PASSPort Project Update - June 5, 2019 - NYC.gov
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PASSPort Project Update June 5, 2019
Agenda
Release 1 Impact
Now live
Release 2 Functionality
Training & Support
Release 3 Design Update
2
Release 1: Vendor Management
Release 1: Vendor Management
1 month
1
1 VENDEX now online.
Managed in a self-paced
environment by vendors
4
Release 1: Responsibility Determinations
7 weeks 7 DAYS
City agencies have completed 11,337 Responsibility Determinations in PASSPort. A process that would
typically take seven weeks is now taking seven days because PASSPort enables information sharing, integration
with related systems, and transparency around workflow and cycle time.
1
1 Vendor background and
integrity information shared
across agencies
2
2 Business Tax and ECB
Violation checks through an
interface with DOF systems
3 Transparent workflows and
3 task management provide real
time tracking on status and
cycle times
5
Release 2: Requisition to Pay on Requirements Contracts
Release 2: Requisition to Payment
Online buying
experience on NYC
Requirements
Contracts
Just went live April 22, 2019
7
Release 2: Functionality – Requisitions
1 Requisition Type: All requisitions for
Release 2 will be Purchase Requisitions.
2 Ship-to Location: Will be limited to the
2 3
Agency. Can be set for entire requisition
1 or by an item.
3 Bill-to Location: Will be limited to the
Agency. Can set one address for entire
requisition.
4 Item Lines: Items can be selected from
4 the Hosted Catalog, PunchOut Catalog or
from a Non-Hosted Catalog. They inherit
their associated commodity. Allocation
lines can be edited individually or en
masse.
8
Release 2: Functionality – Receipts
1 Once the receipt is saved, the
user can take various actions to
1
advance the process or make
adjustments.
2 Users will be able to edit the
items lines to reflect what is
being received.
3 Item lines will be populated if the
receipt was flipped from within
2
the PO or created from the
3 4 Pending Receipt browse screen.
4 If BQA Inspection is required for
the item(s), results can be
entered through the dropdown
menu for each line item.
9
Release 2: Functionality – Invoices
2 1 1 Vendors can create and browse for
existing invoices using key search
features. Invoices must be linked to a
dispatched PO and only for items on
that PO.
2 Vendors and Invoice Managers can
create a deductions linked to an
existing invoice.
10Release 2: Citywide Goods Purchasing – Training & Support
Training is ongoing for Wave 1 Agencies, with topics targeting specific user groups.
April May June
S M T W Th F S S M T W Th F S S M T W Th F S
Key
1 2 3 4 5 6 1 2 3 4 2 3 4 5 6 7 8
Requestors
7 8 9 10 11 12 13 5 6 7 8 9 11 9 10 11 12 13 15 Requisition Approvers
Receivers
14 15 16 17 18 19 20 12 13 14 15 16 17 18 16 17 18 19 20 21 22 Invoice Approvers
Vendors
21 22 23 24 25 26 27 19 20 21 22 23 24 25 23 24 25 26 27 28 29
Webinars (Agency + Vendor)
28 29 30 31 26 27 28 29 30 31 30
Over 900 agency staff trained. 97% of attendees rated the content Good or Excellent.
O
•COURSE
COURSE DECKS
DECKS USER MANUALS JOB AIDS VIDEOS ONLINE HELP
PowerPoint
• PowerPointslides to be
slides to Detailed, step-by-step 1-2 pages in word for 2-5 minute videos nyc.gov and Cityshare page
used for classroom
be used foror instructions with high impact / high demonstrating a
FAQs & Factsheets
classroom
webinar training or webinar annotated screenshots usage procedures process or activity
training (activities) help@mocs contact form
11Release 3: Design Components
Guiding Principles
SUPPORTING CONSTANTLY RADICAL MOST RAISE THE BAR
VENDORS AND ITERATING ON TRANSPARENCY COMPLIANCE FOR OUR
AGENCIES WITH THE TECH TO LEADS TO MAINTAINED PROCUREMENT
CHANGE IMPROVE IMPROVED THROUGH WORKFORCE
PROCESSES SERVICE AND SYSTEM
PERFORMANCE FUNCTIONALITY
13Release 3: Strategic Approach – Design Process
Conceptual Business Technical
Mobilize Requirements Design Build Test Deploy
Design Design
14RFx Development: Our Approach
Objective: Develop standard RFx structure, content library, and support model to optimize
solicitation development.
Standardization
• Develop structured but flexible online BID and RFP templates and contract clauses
• Organize information so that content is accessible
Technology
• Standardize and streamline NYC RFP and Bid management process
• Agency manages all steps on one platform
• Vendors create and submit proposals and bids in PASSPort
Collaboration
• Design with agencies and vendors to ensure optimal user experience
• Provide ongoing solicitation management services and continued collaboration with
agencies
• Support and process feedback from vendors and city agencies pre- and post-deployment
15Links & Support Information
CITYSHARE.NYCNET/PASSPORT
CITY
NYC.GOV/PASSPORT
VENDORS
HELP@MOCS.NYC.GOV
TRAINING USER MANUALS GUIDES VIDEOS
16You can also read
