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User`s Guide - SCOUT© Suspense Tracker, an enterprise TASK

1. 27 TYPED NAME AND GRADE OF INITIATING a 29 DATE OFFICER Click to sign Will fill in when signed 30 TELEPHONE NUMBER Will fill in when signed Figure 55 The initiator digital signature function Clicking the CLICK TO SIGN button opens the signature dialogue window The user should examine the information carefully to ensure it is correct before click the CLICK HERE TO SIGN button Once the form has been signed by the Initiator the Initiator may complete the Additional Data portion of the page and begin the routing of the Purchase request 35 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 SIGN DOCUMENT Digitally sign a document The document you are signing DAS953 as the Initiating Officer Purchase Request Title Super Card purcase for track equipment for 524 999 00 Your digital signature will contain the following information Digitally signed by Scout Contractor 00993586634 signed 1145 20127 5 16 33 PM Av you do not wish to sign at this time click the x EPEAN in the upper right corner to close this window Figure 56 The digital signature window F Initiator completes the Additional Data section Status of Vendor s Acceptance of GPC Before routing the PR the Initiator should resolve any issues related to the vendor s acceptance of the GPC credit card If the v
2. EMERGENCY SITUATION PRECLUDES USE OF REQUISITION CHANNELS FOR SECURING ITEM 15 6 16 18 ESTIMATED ESTIMATED DESCRIPTION OF SUPPLY OR SERVICES QUANTITY ata PRICE ia COST Edit items list Figure 50 On line form Blocks 14 18 33 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Clicking the button opens a page where items may be added Click the ADD link in the lower left corner of the table to open the input form Complete the form and click the SUBMIT button Enter only one item per submit INSTRUCTIONS You must enter at least one item Click the ADD link at the bottom of the table to add a new item To edit an existing item highlight the item row then click EDIT or you may double click on the row To delete an existing item highlight item row then click DELETE These are the items saved for Super Card purcase for track equipment for 574 999 00 Add item Item Description Solar Panel frames Lot22 Model 6627 gt fi dl d Fa E d it Figure 51 The Edit Items page Each entry in the form will create one line item in the table When all of the items have been entered click the DONE button to return to GPC Action Status page Description Solar Panel frames Lote2 Model 6627 I 122 65 Frame support Part Mo XX345 2 14 66 Frame feet part 67x A 9 00 A frame brackets part
3. Choose a type of attachment from the dropdown list to add a file attachment CHOOSE A DOCUMENT TYPE CHOOSE A DOCUMENT TYPE Brand Name Justification lf needed CHESS documents IT purchase only Independent Government Cost Estimate IG CE All purchases over 3150K Justification and Approval J amp A Statement If needed Justification Memo for 03 priority 03 prionty PRs only Justification Memo for Modification Modifications only NEC Approval documents IT purchase only Performance Work Statement PWS Equipment and Service or Service only Quality Assurance Surveillance Plan QASP Equipment and Service or Service only SCAR Justification Memo Equipment and Service or Semice only Semice Contract Approval Request SCAR Equipment and Service or Service only statement of Objectives S500 Equipment and Semice or Service only statement of Work SOVV Equipment and Semice or Service only Vendor me oe preferred vendors Figure 29 List of support documents to attach 22 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 t Routing the PR 1 Initiator routes to BC or DC The initiator routes to the PR for review and approval to either the Branch Chief BC or the Division Chief DC by clicking the appropriate email button shown as green buttons in Figure 30 Initiator routes to BC or DC below
4. The name of the BC and DC is drawn from the Process POCs database in Scout If this information is incorrect or out of date the local organization s Scout administrator can correct it in the administration module in Scout The user may need to change the routing to someone other than the BC or DC perhaps because they are unavailable or have been temporarily replaced by a substitute In this case beneath the email button there is a CLICK button that allows the user to choose someone else to substitute for the BC or DC Once another name has been chosen the email button will change to reflect the new name The user may then click to button to begin the routing process INITIATOR S ACTIONS Click a button to route to one of the following Forward to BC or DC different recipient for the Branch Chief notification email SCOUT Contractor Division Chief Merritt Lincoln CLICK to choose a different recipient for the Division Chief notification email STATUS PR has not been routed Figure 30 Initiator routes to BC or DC Clicking the button will automate an email notification to the recipient Figure 31 a sample notification email The email contains a clickable link allowing the recipient to immediately access Scout and take action on the PR This will also change the status message in Scout to indicate that the PR has been routed to either the BC the DC or a chosen substitute Scout Dev MESSAGE lt ScoutDevl hpccom com gt S
5. but text is not allowed For man hours only a number is allowed no decimals or text allowed Select number of Contract Manpower Equivalents CMMEs or Manhours Service PRs Only Number of CMEs 345 50 Must be a number or a decimal no text Number of Hours 0 Must be a number no decimals or text Figure 17 Contract Manpower Equivalents or Man hours k Choose an Acquisition Type The PR initiator must choose an acquisition type from the Delivery dropdown menu There are three 3 choices Simplified Acquisition Threshold under 150 000 00 Simplified Acquisition Threshold over 150 000 00 and 03 Priority Delivered in 72 hours CHOOSE AN ACQUISITION TYPE CHOOSE AN ACQUISITION TYPE simpliied Acquisition Threshold under 150 000 00 Simplified Acquisition Threshold over 750 000 00 J03 y Delivered in 2 hours I Period of Performance PoP The PR initiator must fill in the blanks for the Period of Performance PoP For annual PRs enter the number of PoP days not to exceed 365 Leave the PoP option years input field set to zero For Option Year PRs enter the number of PoP days for the initial year not to exceed 365 and also enter the number of Option Years requested In the sample shown the initial contract year will contain 365 days and there will be four 4 option years in the contract Period of Performance POP Annual PRs Enter the number of POP days not to exceed 365 Leave
6. list chick here Bldg 700 Main Buildin g Address Page of 1 MA No Locations found Figure 59 Choose an on site location When you make a choice that location will then appear in the table just below the dropdown box Will the semices be performed Off site or On Site On site Off site CHOOSE A LOCATION 7 To ADD a new location to the dropdown list click here Locations for On Site services Location Name Address Ft Gordon Main Building Page of 1 10 e View 1 1 of 1 Figure 60 Location choices appear in the table If the location you need to choose is not in the dropdown box list then you may add a location to the list Click the CLICK HERE link just above the table The LOCATIONS FOR ON SITE SERVICES page will appear To add edit or delete a location click the appropriate choice at the bottom left of the table circled in Figure 61 Add Edit or Delete locations below To edit or delete an item you must click to highlight the item in the table before clicking Edit or Delete 38 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 LOCATIONS FOR ON SITE SERVICE Add Edit or Delete Locations Return to status of task Purchase of ultrasound scanning equipment in Locations for On Site services Location Name Address Afghanistan mult
7. Clicking the CONTINUE button will save the entered data and send the user to the next page where the remaining process steps are completed C GPC Process steps The GPC Actions Status page allows users with assigned actions to complete those actions and move the process to the next step It also provides a view of the current status of the GPC purchase The GPC purchase process steps include 1 Select Type equipment supplies or service for Super Card purchases select the appropriate BPA 2 Complete DA Form 3953 and continuation sheet if needed 3 Onor site or off site services with list of locations 4 Indicate if purchase includes safety issues or hazardous materials 30 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 5 Indicate if installation is required 6 Choose the preferred vendor 7 Upload attachments such as vendor quotes Statement of Work or justification documents as required by the type of GPC purchase 8 Route the GPC purchase for review and approval a The initiator routes to the Division or Branch Chief DC BC b The DC BC routes to the Approval Divisions ADs c The ADs route to the GPC Approval Official d The GPC Approval Official routes to the Budget Analyst BA e The BA routes to Logistics LOG Chief f LOG routes to the GPC Card Holder or Super Card holder g G
8. FIg Ure SO OMRIMe Torn BIOCKS TA T8 nuren E NE A T 33 FReureSra The Edit tens pige sironrune e a EE 34 a e oieee EEE E E E sn i an Re A A E E E E ne meen 34 Figure 53 The items list populates form Blocks 14 18 ee ecccccssecccesececeeseeeeeeceeeeeceseeeeeeees 35 5 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Figure 54 Excess items populate a supplemental FON csscccsssececessceceeseceeeeceeenecesseeeeeeees 35 Figure 55 The initiator digital signature FUNCTION ccccesecccesseceeesececeececeeseeeeeueceseeecesseeeessees 35 FIZUre 56 Thedigitalsienature WINGO Wevesececiiskct saccesenseasas EE OT paces 36 Figure 57 A vendor who does not accept either the GPC or PayPal ccccccssecceeseeeeeeeeeeeees 37 Figure 58 Choosing on site Or off site SCIVICES v 07 cccessavroudinad user N A O aA 37 Figure 59 CHOOSE aNcON SILe OCATION sorrisi Eni eE E EAE EE EO E TRT 38 Figure 60 Location choices appear in the table ssssssesseessseesssersserrssresssrrsssrreserreseesssrerssereses 38 Figure 61 Add Edit or Delete locations s nnoonnsounsounsosnsossesoseroserosenssenssenosnnsennsonnsonnvosnsosseeos 39 Figure 62 Adding anew location soosis aT A T Aa 39 Figure 63 Highlight a row before editing or deleting enseseesssensseensseesssersssersserr
9. the rejecting user must enter a comment explaining the rejection If rejected Scout will automate notification email to one or more users depending on the 49 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 business rules to inform them of the rejection The rejection information will appear in the REJECTION STATUS portion of the page outlined in red on the page as shown in Figure 82 The Rejection Status The Figure shows the date of the rejection and who rejected it as well as their role In the Figure the rejection was made by the Budget Analyst The Comment explains why the rejection was made The users who receive the notification of rejection may respond by uploading an attachment optional or entering text in the comment area a comment is required When the issue is resolved the user may re route the PR to the person who rejected it by clicking the RE ROUTE TO button REJECTION STATUS 11 78 2012 4 03 00 PM PR was rejected by Theresa Tameris Role Budget Analyst Comment need additio vendor s quote related to item number six It does not appear to be related to the purchase Enter a comment to explain your resolution of the rejection You may also upload attachments as part of the Oru E UGE EC Optional Re route to Role Budget Analyst Theresa Tameris Figure 82 The Rejection Sta
10. D 33 3 0 25 bracket holders Part 33 44 3 50 67 dd Edit g Delete Figure 52 The items table The items will now appear in the on line form with the first three 3 items populating form Blocks 14 18 34 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 18 ESTIMATED ITEM e OF SUPPLY OR SERVICES UNIT PRICE TOTAL COST Edit items list a b 1 foar Panel frames Lot22 Model 6627 122 65 1 471 80 pee Le ee Figure 53 The items list populates form Blocks 14 18 The remaining items in excess of three will populate a supplemental form which resides on the page just below the on line form and may be printed separately This supplemental form allows an unlimited number of items to be added to the purchase Print Supplement SUPPLEMENT PAGE ITEMS TO BE PURCHASED 14 15 16 18 ESTIMATED DESCRIPTION OF SUPPLY OR SERVICES QUANTITY UNT PRICE TOTAL COST 4 frame brackets frame brackets part D 33 sss D 33 Figure 54 Excess items populate a supplemental form The Initiator is also responsible for completing Blocks 27 30 including signing Block 28 The Scout on line form allows digital signatures based on the user s CAC card information The Initiator clicks the CLICK TO SIGN button and digitally signs the document This action automatically completes all of the data in Blocks 27 30
11. GE eE Optional Figure 32 The BC DC approves or rejects the proposed PR After the BC DC approves the PR the page will offer the next action for the BC DC The BC DC will be presented with routing buttons that will email those approval division selected by the Scout system based on routing rules If there are not approval divisions pre selected or if the BC DC wishes to add additional approval divisions he she may check the checkboxes next to the approval divisions they wish to add When the boxes are checked the email buttons will appear for those divisions If the BC DC does not wish to add any approval divisions and none have been pre selected by the Scout system then the BC DC has the option to forward to PR directly to the Budget Analyst skipping the Approval Divisions step The BC DC must click each individual email button for each Approval Division DVISON BRANCH CHIEF ACTIONS Enter a comment to explain your approval or rejection Forward to Approval Divisions ok Approve If you approve next step is to notify Approval Divisions E Reject If you reject a notification email will be sent to the PR initiator WR CEsGimiicm Optional STATUS The BC has approved this PR BC Comment ok Only the Division or Branch Chief has permission to require PR Approval from additional Divisions Check one or more of the boxes below to add Approval Divisions ADD A DIVISION TO THE APPROVAL LIST Clim CQM All Approval Divisions have comp
12. GPC Approval Official allowing the final Approval Division official to route the PR to the GPC Approval Official Approval Divisions Actions The Safety Officer must approve and may upload supporting documents The Engineering Chief must approve and may upload supporting documents We CEseaiem Optional STATUS The Safety Officer approved this PR How 16 2012 2 33PM Comment Safety Officer Approves Engineering Chief Enter a comment to explain your approval or rejection The EN approves Approve When all approving divisions approve next step is to notify Budget Analyst E Reject If you reject a notification email will be sent to the Branch or Division Chief STATUS The Engineering Chief approved this PR How 16 2012 2 40PM Comment The EN approves All Approval Divisions have completed ECCA GPC Approval Official BROWN JIRAPHAN Figure 77 The final Approving Division official routes to the GPC Approval Official J GPC Approval Official routes to Budget Analyst The GPC Approval Official must sign Block 35 of the on line version of Form DA3953 A warning will appear if the signature block has not been completed Figure 78 The GPC Approval Official approves or rejects the PR The GPC Approval Official may approve or reject the PR If the PR is rejected the official must enter a comment explaining the rejection and a notification email will be automatically sent to the Initiator BC DC and the Approval Divisions re
13. OCO Figure 25 Choose Funds Type p Choose a fiscal year The initiator must choose the fiscal year of funds from the dropdown list The list will always present the user with three choices The preceding fiscal year the current fiscal year and the next fiscal year Fiscal Year of Funds Figure 26 Choose the fiscal year of funds q Enter the total cost 21 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 The initiator should enter the total cost for the PR in the entry field The entry must be numbers only no commas or currency signs A decimal is allowed Total Cost 124669 67 Figure 27 Enter the total cost r Enter the previous contract number This field should be left blank unless the PR is purchasing the EXACT SAME items as a previous contract When that is the case enter the contract number for the previous contract Previous Contract Number Type the contract number ONLY if the EXACT SAME ITEMS were previously purchased on a contract Figure 28 The previous contract number s Upload attachments This function allows users to upload file attachments required to support the PR A dropdown list allows the user to pre select the type of file that will be uploaded This list of support documents is shown in Figure 29 List of support documents to attach
14. You must enter a description to help others understand what the file is about MA is not an allowed description Click the EDIT DESCRIPTION button in the last column and enter a short description of the file Figure 69 Warning if Attachment Description is not completed To add a Description click the Edit Description link under the ACTIONS column of the table Type a description of the attachment in the popup dialogue that appears Click the SAVE button This will return the user to the File Attachment page and clicking the DONE button will return the user to the Actions Status page where the uploaded files will be listed in the table 42 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Enter Description Enter a description for this file Please limit your description to 100 characters This is a document describing the installation a plans for this purchase 7 Save Figure 70 Enter a Description for the attachment G Initiator routes to BC or DC If the Initiator has not completed the required Blocks in the on line version of form DA3953 there will be a warning in the routing section Figure 71 Initiator routes to BC or DC After the Initiator completes the required Blocks of DA3953 the warnings will disappear If the warnings do not disappear try refreshing the page The init
15. does not accept either the GPC or PayPal On Site or Off Site Service Before routing the PR the Initiator should complete the Additional Data section On site or off site services only apply to PRs with a type of Equipment and Services or Service Only or a Super Card purchase with a BPA that includes service This portion of the Scout form will be hidden when the type is not Equipment and Services Service Only or Super Card On site or Off site Service Will the services be performed Off site or On Site Service PRs Only On site Off site CHOOSE A LOCATION f To ADD a new location to the dropdown list click here Locations for On Site services Location Name Address Page of 1 No Locations found Figure 58 Choosing on site or off site services The default choice is on site services For on site services the initiator must indicate all locations where the on site services will be performed To choose an onsite location select a location from the dropdown menu CHOOSE A LOCATION Figure 59 Choose an on site location In the example shown there are three locations from which to choose Bldg 700 Main Building and Afghanistan 37 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Will the services be performed Off site or On Site On site Off site CHOOSE A LOCATION
16. items These items can pose a danger to indivdual health and to the environment Items identified by the Occupational Safety and Health Administration OSHA as agents that contain carcinogens cancer causing substances toxic agents corrosives explosive or flammable chemicals and unstable agents Figure 64 Indicate safety issues or hazardous materials Installation Requirements The initiator must check the checkbox if the purchase requires installation electric wiring water supply machinery or anything that is attached or fixed to the facilities Checking this box will cause the Scout system to include the Engineering Chief as a Reviewer Approver in the Approval Divisions routing section Installation required Installation Check the box if this PR includes installation Must be approved by Engineering Chief Any purchase that requires installation electric wiring water supply machinery attached or fixed to the facilities Figure 65 Indicate if installation is required 40 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Upload Attachments This function allows users to upload file attachments required to support the PR A dropdown list allows the user to pre select the type of file that will be uploaded This list of support documents is shown in Figure 66 List of support docume
17. not been completed Block 10 has not been completed Block 11 has not been completed Block 12 has not been completed Block 13 has not been completed Click a button to route to one of the following Eoseecheik iciaae Jaime Navarro to choose a different recipient for the Branch Chief notification email a PeeWee k taal Merritt Lincoln CLICK to choose a different recipient for the Division Chief notification email STATUS PR has not been routed Figure 71 Initiator routes to BC or DC Clicking the button will automate an email notification to the recipient Figure 72 a sample notification email The email contains a clickable link allowing the recipient to immediately access Scout and take action on the PR This will also change the status message in Scout to indicate that the PR has been routed to either the BC the DC or a chosen substitute Scout Dev MESSAGE lt ScoutDevl hpccom com gt Sent Mon 11 12 2012 5 Jaime Navarro SCOUT Subject Purchase of air handler and installation Task OIGO10606 THIS IS AN AUTOMATED EMAIL PLEASE DO NOT REPLY TO THIS EMAIL Response following rejection As part of the Purchase Request process you are requested to review and take action This task was forwarded to you by Helen Aaron Purchase Request Title Purchase of air handler and installation Purchasing Process ID O1G010606 12 Please click the link in this email to access SCOUT and review the purchase process st
18. scien cesrensnsatechan secdenasecesseneceepanenaeceen sande encnecencuseedoeanee aces 43 H BC or DC routes to the Approval DIVISIONS c ccsecccssscccesececesececaeececeeseceseaecesseecessenees 44 Approval Divisions route to the GPC Approval Official ccccccessccccssececesecereeseeeeenees 46 J GPC Approval Official routes to Budget Analyst cccccccssccccssececessceceesececeecesseecesaenees 47 Ke Budget Analyst routes tO LOSISTICS vaicsscecias iced caievawssasatesicetsaecsetasiend aitnesenialsddabeeurcaahene dais 48 i jboeistics routes to GPC Card HOIGGN ninn E denen 48 M GP C Card Holder ACTiON Scscnasrrirn i pn T 49 Ns S UpPErCard HOdErACHONS giaa a a aa a Na 49 V REGEM a PR AUrMErTOUUNE graei e eE E E E E 49 TABLE OF FIGURES Figure 1 SCOUT PR GPC Processing App located in left hand Menu ccccceeeceesseeceeeeeeeees 8 3 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Figure 2 PR GPC PROCESSING WIAKS eisai dacickct lol aceee kireeesagink Salatae sd ialua eed itacsaae ian deuanasedtabienateteks 9 Figure 3 Initiating the PR GPC process 5 iiasssccecacossnagesgudsgantaaiaides a a a 10 Figure 4 The menu for initiating a PR for Contracts cc ceccccssseccesececeeececeesceeeeeeeeeeeceseeeeeeees 10 Figure 5 The menu for initiating a Govern
19. 0 Gillem Main Building Ft Gordon SLL lc Ade y Edit Delete amp Page E 10 eer Sars Figure 12 Add Edit or Delete locations Clicking on the Add link will open the Add Dialogue window Figure 13 Adding a new location There are two input fields to fill in Location Name and Address Clicking the SUBMIT button will add the new location to the table LOCATIONS FOR ON SITE SERVICE Add Edit or Delete Locations Return to status of task Purchase of ultrasound scanning equipment including installat Add item x Location Name Denver Field Office i i Address 66 5 Platte Avenue Suite 234 Denver CO 80865 ul F Figure 13 Adding a new location To edit or delete an item highlight it by click the row This will highlight the row ina yellow color Figure 14 Highlight a row before editing or deleting Then click Edit or Delete You will receive a caution popup before you delete the entry so you may confirm your intention to delete When you have completed adding editing or deleting locations click the RETURN link to go back to the Action Status page where you may now select any new locations from the dropdown list 16 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 LOCATION
20. 22 Highlight a row before editing or deleting ccccesccccssececesececeeseeeeeeceeeeecesseeeeesees 20 Figure 23 Describe the items or pload aliStrssuireaisinisa ana a aa 20 Figure 24 Upload a list of items or an item description COCUMENL csecccesseceeeseceeeeseeeeees 21 PIP Une 25 gt CHOOSE Funds TYDE scsssnarseay te apeducdaceoanaisaitsdudacacecayinpeduvdnsanusaesateant atesasteareiaretaea ioe 21 Figure 26 Choose the TiSGall Year Of TUNAS inscannen iE 21 FENE AEAT Te O COS a eae eacaraanaaluneaacieaueeaneeanatemneceans 22 4 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Figure 28 The previous contract hUMbDber wisiesisedac atid daisies adhd dead abet 22 Figure 29 List Of support COCUMENTS TO ATTACH 2 0 eeecccssecccessecccesececeeececeeseeeseeceseuecessueeessees 22 Figure 30 nitialor routes to BC OF DG 1 nic cnacnsacrsecedamnasans ea nien E paevsatasaen amanda 23 Figure 31 4 Sample notification email esnerik aa A a 23 Figure 32 The BC DC approves or rejects the proposed PR seesesssssssssrrrrrereeeeeesssssssrrrrerrrrerrreeeeee 24 Figure 33 BC or DC routes to the Approval DIVISIONS ccccsssccccssececeececeesceceeueceeeeecessueeeeees 24 Figure 34 TNe Rejection Status eccrine a aa a 25 Figure 35 The Approval Divisions actions sssssesesrerssreossrresseres
21. C Approval Official approves or rejects the PR ceccccsssecceeseceeeeceeeeeeeeeees 47 Figure 79 The Budget Analyst approves or rejects the PR sssessssesssessseesssersssrroseereseesssresssereses 48 6 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Figure 80 Logistics approves Or rejects the PR ccccssecccsecccesseeceesececesceceeseeeseaeeeeegeceseeseeesees 48 Figure 3 1 GPC Card HOMer ACTIONS mierenia a a N a a a 49 Figure g2 The REJECUOM Stat US aena OE EAEE O E 50 Figure 83 The Status of a resolved rejection cccccccssecccesscccesccccesececeececeeeceseeecesenecesseneeseeas 50 7 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 SCOPE This document addresses the processes procedures and requirements for the COTS software SCOUT Purchase Request PR workflow and Government Purchase Card GPC purchasing workflow developed by HPC COM LLC BACKGROUND SCOUT PR and GPC workflow can automate tasks previously done manually or provide easier and faster accomplishment of tasks previously performed using older software thus enhancing productivity I ACCESSING SCOUT PR GPC PROCESSING SCOUT PR GPC workflows are embedded in the SCOUT Suspens
22. Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 USER S MANUAL SCOUT PURCHASE REQUEST PROCESS Contract number N A CDRL item number N A Prepared by AFFORDABLE SOLUTIONS HPC COM LLC A Woman owned Small Business 743 Goldhill Pl S 257 Woodland Park CO 80863 1101 Ph 800 795 1902 FAX 800 691 8226 Notification of Proprietary Information or Business Confidential Information This document includes data that will not be disclosed outside the Government and will not be duplicated used or disclosed in whole or in part for any purpose other than to support the designated activity If however this document is delivered as a required deliverable under a contract awarded to HPC COM LLC the Government will have the right to duplicate use or disclose these data to the extent provided in the referenced contract This restriction does not limit the Government s right to use the information contained in these data if they are obtained from another source without restriction All data contained within this document are subject to this restriction 1 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 TABLE OF CONTENTS SCOPE ceea OE E A A A E E 8 BACKOROUN Do aea E O A O E O N 8 ACCESSING SCOUT PR GPC PROCESSING c cscsecscscsssssssescscscsesecececscacavevsvevsvscsesececacac
23. Engineering Chief part of this process Figure 44 Select a GPC purchase type 31 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 If this is a Super Card purchase the page will present a dropdown menu with a list of Blanket Purchase Agreements BPA from which to choose Blanket Purchase Agreement BPA WM B365 92 0956 BPA for landscaping Super Card only Figure 45 Super Card BPA choices E Initiator completes form DA3953 Blocks 4 18 and 27 30 The Scout Purchasing application includes an on line version of DA 3953 Filling in the blank in the online form populates the underlying Scout database The official DA 3953 PDF may be compiled from that data by clicking the REFRESH FORM DA3953 button Figure 46 Creating the official PDF form DA3953 This will create a downloadable PDF containing any data already entered in the Scout online version Clicking the button without any data in the online form will produce a Form 3953 without any data The PDF DA3953 populated automatically with data from the online form below Last refresh Description 14 NOV 2012 14 40 DA3953 10611 Super Card purcase for track equipment for 524 999 00 To ensure the POF file form DA3953 contains the most recent data from Scout click the REFRESH FORM DA3953 button REFRESH FORM DA3953 Figure 46 Cr
24. NCLASSIFIED October 2012 LOCATIONS FOR ON SITE SERVICE Add Edit or Delete Locations Return to status of task Purchase of ultrasound scanning equipment 1 Locations for On Site services Location Name Address Afghanistan multiple Sites in Afghanistan Bldg 700 Gillem Denver Field Office 66 5 Platte Avenue Suite 234 Denver CO 60865 Main Building Ft Gordon Adc s Edit Delete amp 7 w liel View 1 4 of 4 Figure 63 Highlight a row before editing or deleting Safety Issues or Hazardous Materials The initiator must check the checkbox if the purchase raises any safety issues or contains hazardous materials This applies to anything that can cause harm to living things to include biological chemical or physical items These items can pose a danger to individual health and to the environment Items identified by the Occupational Safety and Health Administration OSHA as agents that contain carcinogens cancer causing substances toxic agents corrosives explosive or flammable chemicals and unstable agents Checking this box will cause the Scout system to include the Safety Officer as a Reviewer Approver in the Approval Divisions routing section Safety Issue or Hazardous Materials Safety or Hazardous Check the box if this PR includes a safety issue or hazardous materials Must be approved by Safety Officer This applies to anything that can cause har m to living things to include biological chemical or physical
25. PC initiates PayPal payment if Initiator cannot provide a vendor who accepts GPC h GPC returns to LOG and Initiator to create a Convenience Check if vendor cannot accept GPC or PayPal 9 The GPC purchase is tracked and monitored by the initiator and BA until completion and closure D Select Type The Initiator chooses the type equipment supplies or service by clicking one or more of the checkboxes The choices include Supplies and Equipment Furniture Information Technology IT Audio Visual AV and Fuel It is possible to click multiple boxes if applicable Select Type equipment supplies or Supplies and Equipment includes supplies and equipment EXCEPT for Information Technology IT or Audio Visual AV supplies and service equipment Check all that apply Furniture includes all laboratory and office furniture purchases Must be approved by Engineering Chief part of this process Information Technology IT includes computers cell phones Blackberry phones copiers printers fax machines and any equipment that connects to the network Internet or telephone lines Must be approved by IM part of this process Audio Visual AV includes equipment relevant to cameras VTCs recording playback and presentation of events that have audio visual aspects Must be approved by IM part of this process Fuel includes all types of fuel gasoline diesel propane nitrogen etc Must be approved by the Safety Officer and
26. S FOR ON SITE SERVICE Add Edit or Delete Locations Return to status of task Purchase of ultrasound scanning equipment 1 Locations for On Site services Location Name Address Afghanistan multiple Sites in Afghanistan Bldg 700 Gillem Denver Field Office 66 5 Platte Avenue Suite 234 Denver CO 60865 Main Building Ft Gordon Adc s Edit Delete age w x View 1 4 of 4 Figure 14 Highlight a row before editing or deleting h Indicate safety issues or hazardous materials The PR initiator must check the checkbox if the PR raises any safety issues or contains hazardous materials This applies to anything that can cause harm to living things to include biological chemical or physical items These items can pose a danger to individual health and to the environment Items identified by the Occupational Safety and Health Administration OSHA as agents that contain carcinogens cancer causing substances toxic agents corrosives explosive or flammable chemicals and unstable agents Checking this box will cause the Scout system to include the Safety Officer as a Reviewer Approver in the Approval Divisions routing section Safety Issue or Hazardous Materials Safety or Hazardous Check the box if this PR includes a safety issue or hazardous materials Must be approved by Safety Officer This applies to anything that can cause har m to living things to include biological chemical or physical items These items can p
27. addition the BA may sign and upload a funding statement by clicking the appropriate button Budget Analyst s Actions STATUS The PR was routed to the Budget Analyst Nov 14 2012 1 13PM a STN IER Le inde statene Pehle ECCE or other attachments Budget Analyst Enter a comment to explain your approval or rejection E Approve When approved next step is to notify Resource Manager RM E Reject If you reject a notification email will be sent to the Approval Divisions and the PR initiator Figure 37 The Budget Analyst actions After the BA completes her his actions a button will appear allowing the BA to route the PR to the RM Figure 38 The Budget Analyst routes to the RM 26 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 udget Analyst s Actions STATUS The PR was routed to the Budget Analyst Nov 14 2012 1 13PM nding statement COU CC RS Gicosie or other attachments Budget Analyst Enter a comment to explain your approval or rejection BA approves Approve When approved next step is to notify Resource Manager RM E Reject If you reject a notification email will be sent to the Approval Divisions an STATUS The Budget Analyst approved this PR How 14 2012 1 28PM Comment BA appro Notify the RM Ee RhCni NGUYEN LAM CLICK to choose a different recipient for the RM notification e
28. ae Whee rion list click here Bldg 700 Main Building Address Page of 1 10 iw No Locations found Figure 10 Choose an on site location When you make a choice that location will then appear in the table just below the dropdown box Will the services be performed Off site or On Site w On site O Off site To ADD a new location to the dropdown list click here Locations for On Site services Location Name Address Ft Gordon Main Building View 1 1 of 1 Figure 11 Location choices appear in the table If the location you need to choose is not in the dropdown box list then you may add a location to the list Click the CLICK HERE link just above the table The LOCATIONS FOR ON SITE SERVICES page will appear To add edit or delete a location click the appropriate choice at the bottom left of the table circled in Figure 12 Add Edit or Delete locations below To edit or delete an item you must click to highlight the item in the table before clicking Edit or Delete 15 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 LOCATIONS FOR ON SITE SERVICE Add Edit or Delete Locations Return to status of task Purchase of ultrasound scanning equipment in Locations for On Site services Location Name Address Afghanistan multiple Sites in Afghanistan Bldg 70
29. appear Figure 36 The final Approving Division official routes to the Budget Analyst allowing the final Approval Division official to route the PR to the Budget Analyst BA Approval Divisions Actions The Engineering Chief must approve and may upload supporting documents GEREN Optional Engineering Chief Enter a comment to explain your approval or rejection Approved by EN Approve When all approving divisions approve next step is to notify Budget Analyst E Reject If you reject a notification email will be sent to the Branch or Division Chief STATUS The Engineering Chief approved this PR How 14 2012 1 09PM Comment Approved by EN All Approval Divisions have completed Forward to Budget Theresa Tameris CLICK to choose a different recipient for the BA notification email Figure 36 The final Approving Division official routes to the Budget Analyst 4 BAroutes to RM The Budget Analyst BA will receive an automatic notification email from the Scout system When the BA clicks the link in the email she he will be taken to the Scout website and to the Actions Status page for that PR The BA has the ability to approve or reject the PR and must enter a comment before taking either of those actions If the BA rejects the PR the system will automate a notification email to the Approval Division officials and the PR Initiator rejection response is explained in Section V Rejecting a PR during routing In
30. asavevene 8 Il PRA GPE WORKFLOW MENU neuiuterrenu nnn Tae aneiuiesi bet sweet ont neewnsd diac adt 9 a PR GPC workflow Home link cccccececccccesccccsscccccsscecccceccenececenececcceceeenecesenesecsenesenens 9 bs PR GPE processing NOW TAK ivi Zeicncticcactsetcnienimssasalikaceisnecectactaed ERTE 9 1 Initiating a PR GPC Workflow process sssesssseseeeeeccccccccceeeeeeeeueeeeeeeseseeeeeceecesseeess 10 c PR GPC workflow processing My Actions link csssessssseeeseccecccscesseesseeeeeeeeeseseeeess 12 1 Assigned TO TaD casa sacicinct cc eattandcudecadeenWoncencheees en eed ad ea Nes cee eae 12 2 sNOtIFY CODY TG RECIDIGIME Ta Doe a A tadeanes Matanietinsiee Miceaast 12 3 Creed By CAD oe E meas tee eee as 12 4 Completed ta Derniers a a E EE AETA 12 2 COS daan ter Nee ee en Ee nr eT Ra ne money eRe ee 13 d JPR GPG REPOS MENG INK morimori aa 13 e PR GPC User Guide menu link oossnssnenssensssensssenssernsserssserssrensseresserseserssreeoserosseresreresreene 13 Mi PRAWORKFLOWACTHONS STATUS cromia E stance 13 e GG TE e A E eee eee rates 14 g Chooseon siteorotf site Services couissi EN EN AEE 14 h Indicate safety issues orhazardous materiali neccessari EE E 17 i Indicateinstallati onreguiremeNt Sesia E ENA a 17 j Indicate Contract Manpower Equivalents CMEs Or Man HOUrS sessssssseesssseressrrrresseee 18 k ZGHOOSE aii ACQUISITION Typera ea E E 18 lc PETIOGlOr P
31. ations or agencies Clicking this tab will filter the data in the table to show only those users who are being informed of the PR GPC but who have no actions to take 3 Created By tab Clicking this tab will filter the data in the table to show only the processes for the PR GPC initiator The PR GPC initiator may use this tab to link to the status page that shows the current status of the processing of his her PRs Completed tab Clicking this tab will filter the data in the table to show those actions that have been completed by those users who must review or act upon the PR GPC initiator s process 12 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 5 Closed tab Clicking this tab will display a link to the status of a process that has been closed usually because the PR GPC process has been completed The ability to close a PR GPC process is limited to certain users and these permissions are dictated by PR GPC process workflow and rules and may be modified to fit the needs of the organization d PR GPC Reports menu link The Reports menu link takes the user to a reports page containing reports specific to the PR GPC workflow process e PR GPC User Guide menu link The final menu link is a hyperlink to the User Guide this document which resides in the SCOUT Learning Center website accessi
32. atus DO NOT REPLY to this automated email All of the information you need to take action is available on the SCOUT website Please click on the following link http localhost 2151 GPC Status 10606 uid gcloWNBdHAWn9DDbs3dU4epmhuhkO0alPg usApYuCEQci6gkKyPrgh6Mk2sPTOc Figure 72 a sample notification email H BC or DC routes to the Approval Divisions If the BC DC has not completed required Blocks of the on line version of DA3953 there will be a warning in the routing section Figure 75 BC or DC routes to the Approval Divisions After the BC DC completes the required Blocks of DA3953 the warnings will disappear If the warnings do not disappear try refreshing the page 44 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 The BC DC is responsible for completing Blocks 31 33 including signing Block 32 The Scout on line form allows digital signatures based on the user s CAC card information The BC DC clicks the CLICK TO SIGN button and digitally signs the document This action automatically completes all of the data in Blocks 31 33 31 TYPED NAME AND GRADE OF SUPPLY 32 SIGNATURE 33 DATE OFFICER Digitally signed by Navarro Jaime 0099886654 2012 11 15 Air Jaime Navarro Figure 73 The BC DC digital signature function Clicking the CLICK TO SIGN button opens the signature dialogue wind
33. ble via the Internet lll PR WORKFLOW ACTIONS STATUS The PR Actions Status page allows users with assigned actions to complete those actions and move the process to the next step It also provides a view of the current status of the PR The PR process steps include 1 Select Type equipment supplies or service 2 Onor site or off site services with list of locations 3 Indicate if purchase includes safety issues or hazardous materials 4 Indicate if installation is required 5 Indicate the number of Contract Manpower Equivalents CMEs or man hours 6 Choose an acquisition type delivery 7 Period of Performance POP including annual days and option years 8 Choose the preferred vendor 9 Briefly describe the items to be purchased or upload a list of items 10 Choose a funds type 11 Choose the fiscal year of funds 12 Indicate the total cost for this PR 13 If the exact same items were purchased under a previous contract enter that contract number 14 Upload attachments such as vendor quotes Statement of Work or justification documents as required by the type of PR 15 Route the PR for review and approval 13 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 a The initiator routes to the Division or Branch Chief DC BC b The DC BC routes to the Approval Divisions ADs c T
34. e Tracker application asa module add on From the default app TASK MGMT PR GPC Processing may be accessed from the SCOUT Suspense Tracker left hand Apps menu See Figure 1 in the same manner as other module add ons United States Army C Purchasing About New Reports User Guide Apps Task Mgmt 2 Visit Requests 0 HR Awards 0 MIPR 1 Quality 0 80 Day Hire 0 Promotion 0 Separation 0 Retirement 1 DA Purchasing 6 After Hours Search Figure 1 SCOUT PR GPC Processing App located in left hand menu 8 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Il PR GPC WORKFLOW MENU After clicking on the SCOUT Purchasing App link on the home page you will see links at the top of the menu column left side of page An orange colored arrow will indicate which menu item is currently activated If anumber in parenthesis appears after the menu item that number indicates the total open active PR GPC tasks for the logged in user The menu items include 1 About 2 New 3 My Actions 4 Reports 5 User Guide Purchasing About New Reports User Guide Figure 2 PR GPC Processing Links a PR GPC workflow Home link The first link entitled About opens a page that describes the current workflow for PR GPC Processing The workflow may be modified
35. eating the official PDF form DA3953 Each time the Refresh button is clicked the PDF will be re created adding any data from the on line version The PDF will be named using the Scout generated task number In the example in the table above the generated PDF is named DA3953 10611 pdf Clicking that name will download a copy of the PDF The GPC initiator begins to complete the form by completing Blocks 4 18 of the Scout on line version of the form Block 4 for example is a dropdown list of Contracting Offices If the Office is not shown in the list a link just below the dropdown box leads to a page where the list can be edited Block 9 is a date entry block Clicking inside the input will open a calendar allowing the user to choose a date 32 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 PURCHASE REQUEST AND COMMITMENT 1 PURCHASE INSTRUMENT NO 2 REQUISITION NO 3 DATE PAGE es or 0 For use of thts form see OFAS IN 37 1 the proponent agency ts ASA FM amp C 4 TO CHOOSE A CONTRACTING OFFICE x To ADD a new contracting office to the list or EDIT or DELETE an office dick here 7 PURCHASED FOR Figure 47 On line form Blocks 4 9 Throughout the form there are question mark icons which when clicked will provide an explanation of the data requirements for that field In the exa
36. eck Training does not exceed 325 000 Figure 5 The menu for initiating a Government Purchase Card GPC process The next step in the initiation process is a reference number entry which is optional Figure 6 The optional reference number This entry may be used to enter a number that refers to another system or a document number or any number that may be related to the Purchasing process There are reports in Scout that will allow searching for specific reference numbers Government Purchasing Purchase Requisition for Contacts or Government Purchase Card GPC Workflow CHOOSE APR FOR CONTRACTS or CHOOSE A GPC PURCHASE TYPE OPTIONAL You may enter a reference number that refers to another system s number Scout will create it s own unique number for this PR Give this Purchase Request a descriptive tite Keep it short but descriptive enough to distinguish it from other Purchase Request projects For example Purchasing office furniture for Security Offices or Hew laptop computers for Safety Inspectors Enter a tite and click the CONTINUE button C PR Title mpat fomm hmited to 255 characters 255 remaining E3 CONTINUE Figure 6 The optional reference number The next step in the initiation process is a Title for the PR GPC Keep it short but descriptive enough to distinguish it from other PR GPC projects For example Purchasing office furniture for Security Offices or New laptop computers
37. ect If you reject a notification email will be sent to the Initiator Approval Di Figure 80 Logistics approves or rejects the PR When Logistics approves a button will appear allowing Logistics to route the PR If this is a GPC process the button will route to the GPC Card Holder If this is a Super Card process the button will route to the Super Card Holder 48 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 M GPC Card Holder Actions The GPC Card Holder may have different action options depending on the vendor s acceptance of the GPC Card If the vendor accepts the card the Card Holder Reviews the PR and purchase items and proceeds with the purchase If the vendor does not accept the GPC but does accept PayPal then that information will be available to the Card holder based on the vendor data The initiator will have already been instructed by the Scout system to upload documents that verify the status of the vendor s acceptance of either GPC or PayPal If the vendor does not accept GPC and does not accept PayPal the initiator will have been instructed by the Scout system to change the process to a convenience check process The GPC Card Holder will be responsible for forwarding the PR to Logistics and the Initiator to take action on issuing a convenience check Figure 81 GPC Card Holder Actions il
38. endor does not accept the GPC credit card the Initiator must attempt a search for an alternate vendor who does accept GPC If an alternate vendor cannot be found the Initiator must explain the search conducted and justify the use of PayPal as an alternative payment method If the vendor does not accept GPC or PayPal the Initiator must explain the attempt to find an alternate vendor and justify the use of the Convenience Check as an alternative payment method These choices will modify the routing and approval process with the Scout application Figure 57 A vendor who does not accept either the GPC or PayPal is an example of the page display in the case of a vendor who does not accept GPC or PayPal Changing the process Arrow one in the Figure indicates Scout s Notice of the vendor s GPC acceptance status The Notice contains a link which when clicked will change the process from a GPC process to a Convenience Check process If the Notice indicated that the vendor did not accept the GPC but DOES accept PayPal then the link would change the process from a GPC process to a PayPal process Explain the change Arrow two points to the file attachments area The attachment s should explain the search conducted for an alternate vendor and justify the use of PayPal or Convenience Checks as an alternative payment method Change to an alternate vendor Arrow three points to an explanation addressing a change in vendor assuming an alternate vendo
39. ent Mon 11 12 2012 5 Jaime Navarro SCOUT Subject Purchase of air handler and installation Task OIGO10606 THIS IS AN AUTOMATED EMAIL PLEASE DO NOT REPLY TO THIS EMAIL Response following rejection As part of the Purchase Request process you are requested to review and take action This task was forwarded to you by Helen Aaron Purchase Request Title Purchase of air handler and installation Purchasing Process ID O1IG010606 12 Please click the link in this email to access SCOUT and review the purchase process status DO NOT REPLY to this automated email All of the information you need to take action is available on the SCOUT website Please click on the following link http localhost 2151 GPC Status 10606 uid gcloWNBdHAWn9DDbs3dU4epmhuhkO0alPg usApYuCEQci6gkKyPrgh6Mk2sPTOc Figure 31 a sample notification email 23 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 2 BCor DC routes to Approval Divisions The BC or DC may approve or reject the PR The BC DC may also choose to upload file attachments optional DIVISION BRANCH CHIEF ACTIONS Enter a comment to explain your approval or rejection Forward to Approval Divisions E Approve If you approve next step is to notify Approval Divisions E Reject If you reject a notification email will be sent to the PR initiator WM
40. erformance POP hasaa e a a ears deed 18 Ms CHO ethe perereca Vend O ictetaccoaetiecnticachccaataesianccentapaoaee catia eh eaua tac anucteteeaoisenaeticnataeeen 18 fi ACHOGSE TNE Pele red Vendo cise siascce ices A atevemie edna tia netemsatersiceaeemawenne 20 2 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Ox Choose a Funds TYDE ccs tects cee eh a tates ac uaa aoe ea ene eateeeee 21 D GHOSE scal yedi ernaia a T a ame tacsacasuaus N T 21 de Eater TING GO CaCO S aena EA E EE OTA 21 re Entertheprevious contract NUMIDEN srisssniorenisas ninaa A a 22 s Uploadata CMC US eraa O TT T 22 t ROUNE MEPR oronro ine a E E O E E TE E E E OTO 23 u Tracking GFEBS activities and the Contract Status eesesssssessreserrssrresrererrserrsrrrerrrereeses 28 ve Deleting OF ClOSING a PR asmin a aa a ened a a a inestemeeeas 28 IM GPCWORKFLOWACTHONS STATUS misein O A OO 28 Bs initiating a GPC purchase coicmaraiuanienni anien a N aes 28 Ce GPCProcesSS Ste ani a tyucr anes obeaes ueccauiencunien Sacpaw enue can uae au etenanaetracaass 30 De 2 DONG te oia E R E E IA 31 E Initiator completes form DA3953 Blocks 4 18 and 27 30 sesseseesssensseersseersseesssresserrese 32 F Initiator completes the Additional Data section sesssseesseeesseesssersssrresrersseeessrerserreses 36 Gy ADitiator routes to BC Ol DG virco se
41. eseesssresssereses 40 Figure 64 Indicate safety issues or hazardous Materials ccscccsssecccsececesscccceseceeeseceseeeeeeeees 40 Figure 65 Indicate if installation is required ss sssessesessersssresssrrsssrrssrerssreessrroserreseessseerssereses 40 Figure 66 List of support documents to attach essssssssesseesssresssrreserrssrerssrerssrreserreseersseerssereses 41 Figure 67 Uploading miscellaneous docUMentS sseseeseessseesssereseressrerssersssrresrrreseerssrerssereses 41 Figure 68 Uploading an attachMent reseso a a 42 Figure 69 Warning if Attachment Description is not COMPIEtE ceecccessecceeseeeeeeeeeeeeeeeeeees 42 Figure 70 Entera Description TOF the attacnimen Csareiestssarctieecictynccscalseansceabndeanchinntncieacaueeandss 43 Figure 71s Initiator routes to BC r DG eenia A E RE 44 Figure 72 a sample notification Gta aisscieseaeciciastedeaeeritavaihedai a 44 Figure 73 The BC DC digital signature function esssssssssssesessssssrrrrrrrrtrrrerrrrenssssssssrrerrrrrrrrreeeee 45 Figure 74 The BC DC approves or rejects the proposed PR esssssssssrrrrrereeeeeeessssserrrrerrrrrrereeeeee 45 Figure 75 BC or DC routes to the Approval DIVISIONS ccccsssecccesececeececeescecceeceeeeeceseueeeeees 46 Figure 76 THNeADPrOvVal DIVISIONS aCHON Sonaro arr a T E 46 Figure 77 The final Approving Division official routes to the GPC Approval Official 47 Figure 78 The GP
42. et is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 6 Legal routes back to BA and Initiator If the PR is Equipment and Service or Service Only Legal will receive an automatic notification email from the Scout system When Legal clicks the link in the email she he will be taken to the Scout website and to the Actions Status page for that PR Legal has the ability to approve or reject the PR and must enter a comment before taking either of those actions If Legal rejects the PR the Scout system will automate an email notification to RM BA and Initiator rejection response is explained in Section V Rejecting a PR during routing In addition Legal may upload a legal review or other attachments by clicking the appropriate button u Tracking GFEBS activities and the Contract Status The Scout system allows the tracking of GFEBS activities The date the GFEBS PR was created may be entered into the system along with the GFEBS reference number In addition this section allows uploading supporting documents such as approved contracts The End Date of the approved contract s Period of Performance must be entered to activate the automatic reminders of upcoming contract renewals or expirations GFEBS activities GFEBS PR created Click cursor inside box to access popup calendar GFEBS reference number optional Upload supporting documents including approved contrac
43. for Safety Inspectors 11 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Clicking the CONTINUE button will save the entered data and send the user to the next page where the remaining process steps are completed The workflow process steps are different for a PR than for a GPC purchase Section III of this document describes the PR process Section IV of this document describes the GPC process c PR GPC workflow processing My Actions link The third link entitled My Actions opens an actions capability with a table containing clickable links to the various actions The table contains tabs that filter the displayed action data Assigned To 0 Copy Only 0 Created By 6 Completed 0 Viewing status of Purchasing process for USACIDC X 12 1461 i i a Purchase of repair service for analyzer equipment 12 1437 fa ABS system 12 1436 au Jack Test System 12 1432 1 Buying some Service Only Page of 1 View 1 4 of 4 Figure 7 The My Actions table bod Assigned To tab Clicking this tab will filter the data in the table to show only those actions required by those users who must review or act upon the PR GPC initiator s retirement process 2 Notify Copy To Recipient tab The second tab may be named Notify Copy To or Recipient the tab name is customized for different organiz
44. g or deleting vendors click the RETURN link to go back to the Action Status page where you may now select any new vendors from the dropdown list VENDORS Add Edit or Delete Vendors Return to status of task Purchase of ultrasound scanning equipment including installation and training Vendors Vendor Addressi ih i OC Accept GPC 3Di Lost in the woods Atlanta John Doe john doe us army mil Yes ABI 111 adc New York N Cooper anthony g cooper us army Yes Marvel Testers 100 main street Atlanta James Smith jsmith hpccom com Yes Tester 111111 N nine st Nine Az nine beta tester suspensetracke Yes Ultrasound Systems Inc 6689 5 Canal Street New Orleans LA Marcel DeLavant m d lavant suspensetracke Yes Add Edit g Delete gi F Figure 22 Highlight a row before editing or deleting n Choose the preferred vendor The initiator should complete the input box labeled Item Description or upload a list of items using the upload file attachments button Figure 23 Describe the items or upload a list The initiator may also include a note about the upload document in the items description input box optional ltem description The list of items is attached as an Excel spreadsheet named Ultrasound list of items Description input form timited to 450 characters 450 remaining Type a brief description of the items to be purchased or use the upload button to upload a document with a list of items OGGE CEEA Click to upload an ite
45. he ADs route to the Budget Analyst BA d The BA routes to Resource Management RM e RM routes to Legal if the PR is Service Only or Equipment and Service f After all approvals the PR routes back to the initiator and BA 16 GFEBS data is entered 17 The PR is tracked and monitored by the initiator and BA until completion and closure f Select Type The Initiator chooses the type equipment supplies or service by clicking one or more of the checkboxes The choices include Supplies and Equipment Furniture Information Technology IT Audio Visual AV and Fuel It is possible to click multiple boxes if applicable Select Type equipment supplies or v Supplies and Equipment includes supplies and equipment EXCEPT for Information Technology IT or Audio Visual AV supplies and service Check all that apply equipment Furniture includes all laboratory and office furniture purchases Must be approved by Engineering Chief part of this process Information Technology IT includes computers cell phones Blackberry phones copiers printers fax machines and any equipment that connects to the network Internet or telephone lines Must be approved by IM part of this process Audio Visual AV includes equipment relevant to cameras VTCs recording playback and presentation of events that have audio visual aspects Must be approved by IM part of this process Fuel includes all types of fuel gasoline diesel propa
46. iator routes the PR for review and approval to either the Branch Chief BC or the Division Chief DC by clicking the appropriate email button shown as green buttons in Figure 71 Initiator routes to BC or DC below The name of the BC and DC is drawn from the Process POCs database in Scout If this information is incorrect or out of date the local organization s Scout administrator can correct it in the administration module in Scout The user may need to change the routing to someone other than the BC or DC perhaps because they are unavailable or have been temporarily replaced by a substitute In this case beneath the email button there is a CLICK button that allows the user to choose someone else to substitute for the BC or DC Once another name has been chosen the email button will change to reflect the new name The user may then click to button to begin the routing process 43 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 INITIATOR S ACTIONS VV WARNING Scout has detected some Blocks of form DA3953 have not been complete Complete Blocks 4 18 and have completed all required Blocks in the form sign Block 28 Block 4 has not been completed Then forward to BC or DC Block 5 has not been completed Block 6 has not been completed Block 7 has not been completed Block 6 has not been completed Block 9 has
47. ief has need added to the Approval Divisio Engineering Chief This PR includes furniture or the Engineering Chief has need added to the Approval Division Engineerng Chief Figure 75 BC or DC routes to the Approval Divisions I Approval Divisions route to the GPC Approval Official The Approval Divisions officials may approve or reject the PR If the PR is rejected the official must enter a comment explaining the rejection and a notification email will be automatically sent to the BC DC rejection response is explained in Section V Rejecting a PR during routing The official may also choose to upload file attachments optional Approval Divisions Actions The Safety Officer must approve and may upload supporting documents The Engineering Chief must approve and may upload supporting documents ORUA IGE Ge Optional Safety Officer Enter a comment to explain your approval or rejection E Approve When all approving divisions approve next step is to notify Budget Analyst E Reject If you reject a notification email will be sent to the Branch or Division Chief Figure 76 The Approval Divisions actions 46 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 When the final Approval Division approves a button will appear Figure 77 The final Approving Division official routes to the
48. io vendor s quote related to item number six It does not appear to be related to the purchase Enter a comment to explain your resolution of the rejection You may also upload attachments as part of the WR G C Optional Re route to Role Budget Analyst Theresa Tameris Figure 34 The Rejection Status 3 Approval Divisions route to the BA The Approval Divisions officials may approve or reject the PR If the PR is rejected the official must enter a comment explaining the rejection and a notification email will be automatically sent to the BC DC rejection response is explained in Section V Rejecting a PR during routing The official may also choose to upload file attachments optional Approval Divisions Actions The Safety Officer must approve and may upload supporting documents The Engineering Chief must approve and may upload supporting documents GEURIGE Ge Optional Safety Officer Enter a comment to explain your approval or rejection E Approve When all approving divisions approve next step is to notify Budget Analyst E Reject If you reject a notification email will be sent to the Branch or Division Chief Figure 35 The Approval Divisions actions 25 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 When the final Approval Division approves a button will
49. iple Sites in Afghanistan Bldg 700 Gillem Main Building Ft Gordon SLL lc Ade y Edit Delete amp Page E 10 eer Sars Figure 61 Add Edit or Delete locations Clicking on the Add link will open the Add Dialogue window Figure 62 Adding a new location There are two input fields to fill in Location Name and Address Clicking the SUBMIT button will add the new location to the table LOCATIONS FOR ON SITE SERVICE Add Edit or Delete Locations Return to status of task Purchase of ultrasound scanning equipment including installat Add item x Location Name Denver Field Office i i Address 66 5 Platte Avenue Suite 234 Denver CO 80865 ul F Figure 62 Adding a new location To edit or delete an item highlight it by click the row This will highlight the row in a yellow color Figure 63 Highlight a row before editing or deleting Then click Edit or Delete You will receive a caution popup before you delete the entry so you may confirm your intention to delete When you have completed adding editing or deleting locations click the RETURN link to go back to the Action Status page where you may now select any new locations from the dropdown list 39 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 U
50. jection response is explained in Section V Rejecting a PR during routing The official may also choose to upload file attachments optional GPC Approval Official s Actions Complete Block 34 36 to include signing block 35 WJ WARNING Block 35 has not been signed STATUS The PR was routed to the GPC Approval Official How 16 2012 3 00PM MGR em e optional GPC Approval Official Enter a comment to explain your approval or rejection _ E Approve When approved next step is to notify the Budget Analyst if an Equipme notify Budget Analyst and PR Initiator E Reject If you reject a notification email will be sent to the Budget Analyst and th Figure 78 The GPC Approval Official approves or rejects the PR When the GPC Approval Official approves a button will appear allowing the GPC Approval Official to route the PR to the Budget Analyst 47 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 K Budget Analyst routes to Logistics The Budget Analyst completes Block 19 Accounting Classification and Amount and must sign Block 21 of the on line version of Form DA3953 A warning will appear if the signature block has not been completed Figure 79 The Budget Analyst approves or rejects the PR The Budget Analyst may approve or reject the PR If the PR is rejected the Budget Analyst must enter a comment exp
51. laining the rejection and a notification email will be automatically sent to the Initiator BC DC and the Approval Divisions rejection response is explained in Section V Rejecting a PR during routing The Budget Analyst may also choose to upload a Funding Statement or other file attachments optional Budget Analyst s Actions STATUS The PR was routed to the Budget Analyst Nov 16 2012 4 56PM RUC EG icosies or other attachments Budget Analyst Enter a comment to explain your approval or rejection E Approve When approved next step is to notify Resource Manager RM E Reject If you reject a notification email will be sent to thePR initiator the Appr Figure 79 The Budget Analyst approves or rejects the PR When the Budget Analyst approves a button will appear allowing the Budget Analyst to route the PR to Logistics L Logistics routes to GPC Card Holder Logistics reviews the PR and may approve or reject it If it is rejected Logistics must enter a comment explaining the rejection and a notification email will be automatically sent to the Initiator BC DC and the Approval Divisions rejection response is explained in Section V Rejecting a PR during routing Logistics Chief LOG Actions STATUS The PR was routed to Logistics Nov 19 2012 11 46AM WCE m mice optional Lopistics Enter a comment to explain your approval or rejection E Approve When approved next step is to notify the GPC Card Holder E Rej
52. leted THE FOLLOWING DIVISIONS MUST APPROVE This PR has a Safety issue or Hazardous Materials It must be approved by the Safety Officer This PR includes installation It must be approved by the Engineering Chief Ito Safety Officer Lester Bentley to Engineering Chief Ted Bozeman Figure 33 BC or DC routes to the Approval Divisions If the PR is rejected the BC DC must enter a comment explaining the rejection If rejected Scout will automate an email to the PR initiator to inform her him of the rejection The 24 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 rejection information will appear in the REJECTION STATUS portion of the page outlined in red on the page as shown in Figure 34 The Rejection Status The Figure shows the date of the rejection and who rejected it as well as their role In the Figure the rejection was made by the Budget Analyst The Comment explains why the reject was made The users who receive the notification of rejection may respond by uploading an attachment optional or entering text in the comment area a comment is required When the issue is resolved the user may re route the PR to the person who rejected it by clicking the RE ROUTE TO button REJECTION STATUS 11 78 7012 4 03 00 PM PR was rejected by Theresa Tameris Role Budget Analyst Comment need addit
53. lustrates such a case The Scout data indicates that the Initiator has uploaded documents that verify the vendor does not accept the GPC and does not accept PayPal The GPC Card Holder may enter comments may upload any additional documents and then may click the button to forward the PR to the Initiator and Logistics for convenience check actions PC Card Holder Actions STATUS The PR was routed to the GPC Card Holder Nov 19 2012 12 15PM The vendor data indicates that the vendor DOES NOT the GPC card and DOES NOT accept PayPal The Initiator of this PR has uploaded documents related to the search for an alternate vendor that accepts the GPC card and documents the results of that search Click the button below to return the PR to Logistics and Initiator for convenience check actions Fee echoes Initiator Scout Contractor and Logistics Michele Pavlik GPC Card Holder Enter a comment with information about purchase completion test of Card Holder comment You may also upload attachments GSR mee ices optional Figure 81 GPC Card Holder Actions N Super Card Holder Actions If the process has been set up by the Initiator as a Super Card purchase the Super Card Holder will have actions to take and will receive a notification email alerting to the actions from Logistics The Super Card Holder is responsible for reviewing the PR and making the purchase as stated in BPAs V Rejecting a PR during routing If the PR is rejected
54. mail Figure 38 The Budget Analyst routes to the RM 5 RM routes to Legal or back to BA and Initiator The Resource Manager RM will receive an automatic notification email from the Scout system When the RM clicks the link in the email she he will be taken to the Scout website and to the Actions Status page for that PR The RM has the ability to approve or reject the PR and must enter a comment before taking either of those actions If the RM rejects the PR the Scout system will automate an email notification to the BA and Initiator rejection response is explained in Section V Rejecting a PR during routing In addition the RM may sign and upload a funding statement by clicking the appropriate button Resource Management Actions STATUS The PR was routed to the RM Now 14 2012 1 33PM DA LS a Senet ore OCC ROC ECE or other attachments RM Enter a comment to explain your approval or rejection E Approve When approved next step is to notify Legal if an Equipment and Servic Analyst and PR Initiator E Reject If you reject a notification email will be sent to the Budget Analyst and ti Figure 39 The RM Approves or Rejects the PR After the RM completes her his actions a button will appear allowing the BA to route the PR If the PR is Equipment and Service or Service Only the button will route to Legal All other PRs will be routed back to the BA and Initiator 27 Use or disclosure of data contained on this she
55. ment Purchase Card GPC process ssscceeeeeee 11 Figure 6 Theoptonalrererence NUMMER sernir a ANE A O N 11 Feure 7 The MV ACTIONS tape innne a EE EAE E EAE EE EA EO E R E 12 Figure 8 Choosing the type equipment supplies or service sssssssssseesssersssrreserrsseersseesssrreses 14 Figure 9 Choosing on site or off site SErVICES ccccccssecccesececesecceeseceeeeececeeseeeseeceeeuecessueeteges 14 Figure tO Chooseanromn site IOC AUIOM oase A T OAR 15 Figure 11 Location choices appear in the table ssessssesseessseesssersssrrsseessseressrreserreseerssrerssereses 15 Figure 12 Add Edit or Delete locations essani T A T 16 Figure 13 AGGING anew lOCATION oresmeusnp a a EEE 16 Figure 14 Highlight a row before editing or deleting sesesesssensssenssresssersssersserrsseerssersssereses 17 Figure 15 Indicate safety issues or hazardous Materials ccscccsssecccsececeeseccceseceeeneceeeueeeeeees 17 Figure 16 Indicate if installation is required cccccceseccceseccceeseeceeececeuececeuseesseueceeenecessueeeeens 17 Figure 17 Contract Manpower Equivalents Or Man NoOurlrs cccccssecccessccceseceeeseeeeeeceseeeeeeeees 18 Figure 18 Complete Period of Performance iINfOrmatiOn cccccesecccssececeeseccceseceseeceeeeeeeesees 18 Figure 19 ChOOSEsd Vendor aonar EE 19 Figure 20 Add Edit Or Delete vendors ersinnen a a a a a 19 Heure Le AGING anew vendon cusanu a a N E 19 Figure
56. mple shown below the explanation indicates that Block 8 requires the Property Book Office and address Initiator cor Figure 48 Popup boxes explain the input blocks data requirements Blocks 10 13 are input boxes that allow entry of text Items 12 and 13 also have checkboxes which should be checked if appropriate for the purchase The supplies and services listed below cannot be secured through normal supply channels or other Army supply sources in the 10 NAME OF PERSON TO CALL FOR 11 TELEPHONE immediate vicinity and their procurement wil not violate existing regulations pertaining to local purchases for stock therefore ADDITIONAL INFORMATI ON NUMBER local procurement is necessary for the following reason Check appropriate box and complete item 12 LOCAL PURCHASES AUTHORIZED AS THE NORMAL MEANS 13 REQUISITIONING DISCLOSES NONAVAILABILITY OF FUND CERTIFICATION OF SUPPLY FOR THE FOREGOING BY ITEMS AND LOCAL PURCHASE IS AUTHORIZED BY 9 e supplies and services listed on this request are properly ij a chargeable to the following allotments the available balances of which are sufficient to cover the cost thereof and funds have been 7 v committed EMERGENCY SITUATION PRECLUDES USE OF REQUISITION CHANNELS FOR SECURING ITEM 19 ACCOUNTING CLASSIFICATION AND AMOUNT Figure 49 On line form Blocks 10 13 Blocks 14 18 are completed by clicking the EDIT ITEMS LIST button located inside Block 15 heading
57. ms description document Optional Figure 23 Describe the items or upload a list Clicking the Upload file attachments button will take the user to the file upload page Click the UPLOAD FILES button circled in the screen shot below to initiate the upload process A dialogue box will appear to allow you to choose a document to upload After uploading the document will be listed in the table Click the DONE button when you uploaded all of the 20 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 item description documents Figure 24 Upload a list of items or an item description document Upload files Viewing uploaded files Uploaded Uploaded By Description Actions List of items to be purchased 12 NOV 2012 16 21 ORG USACIDC WYA items description document from Ultrasound tet gt DONE Figure 24 Upload a list of items or an item description document Clicking the DONE button will return the user to the Actions Status page The uploaded file will be listed in the attachments files table on that page see Section N below o Choose a Funds Type The initiator must choose a funds type from the dropdown menu There are two choices Base Funds or Overseas Contingency Operations OCO CHOOSE TYPE CHOOSE A FUNDS TYPE Base Funds Type Funds Overseas Contingency Operations
58. ne nitrogen etc Must be approved by the Safety Officer and Engineering Chief part of this process Figure 8 Choosing the type equipment supplies or service g Choose on site or off site services On site or off site services only apply to PRs with a type of Equipment and Services or Service Only This portion of the Scout form will be hidden when the type is not Equipment and Services or Service Only On site or Off site Service Will the services be performed Off site or On Site Service PRs Only On site Off site CHOOSE A LOCATION To ADD a new location to the dropdown list click here Locations for On Site services Location Name Address Page of 1 No Locations found Figure 9 Choosing on site or off site services 14 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 The default choice is on site services For on site services the initiator must indicate all locations where the on site services will be performed To choose an onsite location select a location from the dropdown menu CHOOSE A LOCATION Figure 10 Choose an on site location In the example shown there are three locations from which to choose Bldg 700 Main Building and Afghanistan Will the services be performed Off site or On Site On site Off site CHOOSE A LOCATION pele s
59. nts to attach Choose a type of attachment from the dropdown list to add a file attachment CHOOSE A DOCUMENT TYPE CHOOSE A DOCUMENT TYPE Brand Name Justification lf needed CHESS documents IT purchase only ndependent Government Cost Estimate I SCE All purchases over 3750K Justification and Approval J amp A Statement If needed Justification Memo for 03 priority 03 priority PRs only Justification Memo for Modification Modifications only NEC Approval documents IT purchase only Performance Work Statement PWS Equipment and Service or Service only Quality Assurance Surveillance Plan QASP Equipment and Service or Service only SCAR Justification Memo Equipment and Service or Semice only Semice Contract Approval Request SCAR Equipment and Service or Service only statement of Objectives SOQ Equipment and Semice or Service only statement of Work SOVV Equipment and Semice or Service only Vendor quotes Including preferred vendor s Warranty Agreement If needed Figure 66 List of support documents to attach If the document you wish to attach is not in the list Choose the CLICK button to upload miscellaneous documents indicated by the arrow in Figure 67 Uploading miscellaneous documents Upload attachments CH Choose a type of attachment from the dropdown list to add a file attachment CHOOSE A DOCUMENT TYPE gt CLICK to upload miscellaneous documents not included in the dropdo
60. optional reference number This entry may be used to enter a number that refers to 29 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 another system or a document number or any number that may be related to the Purchasing process There are reports in Scout that will allow searching for specific reference numbers Government Purchasing Purchase Requisition for Contacts or Government Purchase Card GPC Workflow So _INITIATENEWPURCHASE REQUEST Choose CHOOSE A PR FOR CONTRACTS or por e CHOOSE A GPC PURCHASE TYPE a OPTIONAL You may enter a reference number that refers to another system s number Scout will Create it s own unique number for this PR Title for Give this Purchase Request a descriptive title Keep it short but descriptive enough to distinguish it Purchase from other Purchase Request projects For example Purchasing office furniture for Security Request Offices or New laptop computers for Safety Inspectors Enter a tite and click the CONTINUE button F CONTINUE Figure 43 The optional reference number The next step in the initiation process is a Title for the GPC purchase Keep it short but descriptive enough to distinguish it from other GPC projects For example Purchasing office furniture for Security Offices or New laptop computers for Safety Inspectors
61. ose a danger to indivdual health and to the environment Items identified by the Occupational Safety and Health Administration OSHA as agents that contain carcinogens cancer causing substances toxic agents corrosives explosive or flammable chemicals and unstable agents Figure 15 Indicate safety issues or hazardous materials i Indicate installation requirements The initiator must check the checkbox if the PR requires installation electric wiring water supply machinery or anything that is attached or fixed to the facilities Checking this box will cause the Scout system to include the Engineering Chief as a Reviewer Approver in the Approval Divisions routing section Installation required W Installation Check the box if this PR includes installation Must be approved by Engineering Chief Any purchase that requires installation electric wiring water supply machinery attached or fixed to the facilities Figure 16 Indicate if installation is required 17 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 j Indicate Contract Manpower Equivalents CMEs or Man Hours The PR initiator must fill in the blanks for either Contract Manpower Equivalents CMEs or man hours In the example shown the entry is 345 50 CMEs The CME entry allow numbers only decimals are OK
62. ow The user should examine the information carefully to ensure it is correct before click the CLICK HERE TO SIGN button Once the form has been signed by the BC DC the BC DC may indicate Approval or Rejection with comments of the PR and continue the routing of the Purchase request The BC or DC may approve or reject the PR If the PR is rejected the BC DC must enter a comment explaining the rejection If rejected Scout will automate an email to the PR initiator to inform her him of the rejection rejection response is explained in Section V Rejecting a PR during routing The BC DC may also choose to upload file attachments optional DIVISION BRANCH CHIEF ACTIONS VV WARNING Scout has detected some Blocks of form DA3953 have not been comp Complete Blocks 31 33 to include have completed all required Blocks in the form signing block 32 Block 32 has not been signed Then forward to Approval Divisions Enter a comment to explain your approval or rejection E Approve If you approve next step is to notify Approval Divisions E Reject If you reject a notification email will be sent to the PR initiator nuE GE Eea Optional Figure 74 The BC DC approves or rejects the proposed PR After the BC DC approves the PR the page will offer the next action for the BC DC The BC DC will be presented with routing buttons that will email those approval divisions selected by the Scout system based on routing rules If there are no approval divi
63. quipment including installation and training Vendors Vendor Address1 Accept GPC 3Di Lost in the woods Atlanta i John Doe john doe us army mil Yes ABI 111 adc New York Cooper anthony g cooper us army Yes Marvel Testers 100 main street Atlanta i James Smith jsmith hpeccom com Yes Beli H nine st Nine nine d Add s Edit g Delete if beta tester suspensetracke Yes View 1 4 af 4 Figure 20 Add Edit or Delete vendors Clicking on the Add link will open the Add Dialogue window Figure 21 Adding a new vendor There are eight input fields to fill in Clicking the SUBMIT button will add the new vendor to the table i Add item gt Vendor Required entry Addressi i City J State Required entry Required entry Required entry Zip Required entry i POC Required entry Email Accept GPC Yes Required entry Required entry Figure 21 Adding a new vendor 19 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 To edit or delete a vendor highlight it by click the row This will highlight the row in a yellow color Figure 22 Highlight a row before editing or deleting Then click Edit or Delete You will receive a caution popup before you delete the entry so you may confirm your intention to delete When you have completed adding editin
64. r was found 36 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Change the vendor s GPC status Arrow four points to an explanation addressing the change in the vendor s GPC status If the vendor s information is incorrect it may be edited Vendor GPC or PayPal status Vendor Randolph Security Inc V This vendor DOES HOT accept the GPC credit card and DOES HOT accept PayPal Before proceeding with the PR you must attempt a search for an alternate vendor who does accept the GPC credit card If you cannot find an alternate vendor you may change this PR from a GPC process to a Convenience Check process by CLICKING HERE UPLOAD ATTACHMENT FILES You must upload an attachment explaining the steps you took if you were unsuccessful in finding an alternate vendor who accepts the GPC credit card Include an explanation justifying the change to either a PayPal process or a Convenience Check process Upload file attachments CHANGING TO AN ALTERNATE VENDOR To change this process to an alternate vendor you must edit the items list in Block 15 of form DA3953 to reflect the correct vendor and the correct items If you know that the information about this vendor s acceptance of the GPC credit card or acceptance of PayPal is not correct you may edit the vendor s information by CLICKING HERE Figure 57 A vendor who
65. reresreossreesseresseresreossrresseeesreress 25 Figure 36 The final Approving Division official routes to the Budget Analyst 26 Figure 37 The Budget Analyst actions ccccsssccssssccssesccensseceseccucneseceusseceussecseusseseusseseuseesens 26 Figure 38 The Budget Analyst routes to the RM ccccccssscccesseceeesececeeececeeseeeseneceseeecessuseeseees 27 Figure 39 The RM Approves or Rejects the PR ccccssecccsssccceeseeccesececeececeuseeseeneceeeneseseueeeeees 27 Figure 40 Tracking GFEBS and Contract StatuS cccccccccssscccesseceeesececesceceescceseeceseuecesseeeeseees 28 Figure 41 Initiate a GPE OrOCeSS is iccas creed ivachess a suraaldoieea sans a 29 Figure 42 The menu for initiating a Government Purchase Card GPC process s0ccceeeeee 29 Figure 43 The optional reference number nenieca ini aA 30 FeuredA Select a GPC purha e TV Oe aries oct sascal naa E 31 Figure 15 Super Card BPA CNOIGES essa siewdicaevciscsrateicinceceusca moesbiaadeaessus eel aiadecebaaa oaeaee eas 32 Figure 46 Creating the official PDF form DA3953 cccccssscccssseecesececeececeeseceseueceseuecessueeessens 32 FICUNe AT 0n ME TOn BIOCKS AO a sedated uasaiainuatawap E 33 Figure 48 Popup boxes explain the input blocks data requireMent cccccceseceeeseceeeeeeeeeees 33 Figure 49 On line form BIOCKS LOTS x cecsscccace caaedaacaatetebederiahaccstadiacdaadeaacaatadehessalabascetadiacterecsecoss 33
66. s own unique number for this PR Give this Purchase Request a descriptive title Keep it short but descriptive enough to distinguish it from other Purchase Request projects For example Purchasing office furniture for Security Offices or New laptop computers for Safety Inspectors Enter a tite and click the CONTINUE button C PR Title mpat fonm hmited to 255 characters 255 remaining E CONTINUE Figure 41 Initiate a GPC process The PR Initiator may choose from two dropdown menus The first dropdown will initiate the process of creating a PR for Contracts See Section II PR GPC WORKFLOW MENU The second dropdown will initiate a GPC process Figure 42 The menu for initiating a Government Purchase Card GPC process CHOOSE A GPC PURCHASE TYPE CHOOSE A GPC PURCHASE TYPE GPC Equipment Supplies does not exceed 3 000 GPC Service does not exceed 2 500 GFC Construction does not exceed 2 000 GPC Training does not exceed 25 000 Su per Card more than 3 000 Applies to BPAs only Convenience Check Equipment Supplies does not exceed 3 000 Convenience Check Service does not exceed 2 500 Convenience Check Construction does not exceed 2 000 Convenience Check Training does not exceed 325 000 Figure 42 The menu for initiating a Government Purchase Card GPC process The next step in the initiation process is a reference number entry which is optional Figure 43 The
67. sions pre selected or if the BC DC wishes to add additional approval divisions he she may check the checkboxes next to the approval divisions they wish to add When the boxes are checked the email buttons will appear for those divisions The BC DC must click each individual email button for each Approval Division 45 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 If the BC DC does not wish to add any approval divisions and none have been pre selected by the Scout system then the BC DC has the option to forward the PR directly to the Budget Analyst skipping the Approval Divisions step DIVISION BRANCH CHIEF ACTIONS Complete Blocks 31 33 to include signing block 32 en forward to Approval Divisions Enter a comment to explain your approval or rejection BC approves Approve If you approve next step is to notify Approval Divisions E Reject If you reject a notification email will be sent to the PR initiator WR GE Ee Optional STATUS The BC has approved this PR BC Comment BC approves Only the Division or Branch Chief has permission to require PR Approval from additional Divisions Check one or more of the boxes below to add Approval Divisions ADD A DIVISION TO THE APPROVAL LIST Clim C Safety C QM THE FOLLOWING DIVISIONS MUST APPROVE This PR includes installation or the Engineering Ch
68. the POP Options input set to zero ion Year PRs Enter the number of POP days for the intial year mot to exceed 365 and the number of Option Years requested POP Annual days 365 POP Option Years 4 Option Year PRs only 75 65 and 55 days prior to the end of the POP the SCOUT app wil email this task initiator a reminder to choose 1 exercise the option year or cancel the contract Figure 18 Complete Period of Performance information m Choose the preferred vendor 18 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 The initiator must indicate the preferred vendor for the acquisition by selecting the vendor s name from the dropdown list If the preferred vendor is not in the dropdown list the vendor may be added by clicking on the CLICK HERE link Preferred Vendor CHOOSE A VENDOR CHOOSE A VENDOR Tester ABI Marvel Testers 3Di Figure 19 Choose a vendor The CLICK HERE link takes the user to the Vendors page To add edit or delete a vendor click the appropriate choice at the bottom left of the table circled in Figure 20 Add Edit or Delete vendors below To edit or delete a vendor you must click to highlight the vendor in the table before clicking Edit or Delete VENDORS Add Edit or Delete Vendors Return to status of task Purchase of ultrasound scanning e
69. to meet the requirements of the using organization In this User s Manual we will be following the process used by the Army Criminal Investigations Laboratory b PR GPC processing New link The second link entitled New opens a function capability that allows the logged in user to initiate a PR GPC process workflow Figure 3 Initiating the PR GPC process The logged in user may click the new link of the New Purchase button in the upper right corner of the web page to initiate the process Clicking the button will cause a new page will appear that contains the initialization steps required for PR GPC processing according to the process flow and rules described in the ABOUT section 9 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Government Purchasing Purchase Requisition for Contacts or Government Purchase Card GPC Workflow So _INITIATENEW PURCHASE REQUEST Choose CHOOSE A PR FOR CONTRACTS or l ure CHOOSE A GPC PURCHASE TYPE OPTIOMAL You may enter a reference number that refers to another system s number Scout will Create it s own unique number for this PR Give this Purchase Request a descriptive title Keep it short but descriptive enough to distinguish it from other Purchase Request projects For example Purchasing office furniture for Security Offices or New lap
70. top computers for Safety Inspectors Enter a tite and click the CONTINUE button C PR Title mpat fanm mated to 255 characters 255 remaining B CONTINUE Cancel Figure 3 Initiating the PR GPC process 1 Initiating a PR GPC workflow process The PR Initiator may choose from two dropdown menus The first dropdown will initiate the process of creating a PR for Contracts Figure 4 The menu for initiating a PR for Contracts The second dropdown will initiate a GPC process Figure 5 The menu for initiating a Government Purchase Card GPC process CHOOSE APR FOR CONTRACTS CHOOSE APR FOR CONTRACTS supplies and Equipment Equipment and Service service Only Modification Construction Contract Termination Figure 4 The menu for initiating a PR for Contracts 10 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 CHOOSE A GPC PURCHASE TYPE CHOOSE A GPC PURCHASE TYPE IGPC Equipment Supplies does not exceed 3 000 GPC Service does not exceed 2 500 GFC Construction does not exceed 2 000 GPC Training does not exceed 25 000 Su per Card more than 3 000 Applies to BPAs only Convenience Check Equipment Supplies does not exceed 3 000 Convenience Check Service does not exceed 2 500 Convenience Check Construction does not exceed 2 000 Convenience Ch
71. ts and modifications After uploading the doucments will be listed in the Uploaded Attachments process step on this page Upload supporting documents Enter the approved contract Period of Performance End date Click cursor inside box to access popup calendar Figure 40 Tracking GFEBS and Contract Status v Deleting or Closing a PR The final step is deleting or closing a PR in the Scout system Only authorized users have permissions to delete or close a PR IV GPC WORKFLOW ACTIONS STATUS B Initiating a GPC purchase Click the New Purchase button or the New link in the menu opens a function capability that allows the logged in user to initiate a GPC process workflow Figure 41 Initiate a GPC process This will cause a new page to appear that contains the initialization steps required for GPC processing according to the process flow and rules described in the ABOUT section 28 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Government Purchasing Purchase Requisition for Contacts or Government Purchase Card GPC Workflow So _INITIATENEW PURCHASE REQUEST choose CHOOSE A PR FOR CONTRACTS or E CHOOSE A GPC PURCHASE TYPE ial Purchase Type Reference OPTIONAL You may enter a reference number that refers to another system s number Scout will Create it
72. tus The REJECTION STATUS portion of the page will maintain a record of all rejections for the PR as well as the resolutions Figure 83 The Status of a resolved rejection If the PR has not been rejected during routing the REJECTION STATUS portion of the page will be blank REJECTION STATUS 1 REJECTION 11 18 2012 2 56 00 PM PR was rejected by Theresa Tameris Role Budget Analyst Comment RESOLUTION 11 18 2012 3 17 00 PM Resolution by Scott Deyo Role Division Chief Comment info Figure 83 The Status of a resolved rejection 50 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document
73. wn list Viewing Uploaded Files Description Test file One txt A misc document Figure 67 Uploading miscellaneous documents Choosing a document type from the dropdown list or choosing the CLICK button for miscellaneous documents will take the user to the document upload page Clicking the UPLOAD FILES button will present the user with a standard dialogue window from which to browse for and choose a file to upload When the document has been uploaded it will appear in the table labeled Viewing uploaded files When the user has uploaded all the necessary files she he may click the DONE button to return to the Action Status page 41 Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this document Document GPCPR Vol 1 Version 1 UNCLASSIFIED October 2012 Add file attachments Upload purchase request support files Upload files After uploading a file add a description by clicking the ADD DESCCRIPTON link To return to the Status page click the DONE button Viewing uploaded files Uploaded Uploaded By Description Actions Test file OQne txt 15 NOV 2012 11 09 ORG Scout Contractor A misc document gt DONE Remove Rename Edit Description Figure 68 Uploading an attachment If the Description column in the table is empty or contains the term N A when the user clicks DONE the user may see a warning that a Description must be entered

User`s Guide - SCOUT© Suspense Tracker, an enterprise TASK

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User`s Guide - SCOUT© Suspense Tracker, an enterprise TASK