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Bidder/Supplier Log In | Public Solicitations | Current Contracts

 

Strategic Goals and Benefits

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

  

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

Learn more about the OhioBuys Journey from Chief Procurement Officer Kelly Sanders and eProcurement Manager Andrew Cochran on the NASPO Pulse Podcast: Don't Stop Belivin'!

 

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

LEARN MORE: OhioBuys Agency Fact Sheet | Agency Training | Supplier Training | General FAQs

OhioBuys for Agencies

OhioBuys 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 OhioBuys shopping experience includes: 

Catalogs of Goods and Services: A sampling of goods and services are available for purchase including batteries, clothing, footwear, general hardware, gloves, ink and toner cartridges, IT equipment pickup and disposal/delivery services, laboratory supplies, office supplies, soaps and hand sanitizers, writing utensils and eSignature transactions.
Additional Catalogs: Additional catalogs are continually loaded.
Guided Buying: Indicators make it easy to find catalog items from requisite programs, as well as those available on mandatory contracts, MBE set-aside contracts, contracts with multiple dealers capable of providing the items, and agency-administered contracts.
Improved Search: Search for items from State contracts and direct purchase catalogs then place an order. Use "Favorites" to save frequently-purchased items.
Comparison Shopping: Compare multiple items and features side-by-side.

Pricing Options: Tiered pricing features and options.

 

Agencies can utilize the Procure to Pay functionality which includes:

Requisition and Purchase Order Creation: Create requisitions and route approvals and budget checks seamlessly generate/dispatch purchase orders and send to suppliers through OhioBuys.

Quick Quoting: Utilize quick quoting to solicit suppliers for products and services.

Automation: Leverage automated workflows to route items for approval, as well as dashboard capabilities to track activities. 

Integrated Steps: Seamless linkage across order-through-pay transactions; increasing compliance with automation and routing to the proper authorities. 

Receiving: Create receipts for goods and services.

Invoicing: Receive invoices within the system to pair with Purchase Order.

 

 

Agencies can now centralize their Solicitation and Contract Management in OhioBuys:

Integrated Steps: Create solicitations, award and manage contracts, and measure spend, all in one place.
Integrated Review: All members of a team, including approvers and legal counsel, can review and annotate solicitations and contracts from within OhioBuys. 
Electronic Signature: Utilize OneSpan Sign in OhioBuys to complete all contract signatures.
 
 Agencies can now leverage the Data Analytics activity:
Data Analysis: Allows agencies to create customized reports or review existing reports to track procurement spend and workflow activities across a variety of different dimensions (e.g., contracts, commodities, date, supplier, etc.).

 

Help Desk Support 
If you encounter an issue or have a question regarding OhioBuys, please contact the Ohio Shared Services Help Desk through one of the options listed below:

Existing Users

Welcome OhioBuys Users

1. To get started, please view video demonstrations of OhioBuys to become familiar with the functionality. If you have questions, please contact your OhioBuys Agency Administrator

2. The best way to ensure you are ready to use the OhioBuys is to take the web-based training courses and refer to corresponding Learning Guides and Job Aids. The calendar of instructor-led training courses can be found below in the Ongoing Sustainment and Office Hours section.

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

 

Find Your Agency Administrator

OhioBuys Agency Administrators

The OhioBuys Agency Administrators are here to help you each step of the way. The Agency Administrators can guide you through how to find answers to common questions about OhioBuys and offer assistance on how to get help when you need it. 

Please review the table below to find the Administrator(s) for your Agency. For access to OhioBuys please complete this User Account Request form and submit it to your OhioBuys Agency Administrator. 

Agency Administrators

Phase Agency Name Office Phone Email
2 ADJ Kevin Brinckerhoff 740-602-4747 10113648@id.ohio.gov
2 ADJ Jeffrey Pruett 614-336-4551 10033752@id.ohio.gov
2 AGE Sheila Thomas 614-644-7985 sthomas@age.ohio.gov
2 AGR Daniel Johnson 614-466-4597 daniel.johnson@agri.ohio.gov
1 BWC Tonya Briggs 614-369-3779 Tonya.B.2@bwc.state.oh.us
1 COM Carol Cook  614-644-2005  Carol.Cook@com.state.oh.us
2 EDU Christopher Fitzpatrick 614-728-2752 Christopher.Fitzpatrick@education.ohio.gov
1 DAS-ASD Monica Satterwhite 614-728-2864 monica.satterwhite@das.ohio.gov
1 DAS-CSA Connie Alexander 614-728-3902 connie.alexander@das.ohio.gov
2 DEV Andy Shaw 614-466-6234 andy.shaw@development.ohio.gov
2 DEV Tina Marks 614-644-6234 tina.marks@development.ohio.gov
2 DHE Dawn Gatterdam 614-466-2574 dgatterdam@highered.ohio.gov
2 DHE Faren Morris 614-466-6000 fmorris@highered.ohio.gov
1 DMH Scott Ferguson 614-752-9340 Scott.Ferguson@mha.ohio.gov
2 DODD Krista Shaw 614-728-5544 krista.shaw@dodd.ohio.gov
2 DODD Pamela Mitchell 614-728-7304 pamela.mitchell@dodd.ohio.gov
2 DODD Brooke D'Angelo 614-285-3667 brooke.d'angelo@dodd.ohio.gov
2 DOH Alice Ewing 614-995-7514 Alice.Ewing@odh.ohio.gov
1 DOI (INS) Jianming Xia 614-644-3263 Jianming.Xia@insurance.ohio.gov
  DOT Brian Church 614-466-7395 Brian.Church@dot.ohio.gov
1-2 DNR Patrick Means 614-265-6794 Patrick.Means@dnr.ohio.gov
1 DPS Kevin Kelly 614-752-0595 kkelly@dps.ohio.gov
1 DPS Jeffery Dripps 614-752-7612 jwdripps@dps.ohio.gov
1 DPS Kelli Whalen 614-466-1529 Kelli.Whalen@dps.ohio.gov
1 DRC Jennifer Conway 614-284-3967 Jennifer.Conway@odrc.state.oh.us
2 DVS Tim Schultz 597-998-3859 tim.schultz@dvs.ohio.gov
1 DYS Steve Hrinko 614-466-7225 Steven.Hrinko@dys.ohio.gov
2 EPA Donna Waggener 614-644-2072 donna.waggener@epa.ohio.gov
2 EPA Steven Adams 614-644-3432 steven.adams@epa.ohio.gov
2 JFS Lucy Chandler 614-728-6032 lucy.chandler@jfs.ohio.gov
2 JFS Tonya Griffith 614-728-5693 Tonya.Griffith@jfs.ohio.gov
2 JFS Naya Revere 614-995-0231 Naya.Revere@jfs.ohio.gov
1 LOT Doug Machles 216-774-5778 Douglas.Machles@lottery.ohio.gov
1 OBM Todd Clark 614-644-8795 Todd.Clark@obm.ohio.gov
2 ODM Jessica Gaston-Matthews 614-752-5356 jessica.gastonmathews@medicaid.ohio.gov
2 ODM Elizabeth Howell 614-705-1129 elizabeth.howell@medicaid.ohio.gov
2 ODM James (Chris) Estep 614-781-8793 james.estep@medicaid.ohio.gov
1 OFCC Lori Coy 614-466-7939 lori.coy@ofcc.ohio.gov
1 OOD Pamela Laing 614-438-1249 Pamela.Laing@ood.ohio.gov
2 TAX Wendy Roller 614-387-1806 wendy.roller@tax.state.oh.us
2 TAX Michael O'Leary 614-466-7150 michael.oleary@tax.state.oh.us
 
Agency Administrators, please navigate to the Training tab for additional information on Administrator training and Job Aids.

 

Ongoing Training | Office Hours | Process Templates

OhioBuys Ongoing Training & Office Hours

TRAINING

Agency training videos, learner guides, and job aids can be found by selecting the "Agency" link in our Training Tab.  In addition, ongoing OhioBuys training is available in OhioLearn. If you have a request* for other training or training topics please send an email to: OPS.TrainingAcademy@das.ohio.gov

OFFICE HOURS

Office Hours are available - register on the Training tab under Agency Training

 

PROCESS TEMPLATES

Packages of process documentation templates are available by OhioBuys module. Templates match the table of contents in the corresponding Learner Guide. This completed template provides a sample of the information that can be captured.

1. Purchase Requisitions Process Templates

2. Solicitations Process Templates

3. Contracts Process Templates

 

 

Helpful Hints

OhioBuys Hints & FAQs

Want to know more about OhioBuys? Our Hints and FAQs section provides:

  • Tips and Tricks
  • Terminology Guide
  • List of all active Ohio|Buys suppliers
  • Frequently Asked Questions for Solicitation and Contract functionality
  • Library of OhioBuys Newsletters 
  • General FAQs

Remember, visit the Training tab to access training material.

Agency Address Update

Updating an Address for an Agency in OhioBuys

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

OhioBuys for Suppliers

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

 

Fact Sheet & Quick Start GuideBidder/Supplier Log In | Public Solicitations | Current Contracts

 

ADDITIONAL QUICK LINKS: Supplier-Managed Catalog Template | Punchout Details Spreadsheet | Quarterly Sales Report and Revenue Share Form

 

Suppliers are critical to the success of OhioBuys. We want you as a supplier enrolled and active in our solution so you can provide:

- Accurate contact information

- Responses to quick quotes and public opportunities

- Reviews and acknowledgment of purchase orders

- Advance Shipping Notices (ASNs) and manage returns

- Catalogs that can be directly posted and managed

- Direct Contracts so a catalog can be loaded without a State Contract (Suppliers will agree to standard terms and conditions)

 

Help Desk Support 

If you encounter an issue or have a question regarding OhioBuys, please contact the Ohio Shared Services Help Desk through one of the options listed below:

 

Supplier Announcements

Supplier Announcements 

Don't miss orders from the State! Suppliers often miss orders and opportunities due to inaccurate contact information on their OhioBuys profile. Contacts can now be added and/or updated directly in OhioBuys. You no longer need to download and submit a form for changes and/or additions. Please note, all contacts must have an OH|ID in order to access OhioBuys.

 

Supplier Training Resources

How to Get Started with OhioBuys

To begin in OhioBuys, we suggest you watch our Supplier Webinar video. In 24 minutes you will learn how to:

üGet started in OhioBuys

üHow to manage your profile, including managing contacts, locations and selecting commodities
üRespond to solicitations
üReview and acknowledge Purchase Orders
üList your company’s goods and services as part of a catalog

As a Bidder or Supplier, you can also utilize the Bidder and Supplier Learner Guide and additional video training available on the Training tab under Suppliers.

 

Submitting a Catalog

OhioBuys Catalogs

OhioBuys 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 OhioBuys and the supplier’s punchout-enabled system.

 

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

 

hosted catalog (in Excel spreadsheet format) is uploaded by suppliers into OhioBuys and maintained by the State and the supplier. Shoppers access a hosted catalog in the OhioBuys, 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.

 

Direct Purchase Catalog: A hosted in OhioBuys for items that the Supplier does not currently have a contract with the State to provide. An OhioBuys Direct Purchase contract is a type of Open Market shopping experience that Suppliers can directly enter into with State of Ohio Agencies, Boards, and Commissions in order to sell goods and services in OhioBuys. Typically, a direct purchase catalog will include an open market pricelist and may not be the result of a solicitation process. Purchases made by State Agencies, Boards, and Commissions against these catalogs are tracked against the agency(s) direct purchasing authority and Controlling Board thresholds. 

Suppliers interested in creating an open market direct-purchase catalog should reach out to the catalog enablement team to assist in setting up their catalog.

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 send to kellie.johnson@das.ohio.gov with the spreadsheet attached.

If you would like to discuss your company’s capability to provide a punchout catalog, please contact Kellie Johnson, kellie.johnson@das.ohio.gov to arrange a call.

 

Hosted Catalog Setup

This spreadsheet should only be used for the first time you load your hosted catalog, afterwards to make updates to your catalog you must download your existing catalog from OhioBuys. 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 OhioBuys.  There are several options available:

  • Email
  • cXML
  • eFax
  • EDI

 

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:

 

 

OhioBuys for Co-ops

OhioBuys is the State of Ohio’s online purchasing solution that empowers both government buyers and interested suppliers. OhioBuys is currently available to fourteen State agencies. OhioBuys will continue to grow, expanding to include other State agencies, local governments, and higher education institutions.

OhioBuys will begin to become available for our Cooperative Purchasing Program (Co-op) members in 2023. We have completed a pilot with the following Co-ops.

Pilot Co-ops

Thank you to our pilot Co-op members!

Key Functionality

Co-op members have several functions available to them to start in OhioBuys including:

Help Desk Support 

If you encounter an issue or have a question regarding Ohio|Buys, please contact the Ohio Shared Services Help Desk through one of the options listed below:

Training

OhioBuys Co-op Training Resources

Learning Guides

 

# Link to Learner Guide Version 
C-LG.1 Using OhioBuys as a Co-op user Learning Guide 1.0

 

 

 

 

 

Job Aids

# Link to Job Aid Version 
08.01 Create an Exception Job Aid 1.0
09.05 Reviewing Revenue Share Job Aid 1.0
06.01 Submit a Request to Purchase Job Aid 1.0

Get Help

Help Desk Support 

Issue identification and resolution are important to the OhioBuys team. 

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

OhioBuys Training for Agencies and Suppliers

Training for OhioBuys Agency users is based on your agency role 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 Training

Agency Training 

Ensuring you feel prepared to navigate and use OhioBuys is a top priority. Web-based training (WBT) is provided to each OhioBuys 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: OBM.SharedServices@OBM.Ohio.Gov

Latest Training Updates

October 4, 2021 Latest training materials updates include:

  1. The Purchase Requisition Learner Guide has been updated to note what users should do if they encounter a negative line item in their purchase requisition. In Ohio|Buys, purchase requisition line items cannot have a negative dollar value. If a user encounters a negative line item when browsing a hosted catalog, they should submit a helpdesk ticket and include the contract number tied to that negative line item.
  2. The Central SME Approval Job Aid has been updated to outline how to review attachments, how to check for a contract, and how to access attachments and contracts at the line-item level.
  3. The Creating, Managing, and Awarding Solicitations Learner Guide has been updated to more clearly detail where users can see who unsealed bids for a solicitation.
  4. The Quick Quote and Solicitations Learner Guides have been updated to note how to remove publicly posted inquiries.
  5. The Create a Public Notice Solicitation Job Aid has been updated to note which roles can create and post a public notice solicitation.
  6. The Request Updates to the Rules Engine Job Aid has been updated to note that all rules engine updates must be submitted by an Agency Admin.
  7. The Bidder and Supplier Learner Guide has been updated to show the new OH|ID login page.
  8. The Viewing and Responding to Solicitations Learner Guide and View and Respond to a Quick Quote Solicitation Job Aid have been updated to explain that all solicitation responses should be submitted from a supplier's head office profile.
  9. A Reporting Revenue Share video has been created for suppliers that walks through how to report revenue share in Ohio|Buys. See the Supplier Training Videos on the Supplier Training tab.

 

Amazon Training Materials:

  1. The Using the Amazon Punchout Catalog Job Aid supports setting up access to the Amazon Punchout for the first time.
  2. The Purchasing through the Amazon Punchout Catalog video provides a brief overview of the account setup process.
 

VieAbility Office Supplies:

More Information about the New State Office Supply Contract. The VieAbility catalog is located in OhioBuys.

Video Introduction to OhioBuys

This library of short videos will demonstrate key Solicitation and Contract processes within OhioBuys.

1. Creating a Request to Purchase

2. Posting a Solicitation

3. Reviewing a Solicitation as an Approver

4. Creating a Contract from a Solicitation

5. Collaborating on a Contract

6. Reviewing a Contract as an Approver

Office Hours Registration

OFFICE HOURS

NOTE: Office hours will be unavailable for the majority of September as our trainers will be delivering training to the Phase 2 Wave 1 agencies. During this time if you require assistance with using OhioBuys, please submit a helpdesk ticket and a member of the OhioBuys team will contact you to work with you. Our team is working on expanding office hours availability in October and November to support you and will be posting a revised office hour schedule in the coming weeks.

 

Office Hours are now available Mondays through Thursdays to assist users with OhioBuys functionality. You will receive direct help on a specific transaction as you are working through it!

Office hours are available for your training-related questions (i.e., how to do something in OhioBuys). If your question is regarding policy or system issues (e.g., why a purchase order is In Progress) then users should submit a helpdesk ticket. In addition, anything that substantially involves R&Ps, OAKS, or OneSpan Sign will need to go to the helpdesk as well. 

Remember, if it's a question of "how" then office hours are the way to go. If it's a question of "why" it needs a helpdesk ticket.

To sign up for office hour sessions:

  1. Determine the transaction in which you need assistance and have that ready to share at the appointment.
  2. There are two links – if the date and time you are looking for are booked at one link, try the other link: Office Hours 1  Office Hours 2

  3. Register for a time slot: either 1pm, 2pm, or 3pm daily. There are 2 appointments available for every time slot. Appointments are first come first serve by registration only.
  4. In the box titled “Please share anything that will help prepare for our meeting” include the topic of your office hour session (e.g.: solicitation, quick quote, etc.)

 

 

You will receive an Outlook/Teams confirmation appointment. That can also be used to invite anyone from your organiization you would like to have involved in this session.

At your appointment: Be logged into OhioBuys so you can proceed with your activity. The trainers will advise you on how to complete your transaction, but they will not be driving.

NOTE: Office Hours are not a substitute for opening a helpdesk ticket when there is a technical issue. Trainers can direct you to the help desk if your questions warrant opening a ticket.

Enhancements Updates

Monthly Enhancements - 2021

The following announcements have been released to indicate various enhancements.

SEPTEMBER 2021 Enhancement Announcement

AUGUST 2021 Enhancement Announcement

JULY 2021 Enhancement Announcement

 

Enhancement Sprints - March-July 2021

The following announcements have been released to indicate various enhancements.

SPRINT 1 03.01.21: Enhancements include: Blanket PO Updates, Additional Contract Approver Steps, and Removing Supplier Quote ID Requirement, and more.

SPRINT 2 03.08.21: Enhancements include: Contract Routing, UNSPSC Codes from OAKS to OhioBuys, Forwarding for Additional Approvers, and Publicly Posting Checkbox Update, and more.

SPRINT 3 03.22.21: Enhancements include: Inquiry Dates Required, EOD Status Added to Grids, Update Blocking Alert on the PR Header, and Updated Supplier Landing Page, and more.

SPRINT 4 04.06.21: Enhancements include: Create new document type, Update References to UTC on Public Portal to EST, and Mass Edit Blanket PO Line Item, and more.

SPRINT 5  04.21.21: Enhancements include: Make Non-Substantive PO Changes, Remove Comment Area on Contracts, UPD R&P ID Column, and more.

SPRINT 6 05.03.21: Enhancements include: Update User Integration, RTP Process Updates, Catalog Templet Update, and more.

SPRINT 7  05.17.21: Enhancements include: Update Supplier Batch Load Integration to Ignore Duplicate Supplier Emails, Add Agency Use Field to Approvals Grid and Export, Make Contract Owner Field Editable via Amendment, and more.

SPRINT 8  06.01.21: Enhancements include: Add fields to Campaign Browse (D&R/Questionnaire Browse) page, Update Grid on Requisition Release and Permit tab, Create Queries for Agencies to Verify User Roles, and more.

SPRINT 9  06.15.21: Enhancements include: Default to Main Org on Browse User page, Update Message for Contract Expiration Notification, Move Solicitations without Contract Out of Evaluation Step, and more.

SPRINT 10  07.14.21: Enhancements include: Shotgun Approvals on Rules Engine, Requisitioner added to Advance Search Options, MBE PR Alert, and more.

Enhancement Videos - 2020

The following videos have been created to help illustrate changes to OhioBuys during our R2 Enhancement phase. All currently completed enhancements are reflected in the OhioBuys Job Aids

SPRINT 1 05.01.20: Enhancement Video Topics: Tooltip - PR Attachments, Supplier Location Default

SPRINT 2 05.15.20: Enhancement Video Topics: Mass Update Order Supplier, Browsing PRs & Orders, Future Dated PRs/Orders, Rejected Requisitions

SPRINT 3 05.29.20: Enhancement Video Topics: Requisition Checkout, Search Options, Print PO Option, Purchase Order Details

SPRINT 4 06.16.20: Enhancement Video Topics: One-time Address Availability, Quick Quoting Change Orders, Forwarding Requisitions for Additional Approval, Removing Quick Quote Alerts

SPRINT 5 07.01.20: Enhancement Video Topics: MBE Selector, Approval History, PO Workflow & Change Orders, Supplier Portal

SPRINT 6 07.10.20: Enhancement Video Topics: Additional Workflow Criteria (SME Approver), Supplier Contact Phone Extension, Field Filters - Exceptions, ISTV Account Codes

SPRINT 7  07.24.20: Enhancement Video Topics: Property Damage Selector, Emergency Purchase Workflow, Alerts: Controlling Board Number + DAS Contract

SPRINT 8 08.12.20: Enhancement Video Topics: Pending Validations & Forwarded Activities, Returned Purchase Orders, Updating Organization & COA Site

SPRINT 9 08.21.20: Enhancement Video Topics: User Scope - Commodity Codes, Browse Release & Permit, IT Purchase Requisition Approvals

SPRINT 10 09.04.20: Enhancement Video Topics: Workload Manager Capabilities, PR Workflow and State Printing Purchases, Unit of Measure (UOM) Non-Blocking Alert, PR Workflow and Release & Permit

Phase 1.5 Training Materials

Request to Purchase (RTP) to DAS:

 

Supplier Management and Exceptions:

 

Public Notice Solicitations: 

Determination & Recommendation

Determination & Recommendation (D&R) Training Materials

JA # Link to Job Aid Version 
#
Job Aid Description
8.07 Create and Finalize a Performance Evaluation 3.0 FOR CONTRACT ANALYSTS AND PROCUREMENT MANAGERS: Instructions on how to create and complete a performance evaluation (PE) as a Contract Analyst or Procurement Manager in OhioBuys. 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 the PE process.
8.08 Complete a Performance Evaluation Questionnaire 1.0 FOR EVALUATORS (RESPONDERS) Instructions on how to complete a performance evaluation questionnaire (i.e., a D&R questionnaire) as an evaluator.
OPS-SM-106 WEB COURSE: Completing Performance Evaluation Questionnaires   This course details how Contract Analysts and Procurement Managers can create and finalize performance evaluations in OhioBuys. This course is web-based training available in OhioLearn.
 
 
Accessing OhioBuys
If you have not accessed OhioBuys before, please review this Getting Started & Basic Navigation section.
 

WEB-BASED TRAINING & LIBRARY

Learner Guide and Job Aid Library

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. All OhioBuys Learner Guides are collected here for easy reference. 

Job aids and learner guides have been created to provide step-by-step instructions on how to complete various tasks within OhioBuys. Job aids are 1-4-page documents that provide step-by-step instructions and screenshots on how to complete a particular task within OhioBuys, 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 OhioBuys and which web-based courses to take. 

Web-Based Training by Role  Web-Based Course Listing

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

Learner Guide Library

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. All OhioBuys Learner Guides are collected here for easy reference. 

2.LG.1 Working with Purchase Requisitions Learner Guide (v8.4)

This guide provides you with step-by-step instructions on creating, reviewing, approving, and managing purchase requisitions in OhioBuys. The instructions in this guide are designed to cover the most common types of purchase requisitions. This guide includes a map of a standard approval path. 

 

6.LG.1 Creating, Managing, and Awarding Solicitations Learner Guide (v3.2)

This guide provides detailed steps for creating, managing, updating, approving, and awarding solicitations. Note that this learner guide is focused on the sourcing processes for formalized solicitations that typically result in a contract between the State and a Bidder or Supplier. This guide includes a comprehensive map regarding solicitation type, what functionality is required, and direct navigation to corresponding instruction in the learner guide.

 

6.LG.2 Quick Quoting Learner Guide (v3.9)

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 OhioBuys 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. This guide covers the activities related to creating a quick quote in OhioBuys, identifying and inviting Bidders and/or Suppliers, reviewing and comparing quotes, making awards, and updating associated purchase requisitions. This guide includes a basic process overview.

 

9.LG.1 Creating and Managing Contracts Learner Guide (v3.3)

This learner guide covers the activities related to creating a new or amending an existing contract, and contract authoring. This guide includes a comprehensive map regarding level of activity needed for a contract, what functionality is required, and direct navigation to corresponding instruction in the learner guide.

 

9.LG.2 Managing Hosted Catalogs Learner Guide (v2.0)

This learner guide covers the activities related to importing a contract's associated price list, and making updates to hosted catalog items​. This guide includes a process flow regarding the Hosted Catalog process as well as scenarios regarding updating the catalogs.

1. Getting Started & General Navigation

Getting Started

If you are a first-time user of OhioBuys, or do not have access to OhioBuys, please follow these steps:

  1. Complete this User Account Request form, select the "requester" role, then submit the form to your Agency Admin.
  2. Once your agency admin approves, submit the form to Ohio Shared Servies at:  OBM.SharedServices@OBM.Ohio.Gov and copy your Agency Admin on the request.
  3. Once you have been granted access, you can navigate to myOhio and select OhioBuys in the application store.
  4. The following training materials will help you get started.
  5. For additional support please set up Office Hours to meet one-on-one with an OhioBuys Trainer.
JA # Link to Job Aid Version # Job Aid Description

1.01

General Navigation

1.1

Instructions on how to navigate and search OhioBuys. 

1.02

Resolving Alerts

1.7

Instructions on system alerts that a user might encounter in OhioBuys, explanations for each, as well as instructions on how to resolve the alert.

1.04

Forwarding

1.3

Instructions on how to use the forwarding functionality for purchase requisitions, contracts, solicitations, etc. 

1.05 Reviewing Supplier Contacts 1.1 Instructions on how to access and review records of Supplier contacts in OhioBuys.

2. Purchase Requisitions Learner Guide and Job Aids

2. PURCHASE REQUISITIONS

To become familiar with creating, submitting, and approving purchase requisitions, we recommend bookmarking and reviewing the Learner Guide: 2.LG.1 Working with Purchase Requisitions Learner Guide (v8.4) This guide provides you with step-by-step instructions on creating, reviewing, approving, and managing purchase requisitions in OhioBuys. 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 Learner Guide

Topics
Accessing and Navigating OhioBuys
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

JA # Link to Job Aid Version
#
Job Aid Description
2.01 Manage Default Purchase Requisition Information 1.2 Instructions on how to set your default information for purchase requisitions, such as your Pcard, Organization, and favorite Departments.
2.02 Create a Purchase Requisition with a Requisite Procurement Agency 3.5 Instructions on how to create a purchase requisition to order goods from a Requisite Procurement Program agency.
2.03 Applying Speed Charts 1.2 Instructions on how to apply Speed Charts when filling out the budget information for a purchase requisition.
2.04 Entering Chartfield Information 1.4 Instructions on how to enter chartfield information when filling out the budget information for a purchase requisition.
2.05 Reviewing the Approval History of a Purchase Requisition 2.3 Instructions on how to review the approval history of a purchase requisition and see who has previously acted on it.
2.06 Controlling Board and Direct Purchase Authority Calculations 1.3 Instructions on how to review the 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.
2.07 Order Items from a Dealer 1.6 Instructions on how to purchase from a Dealer in OhioBuys. Dealers are authorized Suppliers who can offer the State the items listed as part of an STS contract.
2.08 Release and Permit Overview   Please see section 10 - Release and Permit Job Aids
2.09 Add a One-Time Delivery Address 1.2 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 OhioBuys.
2.11 Order a Generic Product 1.2 Instructions on how to order a generic product in OhioBuys. 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

JA # Link to Job Aid Version
#
Job Aid Description
2.12 Submit an ODOT Purchase Requisition 1.2 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.
2.13 Creating a PAY01 Purchase Requisition 1.2 Instructions on how to submit a PAY01 purchase requisition.
2.14 Submit an After-the-Fact Purchase Requisition 1.6 Instructions on how to submit an after-the-fact purchase requisition in OhioBuys. An after-the-fact purchase requisition should be submitted to account for a purchase that was already made outside of OhioBuys.
2.15 Create a Blanket Order 2.4 Instructions on how to create a blanket order in OhioBuys. A blanket order encumbers funds that can be applied to multiple purchase requisitions.
2.16 Add Subscription or Milestone Terms 1.2 Instructions on how to add subscription or milestone terms to a purchase requisition in OhioBuys.
2.17 Creating a Kit 2.2 Instructions on how to create a kit in OhioBuys. 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.
2.18 Submit an Emergency Purchase Requisition 2.2 Instructions on how to submit an emergency purchase requisition in OhioBuys.
2.19 Using the Amazon Punchout Catalog 1.1 Provides a brief overview of the account setup process in the Amazon punchout catalog.

3. Approving Purchase Requisitions Job Aids

3. APPROVING PURCHASE REQUISITIONS

JA # Link to Job Aid Version
#
Job Aid Description
3.01 Assign a Purchase Requisition 1.2 Instructions on how to assign a purchase requisition to a Requisitioner as a Workload Manager.
3.02 Delegate Approvals 1.1 Instructions on how to delegate the approval for a purchase requisition in your queue (pending validations) to another user.
3.03 Manage Agency Approval Paths 1.2 Instructions on how to manage and update the approval paths for your agency using the Rules Engine.
3.04 Requisite Program Approval 1.2 Instructions on how to grant or deny a Requisite Procurement Program agency waiver.
3.05 IT SIM Group + IT SME Approval 1.3 Instructions on how to approve a purchase requisition as an IT SME or member of IT SIM Group.
3.06 IT SIM Assign IT SMEs  2.1 Instructions on how to assign an IT SME as an IT SIM user.
3.07 One-Time Address Approval 1.2 Instructions on how to approve a purchase requisition in which the Requester/Requisitioner has entered a one-time shipping address.
3.08 IT Purchase Requisition Over $25000 Approval 2.2 Instructions on how to approve a purchase requisition that has goods/services related to an IT commodity and is over $25,000.
3.09 Central SME Approval 2.0 Instructions on how to approve a purchase requisition as a Central SME for copy, fleet, printing, or personal services.
3.10 Emergency Purchase Requisition Chief Procurement Officer Approval 1.2 Instructions on how to approve an emergency purchase requisition as the Chief Procurement Officer.
3.11 Emergency Purchase Requisition State Accounting Manager Approval  1.2 Instructions on how to approve an emergency purchase requisition as the State Accounting Manager.
3.12 DAS Procurement Review 1.1 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.

4. Purchase Orders Job Aids

4. PURCHASE ORDERS
JA # Link to Job Aid Version # Job Aid Description
4.01 Review a Purchase Order 1.6 Instructions on how to locate and review the information on a purchase order.
4.02 Review a Pcard Order 1.4 Instructions on how to find and review the details of a purchase order that will be paid using a Pcard.
4.03 Review PO Integration Messages 6.3 Instructions on how to interpret and resolve integration messages related to your purchase order.
4.04 Purchase Order Payment Tab Overview 1.1 Instructions on how to review the information on the Payment Tab of a purchase order.
4.05 Manually Send a Purchase Order to a Supplier 1.2 Instructions on how to manually send a purchase order in OhioBuys.
4.06 Create a Change Order 1.3 Instructions on how to create and submit a change order for an existing purchase order.
4.07 Close or Cancel an Order 1.1 Instructions on how to close or cancel a purchase order.
4.08 Approve an Invoice 1.2 Instructions on how to review and approve a Supplier submitted invoice as a Requester in OhioBuys.
4.09 Review an Invoice 1.1 Instructions on how to search for and review a Supplier submitted an invoice and its associated comments and attachments in OhioBuys.

5. Receipts and Returns Job Aids

5. RECEIPTS AND RETURNS

JA # Link to Job Aid Version # Job Aid Description
5.01 Create and Manage a Receipt 1.2 Instructions on how to create and submit a receipt for goods/services within OhioBuys.
5.02 Create a Return 1.2 Instructions on how to create a return within OhioBuys for previously received goods/services. In order to create a return, an associated receipt must exist in OhioBuys.
5.03 Create a Mass Receiving Receipt 1.1 Instructions on how to create a mass receiving receipt, which allows receipts to be created across multiple purchase orders and Suppliers at a single time.

6. Solicitations (including Quick Quotes) Learner Guides and Job Aids


6. SOLICITATIONS (INCLUDING QUICK QUOTES) LEARNER GUIDES AND JOB AIDS

To become familiar with all the sourcing capabilities in OhioBuys we recommend bookmarking and reviewing the 6.LG.1 Creating, Managing, and Awarding Solicitations Learner Guide (v3.2)This guide provides detailed steps for creating, managing, updating, approving, and awarding solicitations. Note that this learner guide is focused on the sourcing processes for formalized solicitations that typically result in a contract between the State and a Bidder or Supplier. For more information on quick quotes, please refer to the associated learner guide. 

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 OhioBuys 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 OhioBuys, we recommend bookmarking and reviewing 6.LG.2 Quick Quote Learner Guide (v3.9). This guide covers the activities related to creating a quick quote in OhioBuys, identifying and inviting Bidders and/or Suppliers, reviewing and comparing quotes, making awards, and updating associated purchase requisitions.

JA # Link to Job Aid Version  Job Aid Description
6.00 Create and Release a  Public Notice Solicitation 2.2 Instructions on how to create and post a public notice solicitation. Public notice solicitations allow State agencies to quickly post the details of a solicitation on the OhioBuys Public Solicitations page. 
6.01 Submit a Request to Purchase 2.3 Instructions on how to submit a request to purchase. A Request to Purchase should be submitted in OhioBuys whenever you would like to place sourcing and contracting requests with DAS. 
6.02 Review a Request to Purchase  3.2 Instructions on how to review a request to purchase.  
6.03 Creating and Managing Solicitation Templates 1.1 Instructions on how to create and manage solicitation templates. Select users will have the Template Manager role and can convert solicitations into reusable templates that can be leveraged for future sourcing needs. 
6.04 Create Reverse Auctions  1.1 Instructions on how to create a reverse auction. Certain solicitations can be awarded via auction once a suitable lot of Suppliers have been identified. 
6.05 Award Reverse Auctions 1.1 Instructions on how to award a reverse auction 

6.06

Review Solicitation Responses as an Auditor  1.2 Instructions on how to review solicitation responses as an Auditor. Auditors are responsible for ensuring that Supplier responses are submitted within the listed bidding period.  
 
6.07 Complete Records Review for an RFP 1.1 Instructions on how to complete the Records Review process and confirm the documents that should be made publicly available for an RFP. 
6.08 Create and Release a Printing RFI or ITB 1.2 Instructions on how to create and release a State Printing RFI or ITB. 

 

 

 

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

7. Reports and Queries Job Aids

7. REPORTS AND QUERIES

JA # Link to Job Aid Version # Job Aid Description

7.01

Access and Run an Analysis Report

3.0

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.

7.02

Run Queries

2.7

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 categories.

7.03

Create and Manage Queries

1.0

Instructions on how to create a new query using the Query Wizard. The Query Wizard provides a UX-based solution for users with the reporting role to create new queries, however, it is strongly encouraged that users understand SQL to take full advantage of query creation in OhioBuys. 

7.04

Modify Analysis Reports

1.1

Instructions on how to modify existing analysis reports in OhioBuys. 

8. Supplier Management Job Aids

8. SUPPLIER MANAGEMENT

JA # Link to Job Aid Version # Job Aid Description
8.00 Reviewing a Supplier Record 1.1 Instructions on how to access and review a Supplier's record stored in OhioBuys.
8.01 Create an Exception 1.3 Instructions on how to create an exception in OhioBuys. Exceptions are formal complaints or compliments created for a Supplier and replace the existing Complaint to Vendor (CTV) process.
8.02 Review an Exception - Agency Reviewer 1.3 Instructions on how to review and take action on an exception as an Agency Reviewer.
8.03 Review an Exception - DAS Contract and DAS Compliance 1.2 Instructions on how to review and take action on an exception as a contract owner.
8.04 Edit and Close an Exception 3.1 Instructions on how to update and close an exception as an agency user.
8.05 Create and Edit an Improvement Plan 1.2 Instructions on how to create and update an improvement plan as an agency user in OhioBuys. 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.
8.06 Close an Improvement Plan 1.1 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.
8.07 Create and Finalize a Performance Evaluation 3.0 Instructions on how to create and complete a performance evaluation (PE) as a Contract Analyst or Procurement Manager in OhioBuys. 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 the PE process.
8.08 Complete a Performance Evaluation Questionnaire 1.1 Instructions on how to complete a performance evaluation questionnaire as an evaluator.
8.09 Create and Manage a Performance Evaluation Template 2.1 Instructions on how to create and manage performance evaluation templates as a State Admin.
8.10 Create a Debarment 1.1 Instructions on how to create a debarment for a Supplier.

9. Contracts and Catalogs Learner Guide and Job Aids

9. CONTRACTS AND CATALOGS

To become familiar with creating contracts and managing catalogs in OhioBuys, we recommend bookmarking and reviewing 9.LG.1 Creating and Managing Contracts Learner Guide (v3.3) and 9.LG.2 Managing Hosted Catalogs Learner Guide (v2.0)These learner guides cover the activities related to creating a new or amending an existing contract, contract authoring, importing a contract's associated price list, and making updates to hosted catalog items​. 

In addition to these learner guides, there is a video that walks through how to use OneSpan Sign to digitally sign contracts in OhioBuys:

  1. Signing a Contract Using OneSpan Sign: covers how to access OneSpan Sign and sign a contract as well as how to track signature status in OhioBuys. 
Note: The OneSpan Website has additional videos available that cover a variety of topics. 
 
JA # Link to Job Aid Version # Job Aid Description
9.01 Review a Public Records Request 1.2 Instructions on how to complete the Records Review process and confirm the documents that should be made publicly available for an RFP.
9.02 Create and Manage Contact Templates  1.1 Instructions on how to create and manage contract templates. Select users will have the Template Manager role and can convert contracts into reusable templates that can be leveraged for future sourcing needs. 
9.03 Manage the Contract Clause Library 1.1 Instructions on how to create and manage clauses saved in the clause library. The clause library is a repository for commonly used contract clauses that users can easily incorporate into their own contracts. 
9.04 Review and Create a Direct Purchase Contract  1.0 Instructions on how to create a direct purchase catalog in OhioBuys. A direct purchase catalog is a Supplier’s hosted catalog in OhioBuys that is typically not associated with any specific contract. 

9.05

Review Revenue Share 1.0 Instructions on how to review and report revenue share payments for an applicable contract in OhioBuys. 
9.06 Create a Real Estate Contract 1.1 Instructions on how to create a Real Estate contract
9.07 Sign a Contract using OneSpan Sign 1.0 Instructions on how to complete a signature transaction for OhioBuys using OneSpan Sign.

 

10. Release and Permit Job Aids

10. RELEASE AND PERMITS
 
JA # Link to Job Aid Version  Job Aid Description
2.08 Release and Permit Overview 1.2 Instructions on how to review the Release and Permit information associated with a purchase requisition (if applicable).

10.01

Creating a Release & Permit 2.4 Instructions on creating a Release and Permit.
10.02 Create a Release & Permit for an Agency-Administered IT Contract 1.0 Instructions on how to review an Agency-Administered IT contract and complete the IT R&P process. 

11. Agency Admins Job Aids

11. AGENCY ADMINS
JA # Link to Job Aid Version # Job Aid Description
11.01 Enable State User Accounts 5.0 Instructions on how to enable agency user accounts as an Agency Admin. The steps should be completed whenever a new agency user is onboarded.
11.02 Delegate Tasks 2.1 Instructions on how to reassign tasks as an Agency Admin.
11.03 Request Rules Engine Update 1.1 Instructions on how to submit updates for your agency's purchase requisition approval rules.
11.04 Manage Supplier Contacts 3.1 Instructions on how to manage Supplier contacts as a State Admin. 
11.05 Create State User Accounts  1.3 Instructions on how to create an agency user account as a State Admin. 
11.07 Disable State User Accounts 2.1 Instructions on how to disable agency user accounts as an Agency Admin. These steps should be completed whenever an agency user is offboarded. 
11.08 Update Agency Rules Engines 3.1 Instructions on how to make updates to an agency’s purchase requisition approvals as an Agency Admin. 

Supplier Training

Getting Started with OhioBuys

OhioBuys is the State of Ohio’s new online purchasing solution that empowers both government buyers and interested bidders and suppliers. To get started using OhioBuys, we recommend watching this 24-minute video with this presentation deck for reference: Ohio|Buys Supplier Training Webinar DeckThese materials cover the following topics: 

  • Getting started in Ohio|Buys 

  • How to manage your profile, including managing contacts and selecting commodities 

  • Responding to Solicitations 

  • Reviewing and Acknowledging Purchase Orders 

  • Listing your organization's goods and/or services as part of a catalog 

 

Supplier Training Webinars 

We are excited to announce the latest OhioBuys supplier/bidder webinar schedule.  

Each supplier/bidder training webinar will be one hour and held on the dates listed below. Each webinar will demonstrate accessing and navigating OhioBuys as well as will walk through how to review and respond to a State of Ohio solicitation. Please download the webinar meeting invitation file using the meeting's link, unzip it and then click the .ics file to add it to your calendar. 

When it is time to join the webinar, use the below "Click Here to Join The Meeting" hyperlinks or open the calendar invite you downloaded and click on the “Click here to join the meeting” hyperlink.  All supplier training webinars are hosted using Microsoft Teams. Throughout these webinars, you will have the opportunity to ask questions in the meeting chat. Questions during these webinars should be focused on how to use OhioBuys. 

If you have trouble accessing the webinar, please email the team at: supplier.ohiobuys@das.ohio.gov

Date & Time 

Topic 

Webinar Meeting Invitation Link to Download 

Friday, October 22  

10:00AM-11:00AM

Access 

& Solicitations

Supplier Webinar #90

Download Calendar Invite & Supporting Documents 

Click Here to Join the Meeting

Friday, October 29  

10:00AM-11:00AM

Access 

& Solicitations

Supplier Webinar #91

Download Calendar Invite & Supporting Documents 

Click Here to Join the Meeting

Friday, November 5  

10:00AM-11:00AM

Access 

& Solicitations

Supplier Webinar #92

Download Calendar Invite & Supporting Documents 

Click here to join the meeting

Friday, November 19  

10:00AM-11:00AM

Access 

& Solicitations

Supplier Webinar #93

Download Calendar Invite & Supporting Documents 

Click here to join the meeting

 

Learner Guides

In addition to the webinar video, we also recommend downloading and reviewing the following Learner Guides. Each guide provides comprehensive end-to-end instructions associated with a capability in OhioBuys.

LG # Link to Learner Guide Version
Description
S.LG.1 Bidder and Supplier Learner Guide 3.8 Provides instructions on how to access and navigate OhioBuys, as well as how to manage your organization's profile and the contacts that have access to your organization's account.
S.LG.2 Viewing and Responding to Solicitations 2.0 Provides instructions on how to access and respond to solicitations posted by the State of Ohio in OhioBuys.
S.LG.3 Reviewing and Managing Contracts 1.6 Provides instructions on how to review, negotiate, sign, and manage contracts with the State of Ohio within Ohio|Buys. Also covers how to report the quarterly dollar value (rounded to the nearest whole dollar) of sales to cooperative (i.e., Co-op) purchasing members (e.g., cities, counties, etc.) under the contract by calendar quarter. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Supplier Training Videos

The links below provide short video demonstrations for suppliers to become familiar with OhioBuys. 

Link to Video

Description

Accessing and Navigating OhioBuys for Existing Suppliers

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

Accessing and Navigating OhioBuys for New Bidders

Instructions on how to access OhioBuys 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 OhioBuys and how to send an acknowledgment 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 OhioBuys.

Managing Advanced Shipping Notices and Returns

Instructions on how suppliers can send advanced shipping notices (ASNs) in OhioBuys to notify State buyers of a pending delivery of goods. This video also provides instructions on how suppliers can manage returns in OhioBuys.
Reviewing and Managing Contracts Provides an overview of how to access contracts in OhioBuys and how to participate in the contract authoring and negotiation process.
Reporting Revenue Share in OhioBuys

Provides instructions on how to review revenue share information for a contract as well as how to report cooperative (Co-op) spend. OhioBuys is now the system of record for revenue share on a contract and PIMS will no longer be available for reporting. If your contract is a revenue share contract, you must report the quarterly dollar value (rounded to the nearest whole dollar) of the sales to political subdivisions (i.e., Co-op purchasing members) under the contract by calendar quarter (i.e., January-March, April-June, July-September, and October-December). The dollar value of the sale is the price paid by Co-ops for the products and/or services listed on the purchase order or other encumbering document, as recorded by the Contractor.

 

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 OhioBuys. 

JA # Link to Job Aid   Version 
#
Job Aid Description
S.00 View and Respond to a Quick Quote Solicitation 2.4 Instructions on how to view and respond to a quick quote solicitation in OhioBuys. 
S.01 Review and Acknowledge a Purchase Order 1.7 Instructions on how to access a purchase order created for your company in OhioBuys, review its content, and send an acknowledgment back to the State buyer.
S.02 Manage a Hosted Catalog 1.2 Instructions on how to import and update a hosted catalog within OhioBuys
S.03 Request a Direct Purchase Catalog 1.2 Instructions on how to request a Direct Purchase Catalog in OhioBuys. A Direct Purchase Catalog is a catalog of items that you provide that are not contained in any contract with the State of Ohio but are available for purchase by State users in OhioBuys. 
S.04 Submit a Public Records Request 1.2 Instructions on how to submit a Public Records Request in OhioBuys. A Public Records Request can be submitted when an inquiry is made regarding a contract or solicitation (e.g., the value of a contract).
S.05 Create an Advanced Shipping Notice - ASN 1.3 Instructions on creating an ASN in OhioBuys to let the State buyer know that you have shipped their goods.
S.06 Confirm or Reject a Return 1.3 Instructions on how to confirm or reject a return of goods within OhioBuys.
S.07 Review and Update an Exception 1.3 Instructions on how to review and respond to an exception in OhioBuys. Exceptions are formal complaints or compliments created against a supplier.
S.08 Update an Improvement Plan 1.3 Instructions on how to review and update an improvement plan in OhioBuys. Improvement plans are a roadmap of tasks presented to a Supplier that is designed to help a Supplier improve their performance with the State of Ohio.
S.09 Requisite Program Supplier Log In 2.3 Instructions on how to access OhioBuys as a Requisite Program Supplier. 
S.10 Respond to a Reverse Auction 1.2 Instructions on how to submit a response to a reverse auction conducted within OhioBuys
S-11  Access and Review Public Solicitations 1.5 Instructions on how to review posted solicitations in OhioBuys.
S.12 Access and Review the Public Catalog 1.2 Instructions on how to review the goods and/or services offered by Suppliers in OhioBuys.
S.13 Create an Invoice from a Purchase Order 1.5 Instructions on how to flip a purchase order into an invoice in OhioBuys.
S.14 Access and Review Public Contracts 1.1 Instructions on how to access and review the Public Contracts page in OhioBuys. 

 

OhioBuys 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
  Terminology Guide   Terminology sheet for terminology and activity in Ohio|Buys
  Supplier Catalog Data   List of active Ohio|Buys suppliers and their catalogs
  Agency FAQ's   NEW: List of Frequently Asked Questions from Agencies during R3

 

OhioBuys Agency Newsletters

The OhioBuys Newsletter provides updates, helpful hints, training information, and more. 

2021 Newsletters

January 15 | January 29 | February 16 | March 12 | March 26 

April 9 | April 23 | April 30 | May 7 | May 21 | June 4 | June 18 

July 2 | July 16 | July 30 | August 13August 27 | September 10 | September 24

 

Frequently Asked Questions (FAQs)

The OhioBuys team will make FAQs available here for reference. 

FAQs: General Project

My agency has a procurement process in place that works. Why are we moving to OhioBuys? 

Across the State, agencies have separate processes for procurement which makes it challenging to analyze overall State spending and purchasing habits. In addition, suppliers have difficulty learning these various processes across agencies. Going forward, OhioBuys will provide a standard way to do business with the State.

 

What is an Early Adopter Agency?

An Early Adopter Agency is a State Cabinet Agency that agreed to lead the way on the new OhioBuys solution. They were willing to work through the new system challenges and potentially two ways of working in the short term. These agencies got to support the alignment of procurement processing for the State and realize the early benefits of standardization and transparency in procurement. Most of these agencies have completed their onboarding in 2021. 

 

Who can I talk to for details about what's changing for my group?

Each Early Adopter Agency has a lead contact – the contact list can be found on the OhioBuys website.

 

I don't have a Pcard. Why am I receiving updates about OhioBuys?

Early Adopter Agency Leads worked with their Agency’s Organizational Change Management (OCM) practitioner to develop a communications strategy for their particular agency. Some agencies may choose to broadcast information to a wider audience than OhioBuys users that are directly impacted.

 

What was the Central Design Group?

This group represented half of the Early Adopter Group and included agencies with the most complex procurement processes. This team included DOT, DMHAS, DPS, DRC, OBM and DAS. They helped to develop the Core Model of procurement processes.

 

What is the “Core Model”?

The Core Model represented a set of procurement processes that are standard across State agencies. This served as a platform upon which the OhioBuys solution was commonly developed and efficiently deployed to meet the needs of Agencies, as well as local governments. The State’s “Core Model” is projected to represent close to 90% of the total solution, while localizations will represent 10% or less.

 

How much customization was required for OhioBuys in Ohio?

The first design principle discussed in every Design Session is “Configure first, customize second.” This helped the entire team stay focused on adapting processes that would allow for configuration both across the 90% Core Model and within the 10% of agency-specific needs. This focus helped the platform remain stable, prevent a heavily customized version of the software, and increase sustainability.

 

Why didn’t all Early Adopter Agencies directly participate in the design process from the beginning?

Considering the tight project deadlines, when mapping various processes into the Core Model it was determined that the larger the group, the slower the design process. By working with the largest, most complex agencies first and including project team members who can also represent the smaller agency needs, the Central Design Group stayed small and worked quickly to meet project deadlines.

 

What should I do if I have a question about the project?

The OhioBuys Project Team has created an email box to review any questions and connect the right team resource to answer them. Some common questions may become FAQs and post to this website. All questions should be sent to: OhioBuys@das.ohio.gov

 

Will the OBM Pcard app impact Ohio Buys?

Not at this time. The potential to share information regarding OhioBuys Pcard orders with the OBM Pcard reconciliation app continues to be explored.

 

How are suppliers being made aware of OhioBuys?

Suppliers have been sent ongoing communications regarding OhioBuys to make them aware of the solution, how to register and set up their profile, as well as participate in solicitations. The project team is also calling and sending mailings to suppliers to provide more details on registration. Information on supplier training for OhioBuys is also found on our website.

 

What templates are available to Agencies as they begin to use OhioBuys?

DAS OPS is planning to create an OhioBuys version of the RFQ and Service Contract templates.  Currently, there are internal templates being created, then the template from the Agency Toolkit will follow. 

FAQs: General System

How do I access/link to the OhioBuys solution?

The OhioBuys solution is available via MyOhio>My Workspace>Applications>Apps. The tile is called Ohio OhioBuys. The agencies who have been onboarded have access to the OhioBuys solution.

Suppliers can access OHioBuys at the OhioBuys supplier landing page.

 

Are Master Maintenance Agreement (MMA) suppliers and contracts in OhioBuys?

Yes, both Non-IT and IT MMA’s are in OhioBuys and they have associated catalog numbers. For IT MMAs they all have a zero price. The agency will need up update the price based on their quote and attach the quote.

 

Is the IT Managed Services Provider contract available to use in OhioBuys?

The Managed Services Provider contract is in the system. OhioBuys has a catalog with position titles and the max price.  These item prices can be modified down (similar to a STS contract). Agencies will need to include their justification and a copy of their PAD from OST, Inc. with each purchase requisition. 

 

Does OhioBuys immediately check for budget and thresholds against OAKS?

When creating a Purchase Order, the PO is sent to OAKS in real time for budget check. That budget check status will return in approximately two minutes from OAKS.However, the PO will not be dispatched until the PO dispatch process runs at the following times:

9:00am 11:30am 3:00pm sometime after 5:00pm

This is a crucial step to ensure that the PO is within threshold tolerances before the PO is dispatched. Once dispatched, OAKS will send a Dispatched status for the PO back to OhioBuys. Upon OhioBuys receiving the dispatch status, a workflow job that runs every 30 minutes will push the PO to the next step in the workflow. Users will see their POs pushed to the next step in the workflow by approximately:

10:00am 12:00pm 4:00pm sometime after 6:00pm

 

How can I monitor the status of my Purchase Order as it goes to OAKS?

Requisitioners should closely monitor the status of their purchase orders (POs) in OhioBuys to ensure they were successfully encumbered and dispatched to the associated Supplier. POs that have been successfully dispatched out of OAKS will have a Status of Ordered or Acknowledged in OhioBuys. POs that have encountered integration or encumbrance errors will have a Status of In Progress.  The easiest way to monitor the status of a PO is to do the following:

1.            Log in to OhioBuys. From the Main Menu Navigation Bar, click Procurement and then select Browse Orders from the drop-down menu.

2.            Review the Status column in the grid.

Since the Requisitioner does not receive a notification when a PO encounters an error, Requisitioners should continue with the below steps below to effectively manage their PO’s.

3.            Click the Pencil icon next to the PO you would like to review.

4.            Scroll to the bottom of the page and review the Integration Messages section. Take note of the text in the Description column and locate this text in the Review PO Integration Errors job aid.

5.            Once you have found the corresponding message in the job aid, follow the steps in the What Users Should Do column of the job aid.

See overview below for reference:

How long can I be inactive before I will be logged out of OhioBuys?

OhioBuys' timeout is set at 30 minutes. If you are inactive for longer than 30 minutes, you will be timed out and required to log back into OhioBuys.

 

How do I handle the quarterly budgeting process in OhioBuys?

The standard guidance on quarterly POs applies to this situation. If a user wants encumbrances to be split across different quarters, they need to submit a separate requisition for each quarter. Similar to OAKS, these PRs will need to be submitted at the start of each quarter. For example:

1. Submit the PR for the 1st quarter now in OB with a Budget Date in Q1 of FY21.

Once the first PR is fully approved and a PO is created, take advantage of the OhioBuys duplicate PR functionality. Users can copy the first PR for multiple quarters by navigating to the Requisition page and selecting “Duplicate” from the Other Options dropdown button.  Please make sure to update the budget date and other quarter-specific data in the subsequent requisitions.  Each requisition will still need to complete approval workflow before becoming a PO.

2. Since the PO will be restricted to a single budget date, users will not be able to use change orders to add funds to the 1st quarter PO for the remaining quarters.

Users cannot change the budget date on an existing PO because it will create problems with vouchers.  

 

Can we create a PO with 1st QTR money and then do a change request to add money as we need it?

Since the PO will be restricted to a single budget date, you will not be able to add funds to the 1st quarter PO for the remaining quarters. Please create a new PO for each quarter.

 

What if I use my supplier all year?

You will need 4 different purchase orders and the budget date on each order must coincide with the beginning of the quarter. It is very important that suppliers are aware that the order numbers will change throughout the year so that the invoices reference the correct order.

 
What if the invoice is submitted or voucher created after the quarter ends?
The invoice can still be processed against the budget for a previous quarter as long as it references the correct order number
 
How can I get more information on this process?
Communications were sent to all Finance related individuals within the agency so that it can be cascaded to other groups such as Procurement. These groups are the best points of contact.
 
 

FAQs: Schedule

What is the schedule for the OhioBuys system releases?

The first release of OhioBuys – formerly known as eProcurement and eMarketplace, took place in December 2018. The larger scope of Procure-to-Pay was released at the end of 2019, and the Sourcing Management and Contract Management with Spend Analysis (including RFP) deployment took place November 2020 - January 2021. Only Early Adopter Agencies participated in these releases. The remaining cabinet agencies will begin onboarding with Phase 1.5 in spring 2021, and full functionality onboarding throughout Fiscal Year 2022.

 

Are Co-Ops using OhioBuys?

The OhioBuys project team completed a pilot with select Cooperative Purchase members in November 2020. The team will work with additional co-ops after the cabinet agencies are onboarded.

FAQs: Training

Will eLearning courses be assigned to OhioBuys users?

Using project-provided Learner Guides and Job Aids, users should visit the OhioBuys website to download these materials. Once you have your curriculum, you can search for OhioBuys courses in OhioLearn. Search using the term "Ohio Buys" for the list of courses.

Will users have access to training not associated with their role?

Yes, in OhioLearn, all courses are open for all users.

 

Will eLearning courses be available for review AFTER completion? ​

Users can revisit completed courses for review and will be able to fast-forward through to review specific sections and topics of interest.

FAQs: Roles

Can a requester also be an approver in the workflow?

Yes, an individual user can be assigned multiple profiles e.g. Requester and Fiscal Approver.

 

Will a Pcard Requisitioner also be a Requester?

It is possible. Agency leadership will determine which users are given a Pcard, along with which OhioBuys profile the user will have. There is no linkage/dependency between the two. 

 

Will an OhioBuys Agency Administrator be able to select or choose different workflows?

Each agency has the option to customize its agency purchase requisition approval workflow. Agency purchase requisition approval rules are managed and maintained by Agency Administrators.

FAQs: Suppliers

Will Suppliers need to register to gain access to OhioBuys?

All suppliers and supplier contacts will need to obtain an OHID to gain access to OhioBuys. Existing Supplier users with a valid OHID will not need to re-register in order to access OhioBuys. New Bidders will need to complete the Bidder Registration process in order to access OhioBuys after securing their OHID. This process can be started from the Supplier landing page.

 

As a Supplier, how will I be notified that I have new purchase order activity in OhioBuys?

Supplier contacts receive an email notification any time that a quick quote or solicitation has been posted, and when a new purchase order or change order has been dispatched. These notifications also appear in the Validations pane on the Supplier’s homepage and in the My Pending Validations section of their profile. If the supplier does not have contacts associated in their contact record, they will not receive notifications.

 

What are exceptions?

Exceptions are formal complaints created against a Supplier (e.g., incorrect products are sent) or compliments sent to a Supplier (e.g., consistently deliver ahead of schedule). All state users in OhioBuys may create exceptions; however, they must be approved before being officially logged and the Supplier notified. Exceptions can be applied to any Supplier and attached to nearly any process in OhioBuys including purchase orders, receipts, etc.

 

Can I upload a catalog even though I don’t have a State contract?

Suppliers are able to request an OhioBuys Direct Purchase Contract. In these instances, a Supplier will upload a price list for items to be included in the catalog and submit it to the State. The State will then create a contract in OhioBuys to obtain the supplier’s agreement with standard terms and conditions and upon the supplier’s signature, the price list will be added to the catalog and made available to users shopping in the system.

An OhioBuys Direct Purchase Contract is a type of contract Suppliers can directly enter in to with State of Ohio Agencies, Boards, and Commissions in order to sell goods and services in OhioBuys. Typically, a direct purchase contract will include an open market pricelist and may not be the result of a solicitation process. Purchases made by State Agencies, Boards, and Commissions against these contracts are tracked against direct purchase and Controlling Board thresholds. See Ohio Administrative Policy PM-01 Purchasing Procedures for additional details regarding Controlling Board and Direct Purchase Thresholds and quoting guidance.

The Catalog Analysts will receive the request, create the contract, go through the approval workflow to obtain a signed Contract, and then continue to approve the Supplier’s price list to be added to that Contract.

In addition, some of the key activities a supplier can perform in OhioBuys include:

  • View and respond to solicitations
  • Review and acknowledge purchase orders
  • Create Advanced Shipping Notices (ASNs)
  • Manage returns
  • Review exceptions and manage improvement plans
  • Load and manage catalog content

Supplier Administrators can also manage their company’s account (contacts, commodities offered, etc.) directly in OhioBuys.

 

Can you have a separate OHID for your team to receive Bidder information, or do you have to have on OHID for the company?

Each individual user accessing OhioBuys must have an individual OHID.

 

Are there any resources to help businesses learn how to properly prepare a response to a bid if they are new to state contracting?

Yes, training resources are located on the OhioBuys website at das.ohio.gov/ohiobuys.  Click on the Training tab and then click on Supplier Training to access videos, learner guides, and job aids.

 

I am going through the MBE process. Do I wait to register for OhioBuys until its approved?\

Bidders and suppliers should register for OhioBuys as soon as possible to avoid missing out on opportunities to do business with the State; Bidders can register and then submit a change request in OhioBuys when information on their account needs updated.  Suppliers’ information will be updated in the State’s accounting system and automatically sent over to OhioBuys.

OhioBuys 2021 Rollout

Phase 1: Early Adopter Agencies

OhioBuys is being rolled out in phases. The initial phase (Phase 1) included three releases with Early Adopter Agencies from 2017 through early 2021. 

Phase 1.5 

Phase 1.5 introduced OhioBuys to the remaining Cabinet agencies as well as select Agencies, Boards, Commissions, and Cooperative Purchase Members using existing functions in various legacy systems.

Phase 1.5 Agencies
Department of Adjutant General Department of Medicaid
Department of Aging Department of Natural Resources
Department of Agriculture Department of Taxation
Department of Developmental Disabilities Department of Veterans Services
Department of Education Department of Development
Department of Higher Education Environmental Protection Agency
Department of Job & Family Services  
Phase 1.5 Organizations
Office of Attorney General Ohio Housing Finance Agency
Columbus Metropolitan Library State Library of Ohio
Mid-Ohio Regional Planning Commission Tuition Trust Authority
School for the Blind School for the Deaf
Industrial Commission Public Utilities Commission
Racing Commission City of Westerville

Phase 1.5 Training Materials are available on the Training tab.

Phase 2: Remaining Cabinet Agencies 

The following cabinet agencies will be onboarded into OhioBuys by quarter through April 2022.

Phase 2: Cabinet Agencies
Wave 1: LIVE! Department of Education
Department of Natural Resources
Department of Taxation
Department of Development
Department of Health
Wave 2: Oct 2021-
Jan 2022
Adjutant General's Department
Department of Agriculture
Department of Developmental Disabilities
Department of Higher Education
Wave 3: Feb-Apr 2022 Department of Aging
Department of Medicaid
Department of Veterans’ Services
Environmental Protection Agency
Job & Family Services

OhioBuys will roll out to non-superintendent agencies, boards, commissions, higher education institutions, and local governments in 2022 and beyond.