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Business Process FlowchartProcurementPackage DescriptionMAGIC RolesThe MAGIC Roles used in these flows are:The Procurement Packetdescribes how to managethe procurement processand interaction with theagency suppliers. SRM - Requisitioner SRM - Buyer Operational SRM - Buyer Strategic Contract SRM - BuyerBStStrategict i RFxRF SRM -Buyer Oversight SRM - Manager SRM - Manager Purchasing SRM - Approver SRM - Auditor SRM - Administrator - SUS Purchasing SRM - Business Partner AdminMAGIC FlowsThe individual MAGIC flows that areincluded in this packet are: Strategic Sourcing - RFx toAwardA description of each role can befound on the MMRS Website. Procure-to-Goods Receipt withContract and without Contract Contract Creation to Release onBehalf of Agency Goods Receipt to Pay Paymode Goods Receipt to Pay NonPaymode Asset Acquisition toCapitalizationHelp or QuestionsClick here to learn how to read aMAGIC Business Flowchart.If you haveha question,tipleaseluse the MAGIC Feedbackwebpage to submit yourquestion.

Business Process FlowchartProcurementSignificant Changes Shopping carts and catalogs will replace paper requisitions. The Shopping Cartwill result in a Purchase Order. Agencies will purchase by material code. There will be electronic routing and approval process via workflow. Three way match of Purchase Order, Goods Receipt and Vendor InvoiceHigh Level Process Description ProcurementPt covers processes suchh as: Shopping Carts (requisitions) Purchase Order Management Invoice Verification for materials and services Supplier Relationship Management (SRM) enables: Supplier selection and qualification Contract negotiation Bid invitations Supplier evaluation After the material is delivered by the vendor, a goods receipt is created. When the invoice is received and verified the payment is made. There are approval and checks set up in the process and these will be identified inqunits.subsequent

SRM Buyer StrategicNOTE: Each Agency willdecide if Award Approval isrequired.Agency has need for a productor service that is not under thepurview of ITSComplete entry ofRFx informationPublish RFx inSRMEnter (Surrogate)/BidResponse(s)Create ContractBuyer Awards Bidresponse (responseis submitted forapproval)Evaluate All BidResponse(s)All bids rejectedNoNONOTE: Approved RFxis moved to Approver/Manager in MAGICYesNOTE: Award may only becompleted when all approvalshave been made.YesRFx is available forBid ResponsesUWL Universal WorklistAward(s)ApprovalRFx PublishApprovalUWLVendors/BidderSRM Approver/ManagerOne bid rejectedVendorsSubmit/ResubmitsBid Responses viaSupplier SelfService(SUS)NOTE: Response can bewithdrawn, corrected andresubmitted up until RFx BiddersSubmission Deadline has beenreached

SRM RequisitionerSRM Approver /SRM ManagerSRM BuyerOperationalSRM ManagerPurchasing/SRMApproverGoods ReceiptProcessor – NonStockGoods or Services areRequiredNote: Items can be added fromcatalogs, free text, or contractsCreateOrderShopping CartShopping CartRejectWorkflowShopping CartApprovalRejection Alert/Notification sent toSC creatorNoApproveIs ShoppingCart to beSourced?YesAssign Sourceof Supply(Contract /Supplier)Create / EditPurchase OrderOrder PurchaseOrderSOLE, PO, EMERRejectNote: If line item referenced acontract, then the released valuewill be updated on the contract.WorkflowPurchase OrderApprovalApprovePurchase OrderSubmitted to VendorGoods ReceivedPostGoods ReceiptwithDoc Type WEMIGOInvoice can becreated

Contract Creation Modification to Release on behalf of AgencySRM Strategic BuyerOversight BuyerOnce Oversight has approved AgencyProcurement, Oversight will createcontract on their behalfContract Markedas approved(OversightApproval flagupdated)Create Contractwith Buy on Behalfflag checked onContract sent toAgency for theirReviewUWL – Universal Worklist (workflow)Contract will bereviewed by theagency for approval& modifications ifchanges areneeded.ContractSuccessfullyNegotiated withAwarded VendorOfflineContract ReleasedReassign Buyer onContract toAgency Buyer(WorkloadRedistribution)Agency is informed that contract canbe used as a Source of Supply

GoodsMovementProcessorPaymodeGood or services arereceived from VendorWas POAutomaticallyMatched?YesNOTE: Invoice is Attachedvia OPEN TEXTAP Invoice ApproverAP Invoice ProcessorNoNote: All non-PO Invoices and allnon-matched PO’s are on table.Review theZFAP PM INV ENTER-Paymode invoiceerror reprocess tablePayment is madeMIGOMIGOElectronicInvoiceSubmissionNOTE: Goods Receipt must be processedor the Invoice will be blocked for paymentAutomatically SavesGoods Receipt asCompleteProcessGoods ReceiptNoMark as no POrequiredFV60 (Direct)Is PO missing?Creates a LIV or FV60parked doc for reivewAdd PO referenceYesMIR7Workflowinvoice ApprovalApproveSBWPNoSBWPNote: Used for all agency levels ofapprovalYesRejectDFA/OFMWorkflowDetermines ifOFM ApprovalRequiredRejected documentsreturn to ID stored oncost center for Paymodeprocessing forcorrectionsRejectWorkflowinvoice ApprovalDocumentPostPayment Process isrun (OFM)SBWPF110

Process Goods ReceiptProcess Service ReceiptorMIGOAP InvoiceProcessorGoods ReceiptProcessor Non-StockAgency receives Goods or ServiceML81NProcess LIV InvoiceMIROAP InvoiceApproverInvoice isattached viaopen textRejectWorkflowLIV invoiceApprovalSBWPNote: Used for all agency levels ofapprovalApproveWorkflowDetermines if OFMApproval RequiredNoSBWPDFA/OFMYesRejectWorkflowLIV invoice ApprovalInvoice DocumentPostPayment Process is run(OFM)SBWPF110Payment is made

SRMRequisitionerSRM Buyer SRM Approver/Operational SRM ManagerSRM ManagerPurchasing/SRM ApproverAgency Requiresan AssetCreateShopping CartRejectOrdershopping cartWorkflowShopping CartApprovalSBWPApproveNoIs SCto beSourced?YesAssign Source ofSupply(Contract/Supplier)Create/EditPurchase OrderPO, SOLE orEMERCreate Asset Shellor Enter AssetNumberRejected(Agency decision)May require additionalasset approverOrderPurchase OrderWorkflowPurchase OrderApprovalApprovedSBWPWorkflowIs flowPurchase OrderApprovalFA- PropertyOfficerGoods ReceiptProcessor –Non StockApprovedAsset CapitalizedPost GoodsReceiptMIGOUpdate AssetMaster RecordIf NecessaryAS02No

Business Process Flowchart Procurement Significant Changes Shopping carts and catalogs will replace paper requisitions. The Shopping Cart will result in a Purchase Order. Agencies will purchase by material code. There will be electronic routing and approval process via workflow.