Agency Contract Data Conversion Guide



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|Agency Contract Data Conversion Guide |

|January 2010 |

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Agency Contract Conversion Overview

Each Agency will need to extract their open Agency Contracts and send to the SCEIS team using the attached spreadsheet format and process described in the Agency Approach and Plan for Data Conversion. Agency Contracts created by ITMO and MMO should not be included in the list since those contracts already exist in the SCEIS system. The Agency Inventory Contracts will be loaded after the Material Master.

Data Cleansing

• SCEIS Vendor number can be found using the SCEIS Vendor Master Search.

• SCEIS contract numbers and NIGP codes can be found using following link . Please note that this link only has ITMO and MMO created contracts.

• Reference table for Unit of Measure is attached.

• Reference table for Purchasing Group and plant is attached.

• A cross-reference of new material numbers will be provided to the Agency to be used in staging the data.

• Only current or open contracts should be loaded into SCEIS. Expired or completed contracts should not be included in the data.

• Contracts between state agencies should not be included on spreadsheets.

Legacy Data Extraction and Mapping

Agency contract data can be sent to SCEIS immediately for upload into SCEIS assuming that the contract information will not change or expire before April 16, 2010, when the legacy freeze period begins. No funds should be associated with the contracts.

The field definitions below are to be used in identifying what legacy data corresponds to the SCEIS Contract and should aid with the mapping process. This list includes the attributes of the SCEIS Contract fields (length and type) and whether the data is mandatory or optional.

|Description |SCEIS Field |Length |Type |Comments/Mapping Information |

| |Name | | | |

|Legacy System Contract|  | |  |From Legacy Data; Original Contract Number. |

|Number | | | | |

|Vendor Account Number |LIFNER |10 |Char |Use SCEIS Vendor Lookup to get vendor number. |

| | | | | |

|Agreement Type |EVART |4 |Char |Default to ZAGY (Agency Value contracts) |

|Agreement Date |VEDAT |10 |Date |  |

|Our Reference |UNSEZ |12 |Char |Legacy Contract Number; Required |

|Purchasing |EKORG |4 |Char |Default to SCPO |

|Organization | | | | |

|Purchasing Group |EKGRP |3 |Char |Default based on Plant |

|SCEIS Outline |EBELN |10 |Char |(Assigned during Creation) |

|Agreement Document | | | | |

|Number | | | | |

|Start of Validity |KDATB |10 |Date |Required |

|Period | | | | |

|End of Validity Period|KDATE |10 |Date |Required |

|Account Assignment |KNTTP |1 |Char |(Default to 'U') |

|Group | | | | |

|Terms of Payment |ZTERM |4 |Char |Default from Vendor Master |

|Cumulative Planned |KTWRT |15,2 |Curr |Required – total potential value of contract |

|Value | | | | |

|Quotation Submission |HRAN |10 |Date |Optional |

|Date | | | | |

|Quotation Number |ANGNR |10 |Char |Optional |

|Agreement Item |EVRTP |5 |Num |Generated during Creation |

|Material |EMATN |10 |Char |Material Number (Required only for Inventory items) |

|Short Text |TEXT1 |30 |Char |Required |

|Target Quantity |KTMNG |13 |Num |Required |

|Purchase Order Unit of|MEINS |3 |Unit |Use SCEIS UOM from table provided under Special Instructions |

|Measure | | | | |

|Net Price in |NETPR |15,2 |Curr |Required |

|Purchasing Document | | | | |

|Price Unit |PEINH |5,0 |Qty |Price Per/ |

|Order Price Unit |BPRME |3 |Unit |Use SCEIS UOM from table provided under Special Instructions |

|Material Group |MATKL |9 |Char |SCEIS Material Group from Reference Table |

|Plant |WERKS |4 |Char |Default based on Agency |

|Header Text |HTEXT |No Limit |Char |(Will be loaded in 72 Character sections) |

|Header Note |HNOTE |No Limit |Char |(Will be loaded in 72 Character sections) |

|Item Text |ITEXT |No Limit |Char |(Will be loaded in 72 Character sections) |

|Item note |INOTE |No Limit |Char |(Will be loaded in 72 Character sections) |

Formatted Agency Contract Data Template

This spreadsheet is to be used for staging the Legacy data. Fields that are marked as ‘Required’ must be filled in completely. Information/columns that will be defaulted as part of the Data Load will not require any action and are hidden on the spreadsheet.

|Contracts for Non-Stock items/Services | |

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|Contracts for Stock Items (Inventory Agencies Only) |[pic] |

|Unit of Measure spreadsheet |[pic] |

|(For reference information only) | |

Purchasing Groups and Plants

|Agency Name |Pur. Group # |Plant |

|SC Department of Health and Environmental Control |HAA - HRH |EC01 |

|DHEC Central Office |HAA |EC01 |

|DHEC Buyer 2 |HAB |EC01 |

|DHEC Buyer 3 |HAC |EC01 |

|DHEC Buyer 4 |HAD |EC01 |

|DHEC Buyer 5 |HAE |EC01 |

|DHEC Buyer 6 |HAF |EC01 |

|DHEC Buyer 7 |HAH |EC01 |

|DHEC Buyer 8 |HAI |EC01 |

|DHEC Buyer 9 |HAJ |EC01 |

|Health Regulations Administration |HBA |EC01 |

|Certification |HBB |EC01 |

|EMS |HBC |EC01 |

|Health Licensing |HBD |EC01 |

|Radiological Health |HBE |EC01 |

|Commissioners Office |HCA |EC01 |

|Financial Management |HCB |EC01 |

|Business Management |HCC |EC01 |

|Information Systems |HCD |EC01 |

|Public Health Preparedness |HCE |EC01 |

|PHSIS |HCF |EC01 |

|Drug Control |HCG |EC01 |

|Personnel |HCH |EC01 |

|EQC Admin Purchasing |HEA |EC01 |

|Underground Storage Tanks |HEB |EC01 |

|Health Services Operations |HHA |EC01 |

|Lab |HHC |EC01 |

|OCRM |HOA |EC01 |

|Health Region 1 |HRA |EC01 |

|Health Region 2 |HRB |EC01 |

|Health Region 3 |HRC |EC01 |

|Health Region 4 |HRD |EC01 |

|Health Region 5 |HRE |EC01 |

|Health Region 6 |HRF |EC01 |

|Health Region 7 |HRG |EC01 |

|Health Region 8 |HRH |EC01 |

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