HOW TO ENTER A PROCUREMENT ACTION INTO
C. REQUEST
Updated 05/14/07
C Request was deployed on October 16, 2006. C. Request is an electronic method for submitting procurement actions to our contracting office. C Request actions follow the same approval process as did the CD-435 Procurement Request. Below are instructions on how to process a procurement action in C Request.
Before you log into C.Request, make sure your Internet browser is set to the proper security setting. Follow the steps below:
Ø
Open
INTERNET EXPLORER (IE),
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Select
TOOLS menu options,
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Click
internet options,
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Select
ADVANCE folder option,
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Scroll
to the end of the list
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Place
a check in the box USE TLS 1.0
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Click
apply
And, make sure you have registered by accessing the
following website:
http://www.ago.noaa.gov/ad/systems/orsi_data/orsiinfo.shtml. Upon completion send an email to Jerry.Rorstrom-Lee@noaa.gov to
obtain a user id and password.
Now
you are ready to log into the C Request system. Access the following url: (https://crequestprod.ocs.doc.gov)
1. Select “C. Request for NOAA Production”
2. Enter your user id and password
3. Click submit
Enter the following information on the Requisition Administration Screen:
1. Requisition Date: change the default date by typing in the following format MM/DD/YYYY.
2. Delivery Date: Date indicates when the customer would like products and services delivered.
3. Requesting Office: This will default to what the user enters on the User Profile Screen – under addresses.
4. Point of Contact: This field is pre-populated with the requisitioner’s name. This field can be overwritten.
5. Point of Contact telephone number: type in your phone number.
6. Requisition Department:
7. Leave blank
8. FCS Code: Click on the magnifying glass next to the FSC Code field. Then select the appropriate FSC code, which applies to your requisition.
9. Purpose: Enter a summary description of the items or services being procured.
10. Subject to the availability of funds: Check only when under a Continuing Resolution (CR).
11. Contract Number and Delivery Order Number: Use when modifying an existing contract, delivery or task order.
12. Suggested Vendor: Used to convey to the acquisition office your suggestion for who you want the procurement to go to. You can also leave this black.
13. Click Save. This will bring you to the supplemental address screen: This screen has pre-populated addresses in it setup from your user profile. You must enter something in this field, if you have no additional supplemental addresses, type in N/A in this field.
14. Click Apply. You should receive a message at the bottom of the screen “Requisition successfully updated”. Next go to the Funding Tab and select the appropriate names for the Authorized and Funds Certified sections.
Requisition Summary Screen shows what you have created so far on your requisition.
While in the Requisition Summary Screen go under actions and select add to Hotlist, this will ensure that you can see the document easily without having to search for it. Documents on the Hotlist remain there until you delete them.
To create line items:
Go to Line Items on the menu on the left of the screen. You will be brought to the Requisition Line Item Management Screen. Select Create under Actions on the left menu.
1. Line Item No. – The system line item numbers sequentially starting at 0001. The line item may be overwritten when a line item is created.
2. Qty – Enter the quantity of the services or commodities to be acquired in this field. (IDIQ contracts will instead have a minimum and maximum quantity).
3. UI: Enter unit of issue associated with the procurement. You can use the magnifying glass to access the lookup table.
4. Cost: Enter the cost of the commodities or services.
5. Total Cost: Automatically calculates the total line item cost.
6. Header: This field defines the heater text that will be displayed above the line item description. Example – Use to identify base period (Year) or an Option Period (Year) that includes the period of performance. This is an optional field.
7. Description: Defines the text that will follow the Header Text for this line item. If using the Stock Item Number, leave the description field blank.
8. Not to exceed – Default is blank but can be changed to the following quantity, cost and cost and quantity.
9. NSP – Select the Not Separately Priced checkbox to make a line item NSP. Line Item 9s0 that are flagged as NSP are not included in the Line Item Total Amount.
10. Stock Item – Enter valid stock item if applicable.
When done select save at the bottom of the screen, it will tell you if line item was successfully added and put you in the line item management screen where you can view all of the line items that are on your requisition. If you need to add another line item you select create from the menu on the left and follow the steps above until you have all of the line items added.
Next you are ready to put in the accounting information. While still in the line item management screen select the line item you nee to add accounting to.
You will be brought into the Requisition Line Item Detail. Click on Accounting on the left menu and it will bring you to the Account Summary Detail Menu, click on create.
Hard copy – If the document is available as a hardcopy, select this and then enter a description of the location of the hardcopy in the textbox that appears.
Upload Existing File – If the support document is already an existing document, upload it by selecting this and then using Browse to locate the file.
Create New File Using Template – Currently empty
Once supporting documentation is attached successfully, you will be sent to the Support Document Management Menu. If additional support documents are required choose create again from the menu on the left and repeat the process.
After the document is complete you should go the summary menu and select forms and make sure that you mark the applicable boxes in order that the document is viewed correctly. Select Save.
NOAA will not accept procurement actions in C Request unless they have been routed to your Authorizing Official, OFM and OOMS.
1. Open the document from the Home page. This will open the Summary screen.
2. Select Review and Approve from the Actions menu. The Review and Approval Management screen displays.
3. To add a reviewer to the route list, select create from the Actions Menu on the Route List screen.
4. From the drop down menu, make sure ITA offices is selected.
5. Select search and from the list select the appropriate official name (s).
6. Select save to add the reviewer to the route list.
Repeat this process to add additional reviewers to the route list.
After you have created a route list, you may release the document. Mark the reviewer’s you wish to send the document to and choose release from the menu on the left side. This begins the review and approval process by routing the procurement document to the first person listed on the route list. The status of the routed document will change to Review Pending within the screen.
After all approvals have been received the document is now ready to commit. To do this you need to follow the instructions below:
1. Return to the Summary Screen.
2. Select Commit from the Financial Menu.
The system will run validation checks on the document. If you receive any errors on the Financial Interface Validations screen, correct the mistakes and repeat the previous step.
Select Save and Post to submit the funds check to the financial system.
After confirmation of an approved response on the commitment you are ready to submit it to the contract specialist. Once the Requisition has be submitted and assigned to the appropriate Contract Specialist, you will NOT be able to make any further changes to the requisition, unless the associated purchase request is returned to you. However, you may open and display the Requisition information in view-only format from the Requisition Summary screen. To submit a document you do the following:
1. Open the Requisition
2. Select Submit from the Actions menu within the Requisition Summary screen. The system displays the Requisition Submit screen.
To assign the action, either manually enter the valid 3-digit agent code (SEC) of the user within the Assign To Field on the screen, or click on the Lookup (Magnifying Glass) to search and locate agent code.
When you have finished and are ready to electronically submit this action, select Save within the Submit Requisition screen. The system returns to the Requisition Summary screen, displays a message indicating that the requisition was submitted successfully, and displays the Requisition Status as Submitted within the Administration portion of the Requisition Summary screen.
Reviewers will be notified within their inbox of a document requiring their review. Also, the reviewer may receive an email if they have set up email notification within their user profile.