Using Maximo for Prop Q
Purchase Requisitions at
the
San Francisco PUC
2
WASTEWATER ENTERPRISE Over 800,000 customers
Over 1000 miles of sewer
pipelines (combined
system)
4 treatment plants
21 pump stations
Over 200,000 assets
SFPUC Geography
4/18/2016
PROP Q PURCHASES AT
THE WWE SFPUC
What is a Prop Q Purchase?
•Material, equipment, supplies and general
services up to but no more than $10,000.
• No Construction
•No Professional Services
•Must be with a City Compliant Vendor
PROP Q PURCHASE MAXIMO STATUS FLOW CHART with Timelines
PURCHASE REQUISITION AND PURCHASE ORDER MODULES (see handout)
PROP Q STATUS FLOW FOR PURCHASE REQUISITION MODULE
WITH ESTIMATED TIME LINE
TOTAL TIME FROM WAPPR TO CLOSE IS 13-14 DAYS IN
PURCHASE REQUISITION MODULE
MAXIMO PO MODULE
ADAPPR(PO in FAMIS)
000-Initiate (same day)150-WWE (1-2 days)
190-FINANCE (5 days)
TOTAL TIME FROM CLOSE TO ADPOST IS 7 DAYS IN
PURCHASE ORDER MODULE
WWE PURCHASING PROP Q TIME LINE (KPI)
NO MORE THAN 21 DAYS
FROM WAPPR TO ADPOST
Effective: July 1, 2015 (see handout) sample report
SAMPLE EMAIL NOTIFICATION FOR KPI REPORT
AUTO GENERATED BY COGNOS MONTHLY
4/18/2016 For NorCalMugRoseville
Maximo status codes for
Prop Q Requisitions from start to finish • WAPPR: Waiting in Approval. Default status for new purchase requisitions.
Must be approved by requestors supervisor. Buyers/Purchasers will have no information on a requisition in this status. End user is required to attach quotes in Maximo to the requisition.
• APPR1: Immediate Supervisor reviews the requisition and ensures that funding is available as well as assigns index code if not already assigned during WAPPR status. Supervisor also ensures that quote is attached to requisition in Maximo and quote is still valid and not stale dated.
• APPR – Approved. Approved by Division Manager in charge of specific index code and funding assigned to Division Manager. This is the final approval in Maximo before the requisition is processed by WWE Purchasing.
• WPBUYR – Materials Manager assigns requisition to Buyer.
• ADRDY- Ready to transfer information from MAXIMO requisition to FAMIS for temporary PO number populated in PR Lines of requisition and PO Module in Maximo. If PO is successfully issued, Buyer must monitor in FAMIS approval path for PO generation (Levels are: 000, 150,190,POST)
• ADERR- If after ADRDY there are errors, requisition is automatically placed in ADERR status by FAMIS and FAMIS Notes are populated with error message.
• CLOSED – the Requisition is closed and a PO has been created.
Standard Prop Q Requisition
End User Quick Checklist • Obtain quote from qualified vendor –
check Maximo for vendor
• Create requisition in Maximo (create PR
line items)
• Attach quote to Maximo Requisition
• Email Immediate supervisor asking for
APPR1 – First Level approval
4/18/2016 For_NorCalMug_Roseville
How to Enter a Prop Q
Purchase Requisition In
MAXIMO
SAMPLE VENDOR EMAIL NOTIFICATION FOR PROP Q PURCHASE
VENDOR: PLEASE REPLY TO CONFIRM RECEIPT Order is not complete until confirmation of receipt is received. (Failure to reply may also result in delayed payments or canceled orders)
Dear: Mike Bucedi, (Koffler Electric) Enclosed in the attachments you will find our order for: DPWP16001342_SEP 550 BOOSTER PUMP STATION 3 MOTOR REBUILD CCSF / WWE PO # DPWP16001342 Quote #: Emailed to Jim Barry dated January 20, 2016
The CCSF/WWE PO number must appear on all paperwork including packing list and invoices Do Not Send Invoice Prior to Shipment Do Not Drop-Ship order directly to Requester
If no reply to this e-mail is received from the vendor within 5 days after e-mail is sent, It will be assumed PO was not received by vendor and the
PO will be closed. No payments will be issued against invoices assigned to this PO. Any deleveries against this PO will be refused and returned.
*FOR PROMPT PAYMENT* Deliver to “Ship To” address ONLY Wastewater Enterprise/CCSF Warehouse 1700 Jerrold Ave. Building 940 San Francisco, CA 94124-1601 REMIT INVOICE TO: (PO number MUST appear on all paperwork) Wastewater Enterprise 750 Phelps Street Building 940 San Francisco, CA 9424 ATTN: ACCOUNTS PAYABLE
QUESTIONS ?
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