Release and Permit System
Release and Permit
System Documentation
Agency User Guide
Office of Information Technology
Investment and Governance Division
Acquisition Management
June 2007
Table of Contents
Introduction 3
Overview 3
Release and Permit Process 3
Getting Started 3
Obtaining Access 3
Computer Access Configuration Requirements 4
Browser 4
Monitor/Screen 4
Getting Help 4
Updated Agency User Guide 4
Updated Procurement Guide 4
Updated Release and Permit – Step by Step User’s Guide 4
Contact Information 4
System Availability 4
Application Tips 4
Sorting 4
Printing 5
Release and Permit System Agency Profiles 5
Designated Requestor 5
Agency Signature Authority 5
Navigation Bar Links 5
Gathering Information 6
Logging In 8
Reminders 8
Requests That You Created 8
All Outstanding Requests for Your Agency 8
Requests Awaiting Authorization 9
Requests You Authorized 9
Requests for Which You Are a Contact 10
Entering a Request 10
Core Information 10
Request Details 10
Attachments 10
Request Actions 11
View Status History 12
Add to Favorites 12
View/Send Correspondence 12
View Issues 12
View/Add Comments 12
Validate Request 12
Cancel Request 12
Return to open for corrections 13
Modifying an Existing Release and Permit 13
Search 13
Introduction
This document is provided to Agency Users as an introduction to the Release and Permit Application. This document describes Release and Permit request requirements for agencies and Acquisition tasks associated with processing a request.
Overview
The Release and Permit process allows all State of Ohio agencies, boards and commissions to request the use of funds for information technology (IT) related expenditures.
The Release and Permit application allows Agency Users to complete their procurement workflow online within a web-based system. Agency Users may enter a request and track the status of the request until it is completed. Acquisition Management Analysts will review and process requests quickly and accurately, a history of each transaction is maintained.
This Agency User Guide provides the basic information for using the system.
Release and Permit Process
To begin the process of obtaining a Release and Permit Pre-Approval Number for the purchase of IT products and services, an agency user (designated requester) must gather appropriate information and prepare a request. The agency signature authority must authorize the request and submit it to the Investment and Governance Division (IGD), Acquisition Management. Acquisition Management will receive the request and assign it to an Acquisition Analyst for processing. The Acquisition Analyst reviews the agency’s provided request information including verifying State Term Schedule pricing, providing issue resolution and validating request requirements.
When the initial review and analysis is completed, the analyst prepares a recommendation, and the request progresses into the decision cycle. In the decision cycle, the request proceeds through a multi level review. When a request reaches its final disposition, approved or denied, the request is closed. Closing a request includes updating the Ohio Administrative Knowledge System (OAKS) and sending an approval letter (memo), or sending a denial letter (memo).
An agency user may cancel a request or return it to the open status at any time until the request has received a final disposition. When a request is cancelled (deleted), the request is marked cancelled and no additional revisions or updates can be entered. When a request is returned to open, the request remains suspended until the agency and/or an agency user indicates that work should be resumed by making appropriate revisions and re-submitting for signature authority authorization and submission to Acquisition Management.
Getting Started
Obtaining Access
There are several types of Agency Users defined in the Release and Permit application. They are: Signature Authorities, Designated Requestors, and Agency Contacts.
An Acquisition Management Release and Permit Administrator creates Signature Authorities and Designated Requestors accounts. Each agency may enter its own “Agency Contacts”. Designated Requestors, who are responsible for entering Release and Permits into the application, are designated by Agency Signature Authorities.
Agencies may use the forms and procedures, accessed by selecting the Documents link provided via the R&P application Navigation Bar (menu), to request changes to their Signature Authorities and Designated Requestors.
Note: Assignment of Signature Authorities requires the agency Director’s approval.
Computer Access Configuration Requirements
Desktop PC with Windows operations system (Windows 95 or higher).
Browser
Internet Explorer browser (IE version 5.5 or higher) or Netscape 6.0 or higher
Monitor/Screen
Best viewed at a monitor resolution of 1024x768.
Getting Help
Updated Agency User Guide
Updates to the “Agency User Guide” are available directly from the Release and Permit application via the Navigation Bar (on the left-hand side of the web application screen). Click on Documents link and then click Agency User Guide. This document is provided in MS Word format and you may save this document to your computer and add your own notes.
Updated Information Technology Procurement Guide
Updates to the “Information Technology Procurement Guide” are available directly from the Release and Permit application via the Navigation Bar (on the left-hand side of the web application screen). Click on Documents and then Information Technology Procurement Guide. This document is provided in MS Word format and you may save this document to your computer and add your own notes.
Updated Release and Permit Step by Step User’s Guide
Updates to the “Release and Permit Step by Step User’s Guide” are available directly from the Release and Permit application via the Navigation Bar (on the left-hand side of the web application screen). Click on Documents and then Release and Permit Step by Step User’s Guide. This document is provided in MS Word format and you may save this document to your computer and add your own notes.
Contact Information
If you have any questions about the Release and Permit system, please send email to: oit.itpurch.admin@oit..
System Availability
The system is available Monday through Friday except during periods of maintenance. Support Staff is available from 8:00 A.M. to 5:00 P.M. Monday through Friday excluding state holidays.
Application Tips
Sorting
The Reminders page includes tables that list requests. Select a Request Title to view information associated with that request, or select any heading in the table to sort your work. The Status Code legend is available by selecting any status code.
Printing
Print from the Release and Permit application using Internet Explorer or Netscape browsers. Go to the File Menu and select Print Preview to preview your selection and then select Print.
Release and Permit System Agency Profiles
Designated Requestor
Designated Requestors are system users authorized to enter request data on behalf of an Agency’s Signature Authority. The Designated Requestor form to update (activate, inactivate, etc) designated requestor users may be located through the Release and Permit application under the Navigation Bar’s Documents link.
Agency Signature Authority
Signature Authorities are appointed by the Agency Director and may authorize and forward requests to be processed by Acquisition Management. New Signature Authorities or changes to a Signature Authority (short or long term) must be applied for by the Agency Director through Acquisition Management. The Signature Authority form to update (activate, inactivate, etc.) signature authority users may be located through the Release and Permit application under the Navigation Bar’s Documents link.
Complete the form and obtain the Agency Director’s approval before sending it to:
Carolyn Chavanne
Acquisitions Supervisor
Investment and Governance Division
Office of Information Technology
30 East Broad Street, 39th Floor
Columbus, Ohio 43215
Navigation Bar Links
The Navigation Bar (application menu bar) is located on the left side of the screen. Click on any link on the Navigation Bar to be redirected to that option. Options are available to the user based on the user’s security authorizations.
The Documents link provides forms, procedures, a procurement guide, and an application guide. The Help link will bring up associated online help topics.
My Profile
The My Profile link contains your contact information including first name, last name, title, e-mail, and addresses as well as user information such as user type and password.
Use My Profile to update your personal information or change your password.
Reminders
The Reminders link allows users to monitor the Release and Permit request information that is most important to them. Links are provided to requests that are associated with the user. See Reminders later in this manual for more information.
Search
The Search link allows the user to search for Agencies, Contacts, Issues/Review and Requests. See Search later in this manual for more information.
Contacts
The Contacts link allows agencies to add agency contacts and/or search for vendor contacts by vendor name.
Vendors
The Vendors link allows agencies to search for vendors by vendor tax ID, OAKS vendor ID and vendor name. If the search does not return any results, the agency will be required to submit appropriate vendor information (including an updated W9 and DMA form) to the Office of Budget and Management for vendor record creation in OAKS. New vendor updates will be provided to the R&P application via an interface between OAKS and the R&P application.
Create Requests
The Create Requests link allows agencies to enter new online requests, and modify and approved R&P. The agency user may also enter a Controlling Board Request upon receipt of Permission to produce an Agency Issued RFP, if you know the Release and Permit number for the request.
Documents
As noted earlier the Documents link provides the user with access to R&P application, procurement and step by step user guides and the forms required to activate/inactive or update agency user information.
Help
The Help link provides on-line system help.
Feedback
The Feedback link allows the user to contact Acquisition Management.
Logout
Remember to Log Out by clicking this link when you have completed your work in the system.
Gathering Information
The Release and Permit process begins when an agency prepares a request. Some information is common to all requests; however, some request requirements vary with the type of procurement, the purchasing authority, or the procurement cost. These variations are provided in charts on the following pages.
Requests that do not include required information cannot be validated and, therefore, cannot be authorized by the Signature Authority. To continue with the request, the agency must resolve any issues and submit the request with all required information. The system will save requests that are not validated so that information may be added or changed as necessary. Once a request is validated, the Designated Requestor may designate the request as “Ready for Authorization”.
The Signature Authority will receive the request through the Reminders screen “Agency requests awaiting authorization” link and must review the information prior to forwarding the request to Acquisition Management. After reviewing the request information, the Signature Authority should use the Request Actions tab and select ‘Authorize Request.’ Once the Signature Authority selects Authorize, the request is forwarded to IGD, Acquisition Management, for processing.
Acquisition Management may determine that a request does not adhere to the State’s enterprise direction, to procurement requirements, or is not in the best interest of the State. In these cases, Acquisition Management may return the request to the Agency or issue a denial letter that documents request issues. Additionally, if a pre-acquisition meeting is a requirement for the request and the meeting has not occurred or been scheduled before the request is received by Acquisition Management, the request will be returned to the agency with a notice that a pre-acquisition meeting is required and requesting that the agency schedule a meeting.
For more detailed information on request requirements, please refer to the Information Technology Procurement Guide available from the Document link.
The procurement types represented in the Release and Permit application include; hardware, software, services and PC/laptops. The procurement types will be associated with various Procurement Methods and a Purchasing Authority. The table below shows the procurement methods and their associated purchasing authority type.
|Procurement Method |Purchasing Authority Type |
|Bid Contract |OIT Issued Invitation to Bid (ITB) |
| |OIT issued Request For Proposal (RFP) |
|Controlling Board |Controlling Board Request |
| |Permission to issue RFP/CB |
| |Agency Issued RFP- CB approval received |
|Direct |Direct Purchase |
|Maintenance |Master Maintenance Agreement (MMA) |
|State Term Schedule |State Term Schedule (STS) |
|Ohio Revised Code |Ohio Revised Code (ORC) Authority |
Bid Contract
These requests are for items identified on an OIT Issued Invitation to Bid (ITB) or a OIT Issued Request for Proposal (RFP).
Controlling Board
These requests must include a sole source justification or evidence of an agency issued competitive process. The e-Controlling Board (eCBR) Request “number” provided with the creation of the eCBR form must be provided in the CBR R&P request when submitted by the agency.
Direct
These requests are for costs that are under the agency direct purchasing limits with the selected vendor.
Maintenance
These requests are to purchase maintenance from vendors who have established a Master Maintenance Agreement (MMA) with OIT/IGD Contract Management.
State Term Schedule
These requests are to purchase goods or services from a vendor who has an existing State Term Schedule (STS) with the State of Ohio. Depending on the total cost of State Term Schedule procurements, the requirements for additional documentation will vary.
Ohio Revised Code
These requests are from organizations that have been granted authority by the legislature to provide various supplies and services. For IT product and service procurement these organizations include:
o Ohio Industries for the Handicapped, and
o Ohio colleges and universities.
Logging In
All R&P application functions require that the user log in. Type your username and password. Should you forget your password, type your username and click the “forgot password” link. The system will generate a new password and send it to you through the email address listed in your account.
Reminders
The system displays a Reminders page that displays items that require action from you. You may always return to this page by clicking “Reminders” from the left-hand navigation bar. Depending on user type, different reminders may appear. All users see reminders of issues that require a response.
The Reminders screen allows users to monitor the Release and Permit request information that is most important to them. Links are provided to requests that are associated with the user.
Agency users will see the following links on their Reminders page:
Signature Authority Users will see the following Links:
▪ Agency request awaiting authorization
▪ Issues assigned to you
▪ Reviews assigned to you
▪ All outstanding request for your agency
▪ Request that you authorized
▪ Request that you created
▪ Requests for which you are contact
Designated Requestor Users will see the following Links:
▪ Issues assigned to you
▪ Reviews assigned to you
▪ All outstanding request for your agency
▪ Request that you created
▪ Requests for which you are a contact
Requests That You Created
This lists all requests the user has created. Requests that have been approved by Acquisition Management do not appear in this list.
All Outstanding Requests for Your Agency
This lists all requests associated with your agency that have been forwarded to Acquisition Management for final approval. The status column indicates where the request is in the review process.
Request status may be one of the following:
• Open
• Pending
• Received
• In Progress
• In Review
• Closed
• Cancelled
• GSD In Progress (GP)
• GSD Closed (GC)
Open Request Status
“Open” status indicates that the request is still in the possession of the requesting agency. The status of the request is open from the time that the Request Number is assigned until it is marked "Ready for Authorization" by clicking the "Submit for Authorization" button.
Pending Request Status
“Pending” status indicates that the request is in the possession of the agency's Signature Authority. The requestor has entered and attached all required information, and clicked the "Submit for Authorization" button to send the request to the agency's Signature Authority.
Received
"Received" status indicates that the request has been reviewed and authorized by the agency's Signature Authority. The request has been forwarded to Acquisition Management and is being reviewed by the Acquisition Management Supervisor for assignment to an Acquisition Analyst.
In Progress
“In Progress” status indicates the request is being processed by an Acquisition Analyst. The request has been reviewed by the Acquisition Supervisor and assigned to the Acquisition Analyst who can handle the request most efficiently.
In Review
“In Review” status indicates the request has been forwarded to Acquisition Management for final disposition. If you are an agency Signature Authority, you may cancel or postpone a request with an "In Review" status if it has not yet received a final disposition.
Closed
“Closed” status indicates the request has received a final disposition and notice has been sent to the Signature Authority and the Primary Agency Contact.
Cancelled
“Cancelled” indicates that a Signature Authority for your agency can cancel a request in any status as long as it has not yet been marked with a final disposition. Cancelled requests cannot be re-authorized at a later date.
Requests Awaiting Authorization
This link is available if you are a Signature Authority for your agency. It lists the requests that require your review and authorization. Review the request information and select the Request Actions tab. Click on Authorize Request. Click the Authorize button to authorize the request. Remember: you must review each request carefully prior to authorizing it.
Requests You Authorized
This link is available if you are a Signature Authority for your agency. It lists the requests that you have previously authorized and forwarded to Acquisition Management. You may track its progress through the approval process.
NOTE: An agency’s Blanket Release and Permit will also appear in this table. Acquisition Management is responsible for Blanket Release and Permits. If you wish to request a change to the amount of your existing Blanket Release and Permit, please see the Enter a Modification to an Existing Release and Permit section.
Requests for Which You Are a Contact
The link lists all requests for which you are a contact.
Entering a Request
Core Information
The Core Information tab is the first tab that must be completed in order to enter a Release and Permit request. You must complete the required fields before saving a request. The required fields include:
• Request Title
• Request Type
• Procurement Type
• Purchasing Authority
• Fiscal Year
You must click on the SAVE button to validate these fields. This action will assign a Request Number that will appear in parenthesis in the center of the black bar. Once the request has been saved and assigned a request number you may return to it at any time.
Request Details
You may enter additional required and/or optional information based on the type of request. The Request Details tab includes additional information about the request including:
• Checkbox indicating whether the request involves a Lease/Purchase
• Contract Number and Type (based on the Purchasing Authority chosen on the Core Information tab)
• IT Plan and IT Plan number
• Initiative (if the request is not associated with an IT Plan)
• Requested Amount
• Job Numbers, Object Codes and Allocations
• Vendor Tax ID
• Vendor OAKS ID
• Vendor Selection Justification
The system will default to the specific required and/or optional information based on the request type.
Attachments
Some request types require attachments. Attachment Types include:
• Additional Comments
• Additional Vendor Proposal
• Contract
• Contract Renewal Letter
• Controlling Board Requests are attached through a link from selecting Controlling Board Request.
• DMA Form
• Draft Request for Proposal
• Draft Request for Quote
• Evaluation Criteria and Summary
• Hardware Contract
• Letter of Assignment
• Personal Services Agreement / Statement of Work
• Purchase Justification
• Software License Agreement
• Vendor Quote/ Cost Itemization
• Vendor Selection
The R&P application will display the attachment types that are required for your request.
Add attachments by selecting the Attachment Type from the drop-down list. Click on the Browse button to find the document you need to attach. Select the document and click Open to attach the document. You must enter a brief description of the document before saving the attachment in the system. If the attachment is associated with a cost, for example, and you are attaching a quote, then you must also enter the amount of the quote in the Cost field.
A competitive process requirement, such as an ITB or RFP, must include quotes and a description of the competitive method and evaluation process. Agencies are expected to obtain a minimum of three quotes. Each quote must be attached to the request. To identify the quote that you plan to use, use the Active Checkbox; in this case, two quotes will be inactive (the checkbox will not be checked) and one active quote. The evaluation process must include method used during evaluation and all scoring for the vendors.
TIP: ACQUISITIONS RECOMMENDS THAT YOU REQUEST ALL VENDORS TO PROVIDE ALL DOCUMENTATION ELECTRONICALLY.
ATTACHMENT SIZE LIMITATION IS SET AT 4MB PER ATTACHMENT. IT MAY BE NECESSARY TO DIVIDE AN ATTACHMENT INTO TWO OR MORE SEPARATE ATTACHMENTS. A WORD DOCUMENT CREATES A SMALLER SIZE ATTACHMENT THAN THE SAME INFORMATION BEING PROVIDED THROUGH A PDF ATTACHMENT.
Request Actions
This tab displays a list of actions you may take against this request. You may have different options based on your access level. The following is an example of what an agency user may see:
• View Status History
• Add to Favorites
• View/Send Correspondence
• View Issues
• View /Open Reviews
• View/Add Comments
• Validate Request (Designated Requestor and Signature Authority if the SA created the request.)
• Authorize Request (Signature Authority Only)
• Cancel Request
• Return to Open for Corrections / Postponement
View Status History
This link returns a history of the request that indicates how it is progressing through the approval process.
Add to Favorites
This link allows a user to save request shortcuts to their browser’s Favorites. To retrieve the request using Favorites, select the link to the request from your Favorites list, log in, and the system will retrieve the request.
View/Send Correspondence
This link allows the user to generate correspondence to the Acquisition Analyst who is processing the request. The correspondence will automatically reference the specific request in the subject line.
View Issues
This links allows users to view issues that may require responses from other people and organizations. The system tracks each issue associated with a request until it is resolved.
All issues must be closed before a request may be approved by Acquisition Management.
If you are responsible for an issue you will receive a system-generated e-mail including all the relevant request information.
View/Open Reviews
The Designated signature authority may view/open reviews. Select Request Actions located top menu bar to the right. Select View/Open Reviews, located 5th bullet point in the middle of the page. All Views/Open Reviews will display for review and action if needed. You may save changes and/or return to the request.
View/Add Comments
This link allows users to view or add comments about the request.
Validate Request
After all information about a request has been entered, click on the Request Actions tab and then on Validate Request. If the system detects any discrepancies, a message will appear on the Validation Results Screen. You may either return to the request or enter a justification for the discrepancy as is appropriate for the request. Once a request is validated, click the ‘Notify Signature Authority’ box and then on the ‘Submit for Authorization’ button to send the request to the agency Signature Authority for review and authorization.
Authorize Request
The Authorized Requestor selects a Agency requests awaiting authorization in the Reminders screen, then selects the request that needs authorizing. Select Request Actions located top menu bar to the right. Select the authorize request, from the bullet items, located 7th item down on the page. Select the Authorize action button and authorize the request.
Cancel Request
A Designated Requester may cancel a request at any time until it is validated and submitted to a Signature Authority for authorization. A Signature Authority may cancel a request at any time until the request has received a final disposition. Canceling a request removes the request from the activities associated with processing the request. This request may not be re-activated.
Return to open for corrections / postponement
Signature Authority may return a request to its Designated Requestor for corrections. As a Signature Authority you may return a request at any time until the request has received a final disposition.
In addition, Acquisition Management may return a Request to the agency for corrections or additional information. When a request is returned to the Designated Requestor, the request is removed from the Acquisition Management queue. The request status is changed to “Open”. Once corrections have been made, the designated requestor may resubmit the request to their signature authority
Modifying an Existing Release and Permit
Select Create a Release and Permit; from the pull down menu you will select Modify Release and Permit. Select the Release and Permit number to be modified. You must change at least one of the following fields:
• Requested Amount (decrease or increase)
• Vendor Tax ID
• Expiration Date
NOTE: See modification / vendor change instructions under the Request Details tab within a Modification Request. Instructions can be viewed at the following link:
Search
The Release and Permit System offers several search options including searches for contacts, agencies, vendors, and requests.
All search screens allow entering partial information. For example, if you cannot spell your contact’s name but you know it begins with “Ben”. Enter “Ben” and you will be returned all requests that begin with “Ben”.
Contacts
When you are looking for a particular contact, or group of contacts, you may search by Last Name, First Name, or E-mail Address. To see a list of all contacts for your agency, Click Contacts, Agency Contacts.
Requests
You may search for requests in a number of different ways. You may search based on any of the following fields:
• Request Number
• Release and Permit Number
• Tracking Number
• Vendor
• IT Plan
• Signature Authority
• Keyword Search
• Request Status
• Fiscal Year
• Disposition
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