MASTER AGREEMENT RENEWAL SYSTEM (MARS) PRESENTED BY LANIEL - PowerPoint PPT Presentation

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 Contract • Administrator logs Click Login button into system with desktop login (User Name & Password). Use Broward County Desktop Account

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 • Click decision button options. 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 Vendor reviews and • makes a decision. Note: Once a vendor makes a decision a confirmation email will be sent to the Purchasing Agent, Contract Administrator and Vendor.

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 Contact Information & MA Renewal Detail Progress MA Renewal Progress

MASTER AGREEMENT DETAIL SCREEN Vendor Evaluation Procurement History Master Agreement Progress and Detail Information

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) Send out final renewal notification to Vendor(only available under PA Control) Purchasing Agent Decision for the Master Agreement 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

Laniel Romeus lromeus@Broward.org THE END Se Yeon Hwang syhwang@Broward.org