The State of Ohio's eProcurement project will fundamentally change how the State purchases goods and services by transforming procurement processes, policies, and contacts through the implementation of an innovative, proven, and secure cloud-based solution.
Strategic Goals and Benefits
CONTACT US: eMail | Agency Administrators | Project Team Contacts | Help Desk Support
LEARN MORE: Latest FAQs | eProcurement Journey Fact Sheet | Helpful Hints
eProcurement and eMarketplace for Agencies
eProcurement provides the primary platform for agency employees to perform procurement activities.
eMarketplace provides an online shopping platform for State users to purchase goods and services provided by supplier partners.
Welcome to Ohio eProcurement!
1. If you are part of our 12 Early Adopter Agencies in 2019, please contact your Agency Administrator for the New User form.
2. In addition, view our informative videos to learn more about Ohio eProcurement. Please direct any questions to your Agency Administrator.
3. Once you are confirmed as a registered Ohio eProcurement user, please visit MyLearning on MyOhio to take and receive credit for eProcurement Training.
Welcome eProcurement Users
IMPORTANT NOTE: Currently, the eProcurement Solution supports Pcard users and their purchases. Additional procurement functionality will be integrated into the solution effective August 19, 2019.
1. View informative videos to become familiar with the eProcurement Solution. If you have questions, please contact your eProcurement Agency Administrator.
2. The best way to ensure you are ready to use the eProcurement Solution is to take training courses and refer to corresponding Job Aids.
3. If you have assistance with eProcurement, please contact the Ohio SharedServices Help Desk via the contact information listed below:
eProcurement Agency Administrators
The eProcurement Agency Administrators are here to help you each step of the way.
Agency Administrators can guide you through how to find answers to common questions about the eProcurement Solution 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:
There are several training modules designed specifically for your role to help get you up to speed.
Visit the Training tab above to access training materials.
eProcurement Video Demos
The links below provide short video demonstrations regarding the new eProcurement solution.
Ohio's eProcurement Journey
This video provides an end-to-end overview of Ohio's eProcurement journey. Watch this video to learn more about the journey and how it will benefit you.
General Navigation Demo
This video is intended for any user to become better acquainted with navigating the eProcurement solution.
Submitting a Pcard Purchase Demo
This video is intended for users who purchase goods and services with a Pcard in eProcurement.
Contract Shell Creation Demo
This video is intended for DAS Procurement users creating shell contracts within the eProcurement solution.
Visit the Training tab above to access training material.
eProcurement 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.
Project Team Contacts
Help Desk Support
Issue identification and resolution is important to the eProcurement team.
Please report issues to the Ohio Shared Services Help Desk via the contact information listed below:
eProcurement and eMarketplace for Suppliers
eProcurement provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio.
SUPPLIERS: Supplier-Managed Catalog Template | Punchout Details Spreadsheet
Supplier Partners for August Release | March 2019
We are excited to get started on the work to prepare your online catalog for the Ohio eMarketplace. The first thing we need to know is the type of catalog your company will provide. There are two types of catalogs to choose from: punchout or hosted.
Punchout and Hosted Catalog Options
A 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.
A 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 download and save the Punchout Details Spreadsheet. 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:
a) in a .jpg or .png format at a minimum resolution of 150 dots per inch (dpi);
b) named with the item number they correspond to;
c) collected into one folder and saved as a .zip file (e.g., images.zip); and
d) 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:
a) in a .pdf format;
b) named with the item number they correspond to;
c) collected into one folder and saved as a .zip file (e.g., MSDS.zip); and
d) 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
o Gathered all pictures into a zip file and noted each in the Catalog Template
o Gathered all the MSDS sheets into a zip file and noted each in the Catalog Template
o 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:
We are currently in the process of setting up your company with access to Ohio eProcurement, and you can expect to receive an email with instructions to complete the registration process.
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:
· Crawford Wall - Crawford.Wall@das.ohio.gov | 614-728-7018
· Nick Krafft - Nicholas.Krafft@das.ohio.gov | 614-728-0681
· Dante Talley - Dante.Talley@das.ohio.gov | 1-614-728-8486
Welcome to eProcurement | December 2018
One of the strategic goals of this initiative is a business-friendly climate focused on optimizing the process of doing business with the State and improve access to opportunities for the State businesses.
We anticipate that implementation of Ohio's eProcurement solution will deliver the following benefits:
We achieved our first major milestone in December 2018 with the launch of the Ohio eMarketplace, a web-based shopping environment for selected agencies and procurement users to use their State-issued payment cards (Pcards) to purchase supplies and services.
We are planning the next official release of eProcurement functionality. If you have a current contract with DAS we would like to invite you to join the eMarketplace by setting up your catalogs and preparing to transact in eProcurement upon go-live in August. You will receive more information from your Contract Analyst.
To learn more about the complete eProcurement Supplier Journey, review our eProcurement Supplier Overview Fact Sheet.
Supplier Training Resources
The links below provide short video demonstrations for suppliers regarding the new eProcurement solution.
Supplier Job Aids
Supplier-specific job aids are listed below. Click the link to view.
The State of Ohio is eager to help you learn more about the new eProcurement solution.
Crawford Wall - Crawford.Wall@das.ohio.gov | 614-728-7018
Nick Krafft - Nicholas.Krafft@das.ohio.gov | 614-728-0681
Dante Talley - Dante.Talley@das.ohio.gov | 1-614-728-8486
eProcurement Training for Agencies and Suppliers
Training for eProcurement users is based on role and function in the eProcurement solution.
Training methods include instructor-led training, web-based training, job-aids, and more.
Ensuring you feel prepared to navigate and use the eProcurement solution is a top priority. As a registered eProcurement user, you have access to take web-based training. To access training assigned to you, please visit your MyLearning profile on MyOhio to take eProcurement training.
If you have received confirmation for registering for eProcurement and do not see your courses listed in your MyLearning profile, please contact the Ohio Shared Services help desk as follows:
Job Aids for Pcard Users
Job Aids for Agency Administrators
Supplier Training Videos
The links below provide short video demonstrations for suppliers to become familiar with the eProcurement solution.
Supplier-specific job aids are listed below for existing suppliers. Click the link to view.
eProcurement Platform Helpful Hints
The following handy hints will help you navigate the eProcurement platform. Organized by theme, select a section below to learn more.
Print-friendly Helpful Hints Document: Helpful Hints
For fields that have an ellipse ( ) and drop-down menu, you must click on the result you want to search for BEFORE clicking Search. If you type in a word (e.g., Allstate) and it appears in the drop-down and you click Search before selecting it from the drop-down menu then your search will not search your keyword.
Helpful Hints - Suppliers Section - Print-friendly Helpful Hints Document: Helpful Hints
Choosing a Supplier Contact
Assigning Supplier Contacts in Bulk
If you want to edit multiple line items at one time (e.g., mass add a supplier contact to multiple line items at once), complete the following:
Helpful Hints - Search Functionality Section - Print-friendly Helpful Hints Document: Helpful Hints
Updating How Search Results are Displayed
Reviewing Search Results
Punchout Catalog Search Results
Creating Kits (i.e., a list of frequently ordered items):
You are able to save a list of frequently ordered items as a Kit within Ohio eProcurement. Creating a Kit will allow to quickly re-add these items to a new shopping cart at a future date. To create a Kit:
Adding an Attention To / Delivery Name to an Order
If you would like to add an attention to or delivery name to a particular Pcard order, you should specify this in the Comments to Supplier field that is on the Header of the requisition. Comments entered in this field will be shown to the associated supplier when the Pcard order is generated and will be captured on the PDF of the Pcard order:
Helpful Hints - eProcurement Solution Clarifications Section - Print-friendly Helpful Hints Document: Helpful Hints
eProcurement Phase 2 Rollout
The Ohio eProcurement solution is phased over a series of two phases. The initial phase includes three releases with 12 Early Adopter Agencies from 2017 through the end of 2019. The next phase of the project, eProcurement Phase 2 Rollout, will continue into 2020 and beyond to include boards and commissions, non- superintendent agencies, higher education institutions, and local governments. We will first start with the the following cabinet agencies: