchasing Guidelines & ThresholdsPurchasing Guidelines & Thresholds~ Contracted Commodities & Internal Services ~~ Contracted Commodities & Internal Services ~

PROFESSIONAL SERVICES – Internal DOE Professional Service Providers

ThresholdsProcuremen

t ActionProcess Timeline

$ No LimitPurchase Order in FAMIS

School allocates money to 0998 object code in Galaxy, then requests service in FAMIS E-Catalog. Service Provider approves services request via FAMIS. No

further approval is necessary.

None (but can vary based on provider

response time)

COMMODITIES – Contracted Items, Non-List, and Listing Applications

ThresholdsThresholds ProcuremenProcurement Actiont Action ProcessProcess TimelineTimeline

$0 - $100,000.00 Purchase

Order in FAMIS

School enters PO in FAMIS. No further approval necessary

N/A

>$100,000.01

School enters PO in FAMIS. Review and approval by ISC

Up to 5 days

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Purchasing Guidelines & ThresholdsPurchasing Guidelines & Thresholds~ Non-Contracted Commodities ~~ Non-Contracted Commodities ~

COMMODITIES – Non-Contracted Items

ThresholdsThresholds Procurement Procurement ActionAction ProcessProcess ISC / DCP ResponseISC / DCP Response

$0 - $250.00

Purchase Order in FAMIS

If not an active vendor with the DOE, vendor must register with the DOE and receive a vendor number.

School enters No Bid PO in FAMIS. No further approval necessary.

N/A

$250.01 - $5,000.00

Telephone Quotes/3 Bid

PO

School gets telephone quotes from three (3) vendors, then enter PO in FAMIS. No further approval necessary. N/A

Sole Source Sole Source approval by school

$5,000.01 -$14,999.00

Written Quotes/3 Bid

PO

School gets written quotes from three (3) vendors, then enters PO in FAMIS. No further approval necessary. N/A

Sole Source Sole Source approval by school

$15,000.00 -

$100,000.00

Open Market Agreement

(OMA)

The request must come to DCP, who will conduct a public solicitation for the goods

2-5 months

Sole SourceRequest must come to DCP for approval if determined to

comply with SOPM

> $100,000.0

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Request for Bid (RFB)

School or ISC must request DCP to assist in the preparation and processing of an RFB

6-12 months (depending on

complexity)

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Purchasing Guidelines & ThresholdsPurchasing Guidelines & Thresholds~ Procurement Cards / SIPPs~~ Procurement Cards / SIPPs~

PROCUREMENT CARDS

ThresholdsProcurement

ActionProcess Timeline

$0 - $2,500.0

0

Single Transaction with P-Card

Following bidding procedures as outlined in SOPM, School completes

transaction with P-Card per day.No further approval necessary

N/A

$0 - $15,000.

00

Encumbrance

School may encumber up to this amount

at any given time on P-Card.N/A

P-Cards work essentially like credit cards and may be used to order products from vendors in situations where issuing a Purchase Order is not efficient for reasons such as delivery time or contractual ambiguities. If the payment is for a valid purchase, the banking institution

issuing the card will approve the purchase and pay the vendor, less a fee, within a few days. The banking institution then sends a monthly billing statement, along with card activity

reports, to DFO for payment.

SIPPs

A SIPP (Small Item Payment Process) and formerly referred to as an IMPREST, is an electronic payment mechanism processed through the FAMIS Portal. SIPPs were originally established to facilitate “over-the-counter” purchase, (e.g., postage), providing for a direct

payment to the vendor or reimbursement to the purchaser. With the introduction of P-Cards, SIPPs should no longer be used for purchases. Instead, SIPPs should be reserved for

reimbursement to the NYC Department of Education employees for business related expenses.

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Signing on to FAMISSigning on to FAMIS

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Contracted Purchase OrdersContracted Purchase Orders

Types of Contracted PO’s:> Contracted (E-catalog): to order textbooks, computers,

instructional materials, general supplies, audio visual equipment, wireless devices, New York City Leadership Academy and Internal Professional Services.

> Non-List: Create a purchase order with a contracted vendor for contracted items not available in the E-Catalog. Includes sheet music, imprinted tee shirts and shorts, and more. (see attachment)

> Professional Services: Create a purchase order for contracted professional services (i.e. professional development, curriculum development, evaluation services, student support services, counseling services).

> Listing Applications: For the designated procurements of published or copyrighted library and reference materials, testing and assessments, and artistic performance of specific artists or groups, payment of admission fees to cultural institutions and other such programs.

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Non-List Contracted CategoriesNon-List Contracted Categories

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ARRA/CDBG ContractsARRA/CDBG Contracts

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NOTE: This list changes daily. Currently there are over 400 ARRA/CDBG approved Contracts

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Non-Contracted Purchase Non-Contracted Purchase OrderOrder

Types of Non-Contracted PO’s for both Commodities & Professional Services:

> 3 Bids: Create a 3-bids order for non-contracted items. > No Bids: Create an order (maximum value: $250.00) for a non-

contracted vendor. > Sole Vendor: Create an order for items vendor is the sole

provider.> Exception to Bid: Create an Exception to Bid order. > Competitive Grant: Create an order for approved vendors

associated with awarded grants.

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Non-Contracted CommoditiesNon-Contracted Commodities

NOTE: There is no possible way to search for Non-Contracted Vendors on FAMIS

For Assistance, please contact the

DCP Client Services Help Desk at

718-935-4444

[email protected]

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Searching E-CatalogSearching E-Catalog

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Preview All CommoditiesPreview All Commodities

Preview All CommoditiesPreview All Commodities(continued)(continued)

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Search By All CommoditiesSearch By All Commodities

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Search By All CommoditiesSearch By All Commodities

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Search By All CommoditiesSearch By All Commodities

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Search By All CommoditiesSearch By All Commodities

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Search By A Specific Search By A Specific CommodityCommodity

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Search By A Specific Search By A Specific CommodityCommodity

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NEW Non-Contracted NEW Non-Contracted

FAMIS ScreensFAMIS Screens

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Non-Contracted 3 Bid: Non-Contracted 3 Bid: CommoditiesCommodities

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Non-Contracted 3 Bid: ServicesNon-Contracted 3 Bid: Services

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Sole VendorSole Vendor

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Inquiry FunctionsInquiry Functions

Vendor InquiryVendor Inquiry

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Vendor Inquiry Vendor Inquiry (continued)(continued)

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• If Vendor ID or Tax ID is unknown, select “Lookup” and the following screen will appear

• Enter the name of the desired vendor and select the search button.

Vendor Inquiry Vendor Inquiry (continued)(continued)

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• Click on the Vendor’s ID number for Contract Information

Vendor Inquiry Vendor Inquiry (continued)(continued)

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• If you select address information, a box like the example below will appear with the vendor’s contact information.

Vendor Inquiry Vendor Inquiry (continued)(continued)

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• If you select “All contracts”, a box like the example below will appear with all contracts pertaining to this vendor.

NOTE: The beginning and End dates for each contract available

Vendor Inquiry Vendor Inquiry (continued)(continued)

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Vendor Inquiry Vendor Inquiry (continued)(continued)

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Open Document InquiryOpen Document Inquiry

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Open Document InquiryOpen Document Inquiry(continued)(continued)

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Open Document InquiryOpen Document Inquiry(continued)(continued)

Spending Plan InquirySpending Plan Inquiry

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This is where a school can go to view their available funds in FAMIS. There are various different ways we are able to look up their funds. This section allows us to show the school why they are receiving errors like ‘Unallocated Budget Exceeded’.

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Spending Plan InquirySpending Plan Inquiry(continued)(continued)

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Spending Plan InquirySpending Plan Inquiry(continued)(continued)

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Spending Plan InquirySpending Plan Inquiry(continued)(continued)

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Spending Plan InquirySpending Plan Inquiry(continued)(continued)

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Spending Plan InquirySpending Plan Inquiry(continued)(continued)

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Spending Plan InquirySpending Plan Inquiry(continued)(continued)

Document InquiryDocument Inquiry

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Document InquiryDocument Inquiry(continued)(continued)

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Document InquiryDocument Inquiry(continued)(continued)

Sole Source GuidelinesSole Source Guidelines

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Non-Contracted Sole Source Non-Contracted Sole Source GuidelinesGuidelines

Monetary Threshold Approval From

Up to $15,000 Principal, ISC, Central Department Head

$15,000.01 to $100,000 Executive Director, Division of Contracts and Purchasing (DCP)

$100,000.01 and above Chancellor

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Evidence that no other service provides substantially equivalent or similar benefits (Research on internet, Ask other schools, etc.)

School must have in their possession a sole source letter from the vendor.

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Certification Of DeliveryCertification Of Delivery

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Certification of DeliveryCertification of DeliverySchools need to certify receipt of goods and services. They can do so two different ways.

• Through ‘Cert. Of Delivery’ option under ‘Purchasing/Payments’• Through ‘Document Inquiry’ screen

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Certification of DeliveryCertification of Delivery(continued)(continued)

When certifying documents through the ‘Cert. Of Delivery’ option, this is what you will see. Keep in mind that you don’t need the document number that you want to certify.

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Certification of DeliveryCertification of Delivery(continued)(continued)

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Certification of DeliveryCertification of Delivery(continued)(continued)

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Certification of DeliveryCertification of Delivery(continued)(continued)

This is the ‘Receiving Report’ you will see when you click ‘Show’ on the previous screen.

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Certification of DeliveryCertification of Delivery(continued)(continued)

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Certification of DeliveryCertification of Delivery(continued)(continued)

When you access Certification of delivery through the ‘Document Inquiry’ screen, you need to know the document number that you would like to certify. Type in the document number click ‘Inquire’, then click ‘Certify Document’.

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Certification of DeliveryCertification of Delivery(continued)(continued)

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Document StatusDocument Status

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Approval TrackingApproval Tracking

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Approval TrackingApproval TrackingBesides Document Status, you can also get to the ‘Approval Tracking’ screen under the ‘Approval’ heading shown below.

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Approval TrackingApproval Tracking(continued)(continued)

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Change NoticeChange NoticeChange Notice can only be accessed through the option under ‘Purchasing’

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Change NoticeChange Notice

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Change NoticeChange Notice(continued)(continued)

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Change NoticeChange Notice(continued)(continued)

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Change Notice - EditChange Notice - Edit(continued)(continued)

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Change NoticeChange Notice(continued)(continued)

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Change Notice – EditChange Notice – Edit

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Change Notice - EditChange Notice - Edit(continued)(continued)

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Change Notice - EditChange Notice - Edit(continued)(continued)

When you process a Change Notice that decreases the amount of the original PO, you receive a ‘WD’ document number.

When you process a Change Notice that increases the amount of the original PO, you receive a ‘WE’ document number.

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Change Notice – Delete & AddChange Notice – Delete & Add

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Change Notice – Delete & AddChange Notice – Delete & Add(continued)(continued)

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Change Notice – Delete & AddChange Notice – Delete & Add(continued)(continued)

Procurement CardsProcurement Cards

(P-Cards)(P-Cards)

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Procurement Cards (P-Cards)Procurement Cards (P-Cards)• The daily maximum allowable amount for a P-Card transaction is $2,500. This can be done with one swipe or up to eight (8) swipes totaling $2,500.

• The maximum amount on a P-Card at any one time is $15,000

• To purchase non-contracted items over $250 with a P-Card, the purchaser must follow the Bidding Procedures (refer to Threshold Guide)

• Maximum Amount to spend on any non-contracted vendor within a fiscal year is $2,500

• P-Cards may not be used to pay open Purchase Orders

• For additional assistance, please contact the P-Card Unit at (718) 935-2939

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Pre-EncumbrancePre-Encumbrance

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Pre-EncumbrancePre-Encumbrance

Pre-Encumbrances are required for the following:

• Non-Contracted PO’s over $10,000

• PO’s for vendors with City Contracts that start with “DTC”

Note: Pre-Encumbrances cannot be used with a contracted vendor.

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SIPP’sSIPP’s

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Small Item Payment Process Small Item Payment Process (SIPP’s)(SIPP’s)

When to use SIPP’s?

• DOE Employee Reimbursement

• Postage

• Emergency Purchases

• Metro Cards

• Consumables for specialized programs

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SIPP’s permit schools to make “over-the-counter” purchases (e.g. Postage), thereby providing for direct payment to the vendor or reimbursement to the purchaser. The $250.00 bidding threshold applies to all SIPP expenditures over $250.00. Maximum Allowed to be spent is $500.00.

Steps To Add A VendorSteps To Add A Vendor

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The Vendor should fax or email W-9 to the school and the school will fax the W-9 over to Vendor Resources at (718) 228-

8873

Helpful Links & TipsHelpful Links & Tips• SOPM: http://dfoapps.nycenet.edu/SOP/Default.aspx?c=1185

• DCP: http://schools.nyc.gov/Offices/DCP/default.htm

• ShopDOE: https://dfoforms.nycenet.edu/ecatalog/

• Webcast Archives: http://www.learningtimes.net/dcpwebcastarchives.html

• Professional Services Contract Abstracts: http://schools.nyc.gov/Offices/DCP/BuyingTools/ProfessionalServices/ContractAbstracts/Default.htm

• Steps to Add a Vendor: http://schools.nyc.gov/Offices/DCP/Publications/AddingVendor.htm

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Helpful Tips (cont’d)Helpful Tips (cont’d)

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Helpful Tips (cont’d)Helpful Tips (cont’d)

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DCP Client ServicesDCP Client Services

(718) 935-4444Monday – Friday8:00am – 5:00pm

[email protected]

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QUESTIONS QUESTIONS ??

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