Videos

Contract Request OpenGov Training Video

Added Aug 29, 2023 •

Copy this URL:
Embed code:	<iframe class="edlio-embed-player" type="text/html" width="640" height="360" src="//www.hartdistrict.org/apps/embed/?v=359992" frameborder="0" allowfullscreen></iframe> Change dimensions

Show Transcript

this training will be about how to use in take to submit your contract request to your procurement Department using the opengov chairman in Portal going to be submitting an intake request during this training all the way from start to finish but before we do that I just want to give you a quick navigation to her or what you're going to see you when you initially login when you initially login you're going to start on projects by default everybody starts on projects and you will have some visibility into the solicitation that the Hart district has out on the street however your visibility will be limited to certain information that is made publicly available unless of course you have security permissions that enabled you to see further into these projects stop being sad if you are trying to complete a task inside of opengov and you feel as though your security is not enabling you to fulfill that task please make sure that you reach out to Europe permit department and have them review your security permissions over here under intake you're going to see a list of all of your requests right here in the center of the strain I currently only have one request and it is closed your request will all start as drafts in can you can see how you can still her right here by the statuses of your projects all statuses is the default however you may have drafts that you haven't submitted for review yet you may have request that are still pending review but once though request are processed they will move too close if you wanted to see if any of your request for pending review you could click that button there and see which ones were pending you can also search by keyword up here in this little search bar if you were to search for a word like us you don't see anything pop you can also search for purpose which is a word that actually in the title of this request here and it will pop up and also sort by price contact procurement contact title and create a date you should know that project contact by default will be you you will be the project contact the owner of the request settings procure contact has already been predetermined based on your department title and then created date also some filters over here you'll see there's my project so this will filter a list of all projects that belong to you but you also have visibility into all projects and can now this doesn't necessarily give you access to make changes to other requests that are sitting in here however you will be able to see if you just submitted yours between the list that just belongs to you and the list of other requests that are pending just wear your request might fall in the order of things in a rare event you may be asked to review and approve and intake request if that's the case you will receive an automated email from opengov procurement it will stay you have been asked to review and approve intake request title and number and if you click on the link from that email then it will navigate you straight to the system also I could just come and log into the system and click my reviews and it will filter your list down to anything that is pending your review and approval you can also follow your request now this is kind of just giving you an extra a visibility into the status of your request you will by default without following any requests received emails automatically from the system when you're request is processed when your request might need additional information or if a conversation is started about your request inside the system those are automatic if you follow your request all that's going to change is you're going to get additional email correspondence when status changes on your particular request and that follow button lives right here on every single one of them perhaps a good scenario there would be somebody else submitted a request on behalf of your department and it wasn't you so it doesn't show under my request you could go to that request and follow it so that you receive all the same email correspondence about that request you can also customize your dash by adding filters and saving them this what just be for you when you login only you would see this you can select the filter type maybe that's Department name you'll notice when I saw apartment name another field underneath that will populate with the list of departments if I select a department name and I wanted to save this filter permanently here on my dashboard I'll just hit save filter and it wouldn't allow me to name it customize it for myself Boston based on the screen I would like to point your attention down here to this big blue chat bubble in the event you feel like you run into a snag and you're not sure where to go next opengov technical support lives down are in this chat bubble there's two ways you can find information in here when if you can send us a chat we typically respond in under three minutes you may see this change from time to time this is something that is cowboy based on our current response speeds it stays very low typically and if you do need some urgent technical support I highly recommend that you send us a message if you just want to review a user guide before you're actually talking to somebody you can search for those user guides in here you can see if you type something in it will take you to a list a different articles that might include that word in take that you type in you can click on something that user guide with a narrative as well as screenshots will populate for you I'm going to go and drop that down please use technical support whenever you can't find something that you're looking for or even if it's something like needing to change your password Apple support from open Deb is here to answer those types of questions for you all right now we're going to move on to submitting a request so I'm going to come down here to this blue button that says new project request click on it this window is going to pop up and it's just going to summarize what it's collected so far the Creator and project contact open gifts. That's based on my login credentials when you you start to submit your intake West it is going to have your first and last name there the procurement contact that's assigned to your department your Department's and then the project type and this is project request I'm going to go ahead and hit the green button here that says create project there's no need to make any changes on this window you will have another opportunity to make changes if you feel like this should be somebody else later do this first screen is going to ask us for some bits and pieces of information and you can see some of its autofill based on your login credentials okay as far as the project contact is concerned if you are submitting this request on someone else's behalf maybe a manager apartment had excetera you can change this to be their name by clicking this drop down and finding their name you can do a search and you can collect their name that way I'm going to leave it as is for today's training all you really need to do on the screen is enter a couple bits and pieces that are applicable to your request so I'm going to title my request here now this should be the contract title or the title of your contract okay so I'm doing a test today in reality this is the actual name of contract documents so I wanted to point that out that because this is training and this is a test I'm typing that as part of the title but please use this for your contract title you can stay there are some options field down here that may or may not apply to your contract request some contract request might have a project ID number such as an RFP number or an IP number please include that here that is applicable to your contract Quest contracts are going to result from solicitations which means if necessary you can leave this blank following that requisition ID is another optional field requisition idea is referring to a requisition number of that would be produced by your Erp or financial system and all his field is designed for is true if you have a requisition number if that's even applicable to this contract you can reference that here just for purposes of maybe going back and forth from this and take requests to that requisition ID but please know that they are not integrated so this is a reference the old only are you purchasing an emergency good or service please note that checking Xbox is not going to alert procurement that you have an emergency okay so follow your current emergency procedures for a learning procurement when you do have an emergency if you check this box with that will do is it will make a copy of this contract later on once the contract record is created and it won't put it in what we call an emergency portal which shared across all open go public agencies so this is more for technical purposes and it is for internal purposes so far so good time to hit the next button this next train is going to be very important it's going to ask you which type of contract that you are requesting so you can see there's a a little list here of different types of contracts and there's only one question request type right you can see there's a back button at the bottom and the next button at the bottom but watch what happens when you do to select contract type additional questions populate we can these questions are unique to this contract type is questions are you and specifically designed around that particular contract type there are areas for you to type information in and there's also some instruction on what floor mats to use the format is very important because it will ensure a very clean contract document at the end now if I change my mind and I decide and it our consultant Services Task order is the right one you will see these change they're going to be somewhat similar nature however they're going to be different because again they are uniquely designed around that contract type task order number not to exceed amount scope start date completion date signatories even though the questions may be similar in nature again please note that these questions down here are unique to the type that used to live set up here some of them might have more questions than others we're going to use special education contract as today's example and I'm going to go ahead and fill in the blanks goalie gear email address District okay so this should be the email address for the district that all notices should go to for purposes of training I'm just going key copying it's format examples that we have notices phone number so the phone number for The District in case I noticed needs to go out name and title of provider signatory providers address address in here providers phone number Riders federal tax ID number and the name and title of District signatory this might be applicable to that particular contract which means you can do the exact same thing copy and paste you'll start to see these little check marks growing on the side over here letting you know that you have completed the answer for that question I'm going to go ahead and hit the next button and here were asking for a summary in the background it can be very brief we would just like to ask for a summary of this contract there's no need to include any, essential information in this summary this is just for the record background is optional you can see right here where is indicated as such and then you can move on from there you might be noticing these little chat Bubbles as I wave my mouth over these boxes is chat bubbles are populating there's a chat bubble up here as well I want to come back to that and just a moment just to show you guys how you can use these chat bubbles interact with one another internally first I'm going to hit the next button last but not least as you can see we have been going down this little row here but marks and getting are green check marks there's another chat bubble up here if you have any documentation to associate with your request you can drop them in right here so you can either drag and drop your document right into that perforated box or you can click inside the box and it will open up the window for you to go in and retrieve your you'll notice that there are two boxes this is for purposes of organizing your documents in the event that you have a main document and Exhibits to go with it that's the design and intent and having to say you're more than welcome to drop any attachments if you have some that are applicable to this request all in one box now you'll notice that I no longer have next button it's a check for errors button it's going to tell me if I missed any required fields and I can go ahead and submit my project request before I do that I just want to also show you how you can navigate over here as well you do not have to hit the next and back buttons to navigate and then of course Mimi you're here and you're thinking there may be a background for a request you can ask somebody so this is going to start an email string directly from the portal and it will go to your normal work email address you can select a person to email it will automatically put your name in there you can select from the users in this drop down if you don't see a user that should be in here please note by your procurement Department that a user should be added or purposes of either having conversation in here or any other purpose tied to a task start the conversation Auntie hit that comment button it will send that person an email or people you can add more than one user when they received that email they can do one of two things they can click on the link it will take them to this request specifically it will navigate them directly to the background section that's down here and they will be able to very clearly see what this conversation is about or they can respond directly from their inbox from their work and box they can say no there is no background for this and that response will be captured within the system you can even see there's a little number one that's right next to this just letting us know indicating their conversation Happening Here now I want to turn your attention over here to this review bud this review button is just another way of looking at your request notice if I click on it it change to edit which means that if I want to go back to the screen where I was editing those fields I would click on it take me right back over there The Wonder of You you have a couple other options of of reviewing your request you can see how it's bookmarked over here your documents set up the questions that you answered your comments so every conversation that's happening for this project is going to be included in here and also going to be very neatly outlined for you so it's going to tell you conversation started in this section in this subsection and you can click here to view the item this will just take you right over to the background section so you can see exactly what's going on there when somebody has responded to your question and you maybe say okay we're good to go you can hit those resolve button and use this conversation history as task list it's totally up to you you might use it sometimes you might not you might not use it at all but if you have some very high-profile request and you have 15 conversations happening at once about different areas then you'll see outlined in here and people start to respond to you you hit that resolve button it will disappear but it will not disappear forever it's just being archived in this you resolved Commons area and click on that link bring it right back and it will tell me when it was resolved and by home this conversation history here will act just like an email giving you all the people who are involved in that conversation along with date and time stamps of receipt of those responses a heavily encouraged using this instead of using your normal inbox to have conversations about your request because this will all be safe with your request forever and if you need to refer back to something it's just a lot easier to find in here with your request then it might be to go in search your inbox you also have a revision history under your revision history tab you have compared version which essential it's just going to give you your face template and what that means is you're empty request versus your current request and it will tell you all of the changes that you have made are things that you have added it will give you a side-by-side comparison you also have a save history where you can buy and who and what time what times down every single change was made to last request this should only include either your information or somebody from procurement and if there is anything else that will be captured in here you'll notice what does green button up here that says submit project request lives at the top no matter what because you have gotten to that point where you're ready to submit it you can absolutely stop before you hit that submit button and Save your progress and come back to it later when you first log in you do not have to submit all in one sitting you can start your request save it log out log back in the next day and submit it another time last but not least you can also invite collaborators and to your project so that there are maybe some other internal folks who you just want to have visibility into your room you would just find their name under this drop-down Arrow select their name decide if you're giving them the only access or giving them edit access to your request this will prompt it email to that individual who will be invited to your request and they will be able to review it if you want them to review it or just follow it or even added it I'm going to go back over here to submit project request now just want to show you what happens in the event that there is a missing field so you can see that I'm ready to submit this request however if I may be was missing something that was a required field noticed that green button changed from submit project request to check for errors I'm going to go ahead and click on check for errors going to take me back to the screen but notice that I don't have a green button anymore I can't submit this request until I fix my error but the system will allow do you know where the error is all you have to do is Click next to the warning sign and scroll and you will find the area that needs to be needs a green check mark you seem to get your green button back instantly it will auto save as you navigate through your request okay let's finally hit the submit button submit Bar review got it this is the end of submitting your request at this point in time you'll see that your procurement contact has been notified assigned at 8 turn on a 22 2023 or 58 p.m. this prompted an email to your procurement contact so your procurement contact is aware that request pending their review you'll know up here that the status of your request has change from draft to request review at any point in time you can log in and take a look at your request you can continue to have conversations about your request and it when the status changes or if procurement has additional questions the system will alert you automatically that concludes training for intake again if you have any questions regarding the information that should go into this intake request or users or accessibility please reach out to your procurement team if you have any technical questions feel free to use opengov technical support which is down here

Videos

Contract Request OpenGov Training Video

More videos in Purchasing & Bids