The Office of Information Technology Services (ITS), the Department of Administration, Division of Purchase and Contract (P & C) and the Office of the State Controller (OSC) are partnering in a joint initiative to implement a statewide E-Procurement Service. This on-line purchasing system is planned for roll out this summer. In order to ensure a smooth transition from the NCAS to the E-Procurement Service, we are providing the following conversion information and year- end purchasing directives.

Conversion Information:
 

NCAS Purchasing Documents	Action Required in NCAS
Open purchase requisitions, which have not been converted to purchase orders, will not be carried forward to the E-Procurement Service.	Open purchase requisitions, which have not been converted to purchase orders, should be deleted from the NCAS by the NCAS requisitioner and reentered in the E-Procurement Service..
Open Purchase Orders for which receiving or payment have not been completed, will not be converted to the E-Procurement Service.	Receiving, matching and payment will be completed in NCAS as it is currently performed today. Security will remain in place to properly complete these transactions until the purchase order is effectively closed.
Historical data will not be converted to the new E-Procurement Service.	Historical reporting will be available in the NCAS.

Year-end Purchasing Directives:

Programmatic responsibilities at some agencies require the need for blanket or renewal purchase orders to be issued at the end of the fiscal year (2000-2001) to ensure continued unbroken service from suppliers. The OSC, P & C and ITS are requesting that agencies issue ONLY those blanket or renewal purchase orders that are absolutely necessary for continued normal business operations. If blanket orders are required for this purpose, these blanket orders should be issued for the time period of July 1, 2001 through September 30, 2001 with a reissue of the remaining nine (9) months of the blanket order through the E-Procurement Service. The following chart outlines the processing flow of these documents.

Procedures for Issuing Blanket Purchase Orders
 

Purchasing Document	System used to record Purchase Requisition/ Purchase order/Receiving	System Used for Payment
Blanket Purchase Order created for time period of July 1, 2001 through September 30, 2001 and sent to supplier.	NCAS Blanket Purchase Order	NCAS
Payment to supplier for Blanket Purchase order.	NCAS Automated Matching and Payment Process	NCAS
Blanket Purchase Order created for time period of October 1, 2001 through June 30, 2002 and sent to supplier.	E-Procurement Service Purchasing Process	NCAS
Receiving against the E-Procurement Purchase Order.	E-Procurement Service receiving process for Blanket Orders	NCAS
Payment to supplier for E-Procurement Blanket Purchase order.	NCAS Automated Matching and Payment Process. Electronic copies of the requisition, purchase order and receiving document will be passed through an interface to the NCAS to facilitate this process in NCAS.	NCAS

Procedures for Issuing Personal Service or Service Purchase Orders
 

Purchasing Document	System used to record Purchase Requisition/ Purchase order	System Used for Payment
Purchase Orders for Personal Services or Service Orders for which payment has not been completed will not be converted to the E-Procurement Service.	Document matching and payment will be completed in NCAS as it is currently performed today. Security will remain in place to properly complete these transactions until the purchase order is effectively closed	NCAS
Purchase Orders for personal service or service orders.	The E-Procurement Service will be used to issue personal service or service purchase orders when it becomes operational.	NCAS
Payment to supplier for Service Purchase orders.	NCAS Automated Matching and Payment Process.	NCAS

Your cooperation with these procedures is appreciated. For additional details concerning the actual functionality, training and implementation procedures relating to the E-Procurement Service, please visit the Statewide E-Procurement web site at http://eprocurement.ncgov.com..

The E-Procurement Project team thanks your agency for its support of this very exciting and important statewide initiative.
 

cc:	Roy Cooper, III, State Attorney General David T. McCoy, State Budget Officer Ralph Campbell, Jr., State Auditor Gywnn T. Swinson, Secretary of Administration

ZKP