Focus on Employees

Processing contracts for the IBIS System

Online Requisition/Online Purchase Order

After a copy of the approved Consultant Selection Information Form, including a work order "H" number, has been provided to you, an online Requisition must be created by your IBIS Requisitioner. The Requisition should include:

Item description reference to the ""H" Work Order number

Suggested Buyer - Cathy Betts

Note to Buyer referencing the IBIS Contract Purchase Agreement number and M Master

Contract number (these numbers are located near the bottom of the Consultant Selection Information Form)

You must enter the entire amount requested on the Consultant Selection Information Form in your Requisition

Once approved by your agency IBIS Approver, the Procurement and Contract Services Section (PCSS) Buyer will convert the Requisition to a Purchase Order referencing the M Master Contract and transmit this Purchase Order to the consultant.

Change Orders

Send a revised Consultant Selection Information Form (reviewed and signed by project manager, the consultant and HRI) to Cathy Betts or Roy Dodman (MS EXC-ES-0871). An electronic requisition will be entered into the IBIS system to correspond with the revised Consultant Selection Information Form. The corresponding electronic requisition should request that the original Purchase Order (PO) Number be increased to reflect the approved change. Please note the "H" work order number in your description along with your original purchase order number. All amendment documents will be filed with the original contract retained in Procurement Services for orders entered in IBIS.

Invoice(s) Payment

When services have been delivered, the consultant will invoice the department for services completed, with a copy to HRI. Once the invoice is received, the project manager will confirm service acceptance/invoice amount and the agency Requisitioner will complete an online Receipt against the Purchase Order.

The Requisitioner will then note the Purchase Order and Receipt transaction number on the Invoice and send the Invoice to Accounts Payable (MS EXC-ES-0875) for payment processing.

If completed work order is less than original amount requested, notify Producement Buyer to reduce the amount on the IBIS purchase order to close out the Purchase Order.

Completion of Contract

When the project is completed, please email HWFI so that we may better evaluate the Master Contracts program. Please include the following information:

Project Manager name, agency
Vendor name, Contact name
Project title
Completion Date
Total Cost
Number of participating employees
A short overview of your experience with the vendor — What worked well, what didn't, how employees responded, would you contract the vendor again, etc.

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	Updated: Nov. 20, 2007