Questions about COVID-19?
Visit coronavirus.ohio.gov or call 1-833-4-ASK-ODH for answers.

 

 

Strategic Goals and Benefits

Ohio|Buys is the State of Ohio’s online purchasing solution that empowers both government buyers and interested suppliers. Ohio|Buys leverages innovative technologies to increase efficiency, opportunities, and participation with businesses in Ohio.

  

Operated by the Ohio Department of Administrative Services, Ohio|Buys is currently available to a dozen State agencies and additional State requisite programs. Ohio|Buys will continue to grow, expanding to include other State agencies, State requisite programs, local governments, and higher education institutions.

CONTACT USEmail the Project Team | Find your Agency Administrators | Contact Help Desk Support

LEARN MORE: Ohio|Buys Fact Sheet | FAQs - General Overview | FAQs - Buyers  

Ohio|Buys for Agencies

Starting in 2016, the State of Ohio looked to secure a procurement-specific software solution to work with the OAKS Financial solution providing a comprehensive suite of tools for buyers and suppliers.

Ohio|Buys provides the primary platform for agency employees to perform procurement activities including purchasing goods and services provided by supplier partners, releasing bid opportunities and manage contract events.

 

The project team is currently focused on a series of enhancements as well a working towards the next release.

 

 

Getting Started with Ohio|Buys

Welcome to Ohio|Buys! 

Follow the 3 steps below to register and learn more about Ohio|Buys. 

1. If you are part of our 12 Early Adopter Agencies, please contact your Agency Administrator for the New User form. 

2. In addition, view our informative videos to learn more about Ohio|Buys. Please direct any questions to your Agency Administrator. 

  • If you encounter technical difficulties, navigate to the 'Get Help' section below to get more information on how to report an issue.

3. Once you are confirmed as a registered Ohio|Buys user, please visit MyLearning on MyOhio to take and receive credit for Ohio|Buys Training. 

  • Navigate to the 'Training' tab above to access training materials.

Existing Users

Welcome Ohio|Buys Users

IMPORTANT NOTE: Currently, Ohio|Buys supports Pcard users and purchases from Requisition through to Purchase Order. Additional procurement functionality will be integrated into the solution in the next release. 

1. View informative videos to become familiar with Ohio|Buys. If you have questions, please contact your Ohio|Buys Agency Administrator. 

2. The best way to ensure you are ready to use the Ohio|Buys is to take training courses and refer to corresponding Job Aids.

3. If you have assistance with Ohio|Buys, please contact the Ohio SharedServices Help Desk via the contact information listed below:

  • Email at ohiosharedservices@Ohio.gov (Please copy your Agency Administrator) 
  • Phone at 614-338-4781 or 1-877-OHIOSS1 (1-877-644-6771) 

 

Find Your Agency Administrator

Ohio|Buys Agency Administrators

The Ohio|Buys Agency Administrators are here to help you each step of the way. From our Early Adopter Agencies, the Agency Administrators can guide you through how to find answers to common questions about Ohio|Buys and offer assistance on how to get help when you need it. 

Please review the table below to find the Administrator(s) for your Early Adopter Agency.

Early Adopter Agency Administrators

Agency Name Office Phone Email
BWC Tonya Briggs 614-369-3779 Tonya.B.2@bwc.state.oh.us
COM Teresa Bussa   614-728-1386  Teresa.Bussa@com.state.oh.us
DAS-CSA Anni Efthimiou 614-644-1724 Anni.Efthimiou@das.ohio.gov
DMHAS Scott Ferguson 614-752-9340 Scott.Ferguson@mha.ohio.gov
DOH Alice Ewing 614-995-7514 Alice.Ewing@odh.ohio.gov
DOI (INS) Jianming Xia 614-644-3263 Jianming.Xia@insurance.ohio.gov
DOT Brian Church 614-466-7395 Brian.Church@dot.ohio.gov
DPS Kelli Whalen 614-466-1529 Kelli.Whalen@dps.ohio.gov
DRC Danny Yates 614-752-1060 Danny.Yates@odrc.state.oh.us
DYS Steve Hrinko 614-466-7225 Steven.Hrinko@dys.ohio.gov
LOT Doug Machles 216-774-5778 Douglas.Machles@lottery.ohio.gov
OBM LeeAuna Neely 614-995-0511  leeauna.neely@obm.ohio.gov
 

 

Training

Ohio|Buys Agency Training Resources

Agency training video and job aids can be found by selecting "Agency" button in our Training Tab.  

Helpful Hints

Ohio|Buys Helpful Hints

Still having trouble after training? Don't have time to watch a full video demo? Navigate to the Helpful Hints tab you may find a helpful hint for your problem. 

Visit the Training tab above to access training material.

Project Team Contacts

Contacting Project Team Members

Agency  Name Role Office Phone Email
DAS (State) Kyle Bailey Business Analyst: Non-IT Procurement 614.387.0211 Kyle.Bailey@das.ohio.gov
DAS (Contractor) Rod Barnaby Project Manager 614.270.8228 Rod.Barnaby@das.ohio.gov
DAS (Contractor) Julia Beegle OCM Practitioner 248.252.5498 Julia.Beegle@das.ohio.gov
DAS (State) John Bregel Integration & Conversion Lead 614.387.1204 John.Bregel@das.ohio.gov
DAS (State) Andrew Cochran Ohio|Buys Manager 614.644.5907 Andrew.Cochran@das.ohio.gov
DAS (State) David Colopy Business Lead: Non-IT Procurement 614.466.4362 David.Colopy@das.ohio.gov
DAS (State) Remard Colston OAKS Project Lead 614.387.0791 Remard.Colston@das.ohio.gov
DAS (Contractor) Karrie Converse-Jones Program Manager / OCM Lead 614.562.7825 Karrie.Converse-Jones@das.ohio.gov
DAS (Contractor) Velissa Davis Ohio|Buys Lead 216.403.5822 Velissa.Davis@das.ohio.gov
DAS (State) Cathy DeVoe Ohio|Buys Test Lead 614.728.0680 Cathy.DeVoe@das.ohio.gov
DAS (State) Eric Glenn Business Owner: IT Contracts 614.466.2634 Eric.Glenn@das.ohio.gov
DAS (State) Tim Gobble Functional Lead 614.728.7693 Charles.Gobble@das.ohio.gov
DAS (Contractor) Aja Henderson OCM Practitioner 216.469.0320 Aja.Henderson@das.ohio.gov
DAS (State) Sandy Herrel Business Owner: Non-IT Contracts 614.466.4768 Sandy.Herrel@das.ohio.gov
DAS (State) Krista Holcombe Functional Team: System 614.728.4311 Krista.Holcombe@das.ohio.gov
DAS (State) Carletta Hughes Training Officer 614.387.0428 Carletta.Huges@das.ohio.gov
DAS (State) Nick Krafft Functional Team: Catalogs 614.728.0681 Nicholas.Krafft@das.ohio.gov
DAS (State) Patrick Melton Communications Lead 614.307.8346 Patrick.Melton@das.ohio.gov
DAS (State) Kristian Mines Training Officer 614.466.6726 Kristian.Mines@das.ohio.gov
DAS (State) Michael Namboya Functional Team: System 614.728.7689 Michael.Namboya@das.ohio.gov
DAS (State) Jay Orme Test Lead 614.728.0179 Jae.Orme@das.ohio.gov
DAS (State) Dan Orr BI Analytics and Reporting 614.728.4701 Dan.Orr@das.ohio.gov
DAS (Contractor) Margaret Owens Business Lead: IT Procurement 614.530.9656 Margaret.Owens@das.ohio.gov
DAS (State) Valerie Piccininni Contract Manager 614.466.6018 Val.Piccininni@das.ohio.gov
DAS (State) Teri Purr Administrative Professional 614.466.5108 Teri.Purr@das.ohio.gov
DAS (State) Kelly Sanders Executive Sponsor 614.752.5259 Kelly.Sanders@das.ohio.gov
DAS (Contractor) Leontine Synor OCM Practitioner 216.409.9860 Leontine.Synor@das.ohio.gov
DAS (State) Dante Talley Functional Team: Catalogs 614.728.8486 Dante.Talley@das.ohio.gov
DAS (State) Christina Thomas Business Lead: IT Procurement 614.644.0917 Christina.Thomas@das.ohio.gov
DAS (State) James Yagodich Training Lead 614.728.0684 James.Yagodich@das.ohio.gov

 

Get Help

Help Desk Support 

Issue identification and resolution is important to the Ohio|Buys team. 

Please report issues to the Ohio Shared Services Help Desk via the contact information listed below:

  • Email at OhioSharedServices@ohio.gov (please copy your Agency Administrator)
  • Phone at 614-338-4781 or 1-877-OHIOSS1 (1-877-644-6771)
 
 
 

Agency Address Update

Updating an Address for an Agency in Ohio|Buys

As an Agency, if you have a building or location address that needs to be added to OAKS (to then transfer into Ohio|Buys) please use the following form and submit it to: 
obm.oakslocationform@exchange.state.oh.us

Agency Address Update Form

Ohio|Buys for Suppliers

Ohio|Buys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. Ohio|Buys also provides an online shopping platform for State users to purchase goods and services provided by supplier partners.

The project team is currently focused on reaching more bidders and suppliers to register in Ohio|Buys.

 

Help Desk Support 

Issue identification and resolution is important to the Ohio|Buys team. Please report issues to the Ohio Shared Services Help Desk via the contact information listed below:

SUPPLIER QUICK LINKS: Supplier-Managed Catalog Template | Punchout Details Spreadsheet

Supplier Announcements

Supplier Announcements 

Contact us:

As you get started, please do not hesitate to contact the State with any questions or concerns. Specific questions regarding the types of catalogs, catalog templates, and order transmission options can be directed to the catalog enablement team:

Supplier Training Resources

Ohio|Buys Supplier Training Resources

Supplier training video and job aids can be found by selecting "Supplier" button in our Training Tab.  

Submitting a Catalog

Ohio|Buys Catalogs

Ohio|Buys can accommodate both Punchout and Hosted Catalog Options. 

 

punchout catalog is a catalog available on an electronic commerce website that is maintained by the supplier. In this case, these catalogs rely upon a series of cXML documents exchanged simultaneously between Ohio eProcurement and the supplier’s punchout-enabled system.

 

Shoppers utilize a punch-out catalog by leaving the Ohio eMarketplace and “punching out” to the supplier’s website, choose which items are needed, and then return or “punch back” into eMarketplace to complete the requisition and ordering process.

 

hosted catalog (in Excel spreadsheet format) is uploaded by suppliers into Ohio eProcurement and maintained by the State and the supplier. Shoppers access a hosted catalog in the Ohio eMarketplace, add items to their cart, and complete the requisition and ordering process. Once you identify the type of catalog you will be using, please follow the instructions below for either Punchout or Hosted catalogs.

 

 

Punchout Catalog Setup 

To begin the punchout catalog setup process, please:

  1. Download and save the Punchout Details Spreadsheet.
  2. Complete the requested fields in the spreadsheet and reply to this email with the spreadsheet attached.

If you would like to discuss your company’s capability to provide a punchout catalog, please let me know and I will work with our catalog enablement team to arrange a call.

 

Hosted Catalog Setup

To begin the hosted catalog setup process, please complete these three steps:

  1. Download and save the Supplier-Managed Catalog Template spreadsheet. Follow the instructions provided on the Instructions tab to complete the spreadsheet. 
  2. Please provide a picture of each item that will be listed in your catalog, if you have them. Images should be:
    1. in a .jpg or .png format at a minimum resolution of 150 dots per inch (dpi);
    2. named with the item number they correspond to; 
    3. collected into one folder and saved as a .zip file (e.g., images.zip); and
    4. in column J of the Catalog Template, list the name of each image associated with each item. 
  3. Please provide a Material Safety Data Sheet (MSDS) if an item is hazardous. All MSDS files should be
  1. in a .pdf format;
  2. named with the item number they correspond to;
  3. collected into one folder and saved as a .zip file (e.g., MSDS.zip); and
  4. in column K of the Catalog Template, list the name of each MSDS sheet associated with each hazardous item.

Use the checklist below to verify you have completed all the steps.

Hosted Catalog Setup Checklist

  • Gathered all pictures into a zip file and noted each in the Catalog Template
  • Gathered all the MSDS sheets into a zip file and noted each in the Catalog Template
  • Ensured the rest of the Catalog Template is complete, especially the mandatory fields

Order Transmission Options

Lastly, regardless of the type of catalog you are using, please indicate your preferred method for receiving orders from Ohio eProcurement.  There are several options available:

  • Email
  • cXML
  • eFax
  • EDI

Contact Us

Contact Us

The State of Ohio is eager to help you learn more about Ohio|Buys. For questions related to catalog enablement please contact: 

 

Help Desk Support 

Issue identification and resolution is important to the Ohio|Buys team. Please report issues to the Ohio Shared Services Help Desk via the contact information listed below:

Ohio|Buys Training for Agencies and Suppliers

Training for Ohio|Buys Agency users is based on your agency role and and job function. Agency training methods include instructor-led training, web-based training, job-aids and more. 

The Supplier training method is online/web-based. All Supplier training can be found in the "Supplier" tab below. 

Agency

Agency Training 

Ensuring you feel prepared to navigate and use Ohio|Buys is a top priority. Web-based training (WBT) is provided to each Ohio|Buys user. You may access WBT videos via your MyOhio page. Your agency's Learning Management System (LMS) will automatically appear in the My Workspace > Dashboard section of MyOhio.

If you do not see your courses listed in your LMS, please contact the Ohio Shared Services help desk: Phone: 614-338-4781 or 1-877-OHIOSS1 (1-877-644-6771) or Email: ohiosharedservices@ohio.gov

 

Job Aid Catalog

Job aids and learner guides have been created to provide step-by-step instructions on how to complete various tasks within Ohio|Buys. Job aids are 1-4-page documents that provide step-by-step instructions and screenshots on how to complete a particular task within Ohio|Buys, while learner guides provide an overview of an end-to-end process and include a collection of the most frequently used job aids for that process.  

 

In addition to these materials, please refer to the bottom of this page for details on how to access web-based training materials for Ohio|Buys and which web-based courses to take by the following roles:

 

Defined Roles for Web Courses
Requester Agency Admin and State Admin
Requisitioner and Requisitioner (On Behalf Of) SME Reviewer
Quick Quote Procurement User Contract Analyst
Central Receiver Catalog Analyst
Procurement Agency Approver Procurement Manager
Fiscal Agency Reviewer and Final Agency Approver EOD Compliance Specialist

 

 

1. GENERAL NAVIGATION

Link to Job Aid Job Aid Description
Resolving Alerts (All Alert Reference Guide) Instructions on system alerts that a user might encounter in Ohio|Buys, explanations for each, as well as instructions on how to resolve the alert.

Purchase Requisitions

2. PURCHASE REQUISITIONS

To become familiar with creating, submitting, and approving purchase requisitions, we recommend bookmarking and reviewing the Working with Purchase Requisitions in Ohio|Buys Learner Guide This guide provides you with step-by-step instructions on creating, reviewing, approving, and managing purchase requisitions in Ohio|Buys. The instructions in this guide are designed to cover the most common types of purchase requisitions, but please refer to the job aids listed below for additional scenarios and instructions.

Working with Purchase Requisitions in Ohio|Buys Learner Guide

Topics
Accessing and Navigating Ohio|Buys
Submitting Hosted, Punchout, and Freeform Purchase Requisitions
Approving Purchase Requisitions as an Agency Approver
Forwarding, Duplicating, and Canceling Purchase Requisitions

 

Creating and Submitting Purchase Requisitions

Link to Job Aid Job Aid Description
Manage Default Purchase Requisition Information Instructions on how to set your default information for purchase requisitions, such as your Pcard, Organization, and favorite Departments.
Create a Purchase Requisition with a Requisite Procurement Agency Instructions on how to create a purchase requisition to order goods from a Requisite Procurement Program agency.
Applying Speed Charts Instructions on how to apply Speed Charts when filling out the budget information for a purchase requisition.
Entering Chartfield Information Instructions on how to enter chartfield information when filling out the budget information for a purchase requisition.
Reviewing the Approval History of a Purchase Requisition Instructions on how to review the approval history of a purchase requisition and see who has previously acted on it.
Controlling Board and Direct Purchase Authority Calculations Instructions on how to review information contained on the Controlling Board tab of a purchase requisition. This includes information around the Controlling Board, as well as additional information like the agency's Direct Purchasing Authority threshold status.
Order Items from a Dealer Instructions on how to purchase from a Dealer in Ohio|Buys. Dealers are authorized Suppliers who can offer the State the items listed as part of an STS contract.
Release and Permit Overview Instructions on how to review the Release and Permit information associated with a purchase requisition (if applicable).
Add a One-Time Delivery Address Instructions on how to add a one-time delivery address to a purchase requisition. A one-time delivery address refers to any address that does not already exist in Ohio|Buys.
Submit a Solicitation Request Instructions on how to submit a Request for Solicitation in Ohio|Buys. Requests for Solicitations are submitted are whenever you would need assistance from DAS.
Order a Generic Product Instructions on how to order a generic product in Ohio|Buys. A generic product refers to a catalog item that does not have a price, such as those used by a number of Requisite Procurement Program agencies.

 

Additional Purchase Requisition Functions

Link to Job Aid Job Aid Description
Submit an ODOT Purchase Requisition Instructions on how to submit an ODOT purchase requisition. Purchasing from ODOT requires that users fill out several additional fields, which this job aid walks through.
Creating a PAY01 Purchase Requisition Instructions on how to submit a PAY01 purchase requisition.
Submit an After-the-Fact Purchase Requisition Instructions on how to submit an after-the-fact purchase requisition in Ohio|Buys. An after-the-fact purchase requisition should be submitted to account for a purchase that was already made outside of Ohio|Buys.
Create a Blanket Order Instructions on how to create a blanket order in Ohio|Buys. A blanket order encumbers funds that can be applied to multiple purchase requisitions.
Add Subscription or Milestone Terms Instructions on how to add subscription or milestone terms to a purchase requisition in Ohio|Buys.
Creating a Kit Instructions on how to create a kit in Ohio|Buys. A kit is a list of frequently ordered items. Creating a kit will allow users to quickly re-order hosted catalog items again at a later date.
Submit an Emergency Purchase Requisition Instructions on how to submit an emergency purchase requisition in Ohio|Buys.

Approving Purchase Requisitions

3. APPROVING PURCHASE REQUISITIONS

Link to Job Aid Job Aid Description
Assign a Purchase Requisition Instructions on how to assign a purchase requisition to a Requisitioner as a Workload Manager.
Delegate Approvals Instructions on how to delegate the approval for a purchase requisition in your queue (pending validations) to another user.
Manage Agency Approval Paths Instructions on how to manage and update the approval paths for your agency using the Rules Engine.
Requisite Program Approval Instructions on how to grant or deny a Requisite Procurement Program agency waiver.
IT SIM Group + IT SME Approval Instructions on how to approve a purchase requisition as an IT SME or member of IT SIM Group.
IT SIM Assign IT SMEs Instructions on how to assign an IT SME as an IT SIM user.
One-Time Address Approval Instructions on how to approve a purchase requisition in which the Requester/Requisitioner has entered a one-time shipping address.
IT Purchase Requisition Over $25000 Approval Instructions on how to approve a purchase requisition that has goods/services related to an IT commodity and is over $25,000.
Central SME Approval Instructions on how to approve a purchase requisition as a Central SME for copy, fleet, printing, or personal services.
Emergency Purchase Requisition Chief Procurement Officer Approval Instructions on how to approve an emergency purchase requisition as the Chief Procurement Officer.
Emergency Purchase Requisition State Accounting Manager Approval  Instructions on how to approve an emergency purchase requisition as the State Accounting Manager.
Reviewing a Solicitation Request (DAS) Instructions on how to review a solicitation request from a Requester/Requisitioner for DAS to create a solicitation for goods/services that are not currently on contract.

Purchase Orders

4. PURCHASE ORDERS
Link to Job Aid Description
Review a Purchase Order Instructions on how to locate and review the information on a purchase order.
Review a Pcard Order Instructions on how to find and review the details of a purchase order that will be paid using a Pcard.
Review PO Integration Errors Instructions on how to interpret and resolve integration errors related to your purchase order.
Purchase Order Payment Tab Overview Instructions on how to review the information on the Payment Tab of a purchase order.
Manually Send a Purchase Order to a Supplier Instructions on how to manually send a purchase order in Ohio|Buys.
Create a Change Order  Instructions on how to create and submit a change order for an existing purchase order.
Close or Cancel an Order  Instructions on how to close or cancel a purchase order.

Receipts and Returns

5. RECEIPTS AND RETURNS

Link to Job Aid Description
Create and Manage a Receipt Instructions on how to create and submit a receipt for goods/services within Ohio|Buys.
Approve an Invoice Instructions on how to review and take action on a Supplier-submitted invoice in Ohio|Buys.
Create a Return Instructions on how to create a return within Ohio|Buys for previously received goods/services. In order to create a return, an associated receipt must exist in Ohio|Buys.
Create a Mass Receiving Receipt Instructions on how to create a mass receiving receipt, which allow receipts to be created across multiple purchase orders and Suppliers at a single time.

Quick Quotes


6. QUICK QUOTES

A quick quote (i.e., three bids and a buy) is a standardized, simplified solicitation process that encourages additional competition and replaces the State's existing quoting practices. A quick quote needs to be completed in Ohio|Buys whenever a line item in a purchase requisition references a State Term Schedule (STS) contract or contains over $2,500 in non-catalog items for a Supplier. To become familiar with the Quick Quote process in Ohio|Buys, we recommend bookmarking and reviewing the Managing Quick Quotes in Ohio|Buys Learner Guide. This guide covers the activities related to creating a quick quote in Ohio|Buys, identifying and inviting Bidders and/or Suppliers, reviewing and comparing quotes, making awards, and updating associated purchase requisitions.

Managing Quick Quotes in Ohio|Buys Learner Guide

Topics

Creating and Releasing Quick Quote Solicitations

Uploading a Supplier’s Response

Analyzing and Awarding a Quick Quote Solicitation

Creating a New Round

Reports and Queries

7. REPORTS AND QUERIES

Link to Job Aid Description
Access and Run an Analysis Report Instructions on how to access and run an analysis report. Analysis reports display data using graphs and dashboards, which makes available data easier to understand and fosters meaningful insights.
Access and Run a Query Instructions on how to access and run a query. Queries provide users with detailed data extracts that are sortable by category and are configurable based on user-defined parameters, such as keywords or category.

Supplier Management

8. SUPPLIER MANAGEMENT

Link to Job Aid Description
Reviewing a Supplier Record Instructions on how to access and review a Supplier's record stored in Ohio|Buys.
Create an Exception Instructions on how to create an exception in Ohio|Buys. Exceptions are formal complaints or compliments created for a Supplier and replace the existing Complaint to Vendor (CTV) process.
Review an Exception - Agency Reviewer Instructions on how to review and take action on an exception as an Agency Reviewer.
Review an Exception - DAS Contract and DAS Compliance Instructions on how to review and take action on an exception as a contract owner.
Edit and Close an Exception Instructions on how to update and close an exception as an agency user.
Create and Edit an Improvement Plan Instructions on how to create and update an improvement plan as an agency user in Ohio|Buys. Improvement plans are a roadmap of tasks presented to a Supplier that are designed to help a Supplier improve their performance with the State of Ohio.
Close an Improvement Plan Instructions on how to close an improvement plan. An improvement plan should be closed if all of its tasks have been completed or if it is no longer needed.
Create and Finalize a Performance Evaluation Instructions on how to create and complete a performance evaluation (PE) as a Contract Analyst or Procurement Manager in Ohio|Buys. A performance evaluation is a tool that assesses a particular Supplier or contract and allows them to be evaluated holistically by the State of Ohio. Determination & Recommendations (D&Rs) can be completed as part of PE process.
Complete a Performance Evaluation Questionnaire Instructions on how to complete a performance evaluation questionnaire as an evaluator.
Create and Manage a Performance Evaluation Template Instructions on how to create and manage performance evaluation templates as a State Admin.

Contracts and Catalogs

9. CONTRACTS AND CATALOGS

To become familiar with creating contract and managing catalogs in Ohio|Buys, we recommend bookmarking and reviewing the Managing Contracts and Catalogs in Ohio|Buys Learner Guide. This learner guide covers the activities related to creating a new or amending an existing contract shell, importing a contract's associated price list​, and making updates to hosted catalog items​.

Managing Contracts and Catalogs in Ohio|Buys Learner Guide

Topics

Creating a Contract Shell

Uploading a Hosted Catalog

Enabling a Hosted Catalog

Publishing a Hosted Catalog
Creating a Hosted Catalog Item
Updating a Hosted Catalog Item
Creating a Punchout Catalog

Agency Admins

10. AGENCY ADMINS
Link to Job Aid Description
Managing State User Accounts Instructions on how to enable and disable agency user accounts as an Agency Admin.
Delegate Tasks Instructions on how to reassign tasks as an Agency Admin.
Rules Engine Update Instructions on how to submit updates for your agency's purchase requisition approval rules.

Web-Based Training

Web-Based Training

Web-based training (WBT) is also available for each Ohio|Buys user. You may access WBT videos via MyOhio via your Learning Management System (LMS). Your agency's LMS will automatically appear in the My Workspace > Dashboard section of MyOhio. The following WBT courses are currently available for Ohio|Buys:

 

Course Name

Descriptions

Accessing and Navigating Ohio|Buys

This course details walks through how State users access, navigate, and browse Ohio|Buys.

Bidder Registration and Reviewing EOD Documentation

This course details how EOD Compliance Specialists can review and approve EOD statuses in Ohio|Buys.

Submitting Goods and/or Services Requests

This course details how infrequent Requesters and Requisitioners can submit goods and/or services requests  in Ohio|Buys.

Creating and Submitting Purchase Requisitions

This courses details how frequent Requesters and Requisitioners can create and submit purchase requisitions in Ohio|Buys.

Creating Blanket Orders and Adding Subscription/Milestone Terms 

This course details how frequent Requisitioners can create blanket orders and add subscription or milestone terms to purchase requisitions in Ohio|Buys.

Reviewing and Updating Purchase Requisitions

This course details how Requisitioners will review and update Requester submitted purchase requisitions in Ohio|Buys.

Approving Purchase Requisitions

This course details how reviewers and approvers can review and take action on submitted purchase requisitions in Ohio|Buys.

Reviewing and Managing Purchase Orders

This course details how Requisitioners can review and manage purchase orders in Ohio|Buys.

Creating and Awarding Quick Quotes

This course details how Requisitioners and Quick Quote Procurement Users can create and award quick quote solicitations in Ohio|Buys.

Creating Receipts and Returns

This course details how Requesters, Requisitioners, and Central Receivers can create receipts and returns in Ohio|Buys.

Creating and Managing Exceptions

This course details how State users will create and manage exceptions in Ohio|Buys.

Reviewing and Closing Exceptions

This course details how Contract Analysts and Procurement Managers will review and close exceptions in Ohio|Buys.

Creating and Managing Improvement Plans

This course details how State users will create and manage improvement plans in Ohio|Buys.

Creating and Finalizing Performance Evaluations

This course details how Contract Analysts and Procurement Managers can create and finalize performance evaluations in Ohio|Buys.

Completing Performance Evaluation Questionnaires

This course details how State users complete performance evaluation questionnaires in Ohio|Buys. 

Creating and Managing Contracts

This course details how Contract Analysts can create and submit contract shells in Ohio|Buys.

Managing Hosted Catalogs

This course details how Contract and Catalog Analysts can manage and update Supplier hosted catalogs in Ohio|Buys.

Running and Accessing Reports

This course details how State users can run and access queries and analysis reports in Ohio|Buys.

 

If you do not see your courses listed in your LMS, please contact the Ohio Shared Services help desk: Phone: 614-338-4781 or 1-877-OHIOSS1 (1-877-644-6771) or Email: ohiosharedservices@ohio.gov

Web-Based Training by Role

Web-based training courses are listed by user role with required courses indicated. 

ROLE: Requester

Core Courses Secondary Courses
OPS-SM-100 Accessing and Navigating Ohio Buys (State Users) OPS-SM-102 Creating and Managing Exceptions
OPS-RP-109 Submitting Goods and Services Requests OPS-SM-106 Completing Performance Evaluation Questionnaires
OPS-RP-105 Creating and Submitting Purchase Requisitions  
OPS-RP-103 Creating Receipts and Returns
OPS-EP-100 Running and Accessing Reports

 

ROLES: Requisitioner and Requisitioner (On Behalf Of) 

Core Courses Secondary Courses
OPS-SM-100 Accessing and Navigating Ohio Buys (State Users) OPS-SM-102 Creating and Managing Exceptions
OPS-RP-105 Creating and Submitting Purchase Requisitions OPS-SM-106 Completing Performance Evaluation Questionnaires
OPS-RO-111 Reviewing and Updating Purchase Requisitions OPS-RP-106 Creating Blanket Orders and Adding Subscription/Milestone Terms
OPS-RP-113 Reviewing and Managing Purchase Orders  
OPS-RP-101 Creating and Awarding Quick Quotes
OPS-RP-103 Creating Receipts and Returns
OPS-EP-100 Running and Accessing Reports

 

ROLE: Quick Quote Procurement User

Core Courses
OPS-SM-100 Accessing and Navigating Ohio Buys (State Users)
OPS-RP-101 Creating and Awarding Quick Quotes
 

ROLE: Central Receiver

Core Courses Secondary Courses
OPS-SM-100 Accessing and Navigating Ohio Buys (State Users) OPS-SM-102 Creating and Managing Exceptions
OPS-RP-103 Creating Receipts and Returns OPS-SM-106 Completing Performance Evaluation Questionnaires
OPS-EP-100 Running and Accessing Reports  

 

ROLE: Procurement Agency Approver

Core Courses Secondary Courses
OPS-SM-100 Accessing and Navigating Ohio Buys (State Users) OPS-SM-106 Completing Performance Evaluation Questionnaires
OPS-RP-105 Creating and Submitting Purchase Requisitions  
OPS-RP-108 Approving Purchase Requisitions
OPS-RP-113 Reviewing and Managing Purchase Orders
OPS-EP-100 Running and Accessing Reports
 

ROLES: Fiscal Agency Reviewer and Final Agency Approver

Core Courses Secondary Courses
OPS-SM-100 Accessing and Navigating Ohio Buys (State Users) OPS-SM-106 Completing Performance Evaluation Questionnaires
OPS-RP-108 Approving Purchase Requisitions  
OPS-EP-100 Running and Accessing Reports
 

ROLES: Agency Admin and State Admin

Core Courses Secondary Courses
OPS-SM-100 Accessing and Navigating Ohio Buys (State Users) OPS-SM-101 Bidder Registration and Reviewing EOD Documentation
OPS-RP-109 Submitting Goods and Services Requests OPS-SM-102 Creating and Managing Exceptions
OPS-RP-105 Creating and Submitting Purchase Requisitions OPS-SM-103 Creating and Managing Improvement Plans
OPS-RO-111 Reviewing and Updating Purchase Requisitions OPS-SM-104 Reviewing and Closing Exceptions
OPS-RP-108 Approving Purchase Requisitions OPS-SM-105 Creating and Finalizing Performance Evaluations
OPS-RP-113 Reviewing and Managing Purchase Orders OPS-SM-106 Completing Performance Evaluation Questionnaires
OPS-RP-101 Creating and Awarding Quick Quotes OPS-RP-106 Creating Blanket Orders and Adding Subscription/Milestone Terms
OPS-RP-103 Creating Receipts and Returns  
OPS-SC-100 Creating and Managing Contract Shells
OPS-SC-101 Managing Hosted Catalogs
OPS-EP-100 Running and Accessing Reports
 

ROLE: SME Reviewer

Core Courses Secondary Courses
OPS-SM-100 Accessing and Navigating Ohio Buys (State Users) OPS-SM-106 Completing Performance Evaluation Questionnaires
OPS-RP-108 Approving Purchase Requisitions  
OPS-EP-100 Running and Accessing Reports
 

ROLE: Contract Analyst

Core Courses Secondary Courses
OPS-SM-100 Accessing and Navigating Ohio Buys (State Users) OPS-SM-102 Creating and Managing Exceptions
OPS-SC-100 Creating and Managing Contract Shells OPS-SM-103 Creating and Managing Improvement Plans
OPS-SC-101 Managing Hosted Catalogs OPS-SM-104 Reviewing and Closing Exceptions
OPS-EP-100 Running and Accessing Reports OPS-SM-105 Creating and Finalizing Performance Evaluations
  OPS-SM-106 Completing Performance Evaluation Questionnaires
 

ROLE: Catalog Analyst

Core Courses Secondary Courses
OPS-SM-100 Accessing and Navigating Ohio Buys (State Users) OPS-SM-106 Completing Performance Evaluation Questionnaires
OPS-SC-101 Managing Hosted Catalogs  
OPS-EP-100 Running and Accessing Reports
 

ROLE: Procurement Manager

Core Courses Secondary Courses
OPS-SM-100 Accessing and Navigating Ohio Buys (State Users) OPS-SM-102 Creating and Managing Exceptions
OPS-SC-100 Creating and Managing Contract Shells OPS-SM-103 Creating and Managing Improvement Plans
OPS-EP-100 Running and Accessing Reports OPS-SM-104 Reviewing and Closing Exceptions
  OPS-SM-105 Creating and Finalizing Performance Evaluations
OPS-SM-106 Completing Performance Evaluation Questionnaires
 

ROLE: EOD Compliance Specialist

Core Courses Secondary Courses
OPS-SM-100 Accessing and Navigating Ohio Buys (State Users) OPS-SM-101 Bidder Registration and Reviewing EOD Documentation
OPS-EP-100 Running and Accessing Reports OPS-SM-106 Completing Performance Evaluation Questionnaires

Supplier

Getting Started with Ohio|Buys

Ohio|Buys is the State of Ohio’s new online purchasing solution that empowers both government buyers and interested bidders and suppliers. To get started with using Ohio|Buys, we recommend attending a Supplier Training Webinar.

 

Supplier Training Webinars

Supplier Training Webinars are offered weekly on Friday at 10:00 AM and 2:00 PM EDT.

 

To join a webinar, choose the date and time you would like to attend and follow these steps:

  1. About 5 minutes before the start time, join the conference call by dialing: 1-844-425-8144 and entering the passcode: 57319 89362 #
  2. Then click the link below associated with the webinar you would like to attend. 
  3. After clicking the appropriate link for the date and time, download and install Cisco Webex Meetings or click the Join from your browser hyperlink at the bottom of the page. 
  4. Enter your name and email address and you will be able to join the meeting.

Date

Start Time

Webinar Link

Friday, May 22

10:00 AM

Join Ohio|Buys Webinar #33

2:00 PM

Join Ohio|Buys Webinar #34

Friday, May 29

10:00 AM

Join Ohio|Buys Webinar #35

2:00 PM

Join Ohio|Buys Webinar #36

Friday, June 5 10:00 AM Join Ohio|Buys Webinar #37
2:00 PM Join Ohio|Buys Webinar #38
Friday, June 12 10:00 AM Join Ohio|Buys Webinar #39
2:00 PM Join Ohio|Buys Webinar #40
Friday, June 19 10:00 AM Join Ohio|Buys Webinar #41
2:00 PM Join Ohio|Buys Webinar #42
Friday, June 26 10:00 AM Join Ohio|Buys Webinar #43
2:00 PM Join Ohio|Buys Webinar #44

 

Ohio|Buys Supplier Training Webinar Deck


Bidder and Supplier Learner Guide

In addition to the Supplier Training Webinars, we also recommend bookmarking (making a favorite) and reviewing the Bidder and Supplier Learner Guide. This guide provides you with step-by-step instructions on how to access and navigate Ohio|Buys, as well as how to manage your company’s profile and the contacts that have access to your company’s account.

 

Supplier Training Videos

The links below provide short video demonstrations for suppliers to become familiar with Ohio|Buys. 

Link to Video

Description

Accessing and Navigating Ohio Buys for Existing Suppliers

Instructions on how to access Ohio|Buys as an existing supplier and manage your company’s profile.

Accessing and Navigating Ohio Buys for New Bidders

Instructions on how to access Ohio|Buys as a new bidder and manage your company’s profile.

Reviewing Exceptions and Updating Improvement Plans

Provides an overview of the State’s new tools to evaluate supplier performance, document issues, and drive improvement.

Reviewing and Acknowledging Purchase Orders

Instructions on how to review purchase orders within Ohio|Buys, as well as how to send acknowledgement to the State on your intent to fulfill them.

Viewing and Responding to Solicitations

Instructions on how new bidders and existing suppliers can view and respond to State solicitations in Ohio|Buys.

Managing Advanced Shipping Notices and Returns

Instructions on how suppliers can send advanced shipping notices (ASNs) in Ohio|Buys to notify State buyers of a pending delivery of goods. This video also provides instructions on how suppliers can manage returns in Ohio|Buys.

 

Supplier Job Aids

Job aids are 1-4 page documents that provide step-by-step instructions and screenshots on how to complete a particular task within Ohio|Buys. 

Link to Job Aid   Description
Access and Review Public Solicitations Instructions on how to review posted solicitations in Ohio|Buys.
View and Respond to a Solicitation Instructions on how to access a solicitation, review its content, and submit a response in Ohio|Buys.
Review and Acknowledge a Purchase Order Instructions on how to access a purchase order which has been created for your company in Ohio|Buys, review its content, and send an acknowledgement back to the State buyer.
Create an Advanced Shipping Notice (ASN) Instructions on how to create an ASN in Ohio|Buys to let the State buyer know that you have shipped their goods.
Confirm or Reject a Return Instructions on how to confirm or reject a return of goods within Ohio|Buys.

Create an Invoice from a Purchase Order

Instructions on how to flip a purchase order into an invoice in Ohio|Buys.
Review and Update an Exception Instructions on how to review and respond to an exception in Ohio|Buys. Exceptions are formal complaints or compliments created against a supplier.
Update an Improvement Plan Instructions on how to review and update an improvement plan in Ohio|Buys. Improvement plans are a roadmap of tasks presented to a Supplier that are designed to help a Supplier improve their performance with the State of Ohio.
Access and Review the Public Catalog

Instructions on how to review the goods and/or services that are offered by Suppliers in Ohio|Buys.

Import a Hosted Catalog Instructions on how to prepare and load a list of goods and/or services your organization offers as part of a State contract.
Requisite Program Supplier Log In Instructions on how to access Ohio|Buys as a Requisite Program Supplier.

 

Ohio|Buys Helpful Hints 

We continue to develop materials to help users as they are suggested. See below for more helpful tools.
 

Title Description
Tips & Tricks Tips suggested by users to help in learning Ohio|Buys
Term Guide Term sheet for terminology and activity in Ohio|Buys

 

Ohio|Buys Agency Newsletters

The Ohio|Buys Newsletter provides updates, helpful hints, training information and more. 

2020
May 8 | May 21
April 10 | April 20
March 6 | March 13 | March 20
February 7 | February 14 | February 21
January 31

Ohio|Buys 2021 Rollout

Ohio|Buys is being rolled-out in phases. The initial phase includes three releases with 12 Early Adopter Agencies from 2017 through the end of 2020. The next phase of the project will continue into 2021 and beyond to include the remaining Cabinet Agencies, then boards and commissions, non- superintendent agencies, higher education institutions, and local governments. 

Ohio|Buys 2021 Rollout Cabinet Agencies
Adjutant General Department of Veterans’ Services
Department of Aging Developmental Disabilities
Department of Agriculture Environmental Protection Agency
Department of Higher Education Job & Family Services
Department of Natural Resources Medicaid
Department of Taxation Ohio Development Services

 

Ohio|Buys system functionality will include:

The project will then work with ​​​​Higher Education and Local Governments on similar functionality as indicated below.