User Manual - People - Kansas State University
Contents
1. 3 2 1 View all contracts The users of the system are the KSU Departments that view contracts in order to identify the appropriate sources from which items could be purchased i e contract vendor KSU department or state agency On the click of the Display All button the user can view all contracts listed in the system By default the contracts that are set to the Active status are available to the users However if the user wishes to look into inactive contracts he can do so by setting the Status filter in the right side of the page to Inactive Other sets of users might be the Facilities HR or the Telecom departments who might have to know which contracts require their pre approval Such information can be found by setting the Approval required from filter in the right side of the page to Telecom or HR or Facilities Once this filter is set to the required department name the grid on the page containing the contracts are automatically populated with values based on the value of the set criteria The values populated in the grid can be exported to an excel document by clicking on the Export to Excel button at the bottom of the page JcCace HUE rana Vivisi0n Or ELLE CONCI ace Jsirce Financial Services Memos Financial Services Forms Contracts not on the following list can be found on the State Contract Site above Employment se Policy and Procedures Manual Chapter 6312 Contracts2. Anderson Hall Manhattan KS 66506 785 532 6210 113 14 15 16 17 18 19 ORIG imanrzauuae Olnactive Z 2 aa U1 2 Comments Comments refer to any additional comments about the contract such as replaces09300 This section will help the user to retrieve the contract details even when he searches for the contract number 09300 Active Inactive Only active contracts are visible to the user when he first looks at the contracts Hence it is important to make sure the Active radio button is selected If the contract need not be visible to the user or the contract is expired the status can be set to Inactive The Contract Title Contract Number Department Name Vendor Name and Procurement officers name are the mandatory fields If values are not entered for these fields a appears next to the respective fields Once the values are entered on click of the Submit button at the end of the page the values are inserted in the system On successful insert an Insert Successful message appears in red on top of the page Untitled Page Mozilla Firefox File Edt View History Bookmarks Toos Help gt MG Rttpsftocatnost 1246 ProjectPrototype_with_Ajax Addnewcontract aspx EE T R K State Webmal Inbox be Yahoo Mal M Gmal Inbox 1 arthi YE Kansas State Universi Contracts Side X Howto Print Screen on Untitled P About K State Academics Admissions Research Division
3. X A httpieshoz 1246 ProjectPrototype_ wth _AjaUpdatecortract aspx 4 gt K State Wetma Irbox iO UserManual pd application eet 1 Procurement Contract reng Purchasing Contracts Add Upd a R Karsas State Uriversty Onision of Fna i About K State Academics Division of Financial Services SS ee ee ee ee Broms Signout CASHMet Eprint AS ts Jataka uns Update contracts K State Equipment Supplies Departmental Exchange Toots Add a new contract Upload New File Mozilla Firefox Ziel R _ hetpefjkocahost 1246 ProjectPrototype with _AjaUplosdienhtaster Search for 31124 ffasterContracts New31124Fie_contractno31124 pdf lormation Associated Bez SEET EEN Search by Contract Number Financial Services Forms e Employment Search Training Calendar and Registration Search for the contract you wish t chien ContractTitle MasterContracts 31124_contractno31124 pdf Link to URL OR Upload Contract Browse Uploaded file New31124File pdf File sure in bytes 372 700 Content type apphcanon pdf Update Successfull contract details ContractNumber Vendor e Zeie Start Date MM DD YY Kansas State University Expi piration 102 een ieee Date MM DD YY 5 10 Procurement Officer Manhattan 785 532 62 Comments Department Approval from 3 2 User
4. number 05189 Case 2 If the contract document exists in pdf format then place the document in your respective computer Eg Desktop Some meta data can also be set for the pdf document such as the title author subject Keywords Keywords can be comma separated words Once this meta date is set the document is ready to be uploaded to the system Click the browse button navigate to the folder were the file 1s placed when in the File upload window that opens up choose the respective file and click Open The text box beside the Upload Contract label now contains the path ee Wm menner ene wr ees er ene rne a ee ee ee ere ee DTN Reasecrocimnt 2 HER seyret EEN IOI AN e TT Eed DEEL E erindi iint ___ t s tole tel K State Equipment Supplies Departmental Exchange Basic Details Department Details Von Contract Title Beverages Financial Services Memos Department Name KSU Financtal Services Forms Contract Number 33725 Employment Procurement Officer Name Schuessler Training Calendar and Vendor Name Pepsi Registration Pre Approval required from Phone List Enter Start date MM DD YY or choose from calendar Look p GB Desktop my Doournert s 1 My Computer My Network Places Bye Adobe Reader X Logtech Vid WBE Logtech Webcam Software EP Molla Frefox ig Prob Drop Files Here to Convert P inai t E chapman Rested pks O Screenshots Diet on ot Financial ee bebe daar Kansas State University 102
5. requires Facilities Approval Phone List requires Human Resources Approval requires Telecom Approval Search ai Search By Contract Number Training Calendar and Registration sas State University 2 Anderson Hall 5 532 6210 Search Display All ontract Expiration Procurement Department ar xD OD Di eme f z Contract litle CDS R Ss Vendor Start Date ae D fF _omments Display All v icer Panelen neater dinae ae Number LE Date epartnent Advertsing Job Posting 10000 Career Builders 04 19 07 3 9 2011 VSA replaces09300 Fac On Call Glass System 12802 3 1 2011 3 30 2011 Active v Services Temp Employment 12620 Various 3 17 2011 3 24 2011 ksu dekat Air Dint Eiminators Ja ee Assoc 7 9 2003 ianao Esu Greenwood tater oG Air Dirt Eliminators 5189 Summer Assoc 7 9 2003 12 12 2011 ESU Greenwood Display All v Air Conditioner Room 12735 4 1 2010 12 12 2011 replaces03128 Aircraft Rental 40187 712009 12 12 2011 replaces40136R Ammunition New amp Reload Simmons GSC 3 1 2011 12 12 2011 replaces12683 Ammunition New amp Reload 35479 anon fiznzzo s Davs replaces 12683 Ammunition New amp Reload 35480 z201 i2zn2eoi Je Davs replaces 12683 3 2 2 Search for Contracts User can search for contracts based on a contract number contract title procurement officer name vendor name or any other keywords For example to search by a contract number the
6. Mttp Mocalhost 1246 ProjectPrototype_with_Ajax AddorEdit aspx FE K State Webmail Inbox d i Inbox Yahoo Mal X How to Print Screen on About K State Academics Admissions Research Division of Financial Services E Forms Signout CASHNet Eprint Please choose if you would like to add a new contract or update an exisiting contract FIS Reports TEE STITT Hello purchasing ksu edu Departmental Exchange nformation Insert a new contract Update an existing contract Financial Services Memos Financial Services Forms Employment Training Calendar and Registration Phone List Choose one of the 2 options and click Next Servet 4 Kansas State University 102 Anderson Hall Manhattan KS 66506 785 532 6210 3 1 3 Add new Contracts The administrator is now navigated to the Add a new contract page If he wishes to update a contract and mistakenly chose to add contract a click on the Update an existing contract link below the Signout button in the add contracts page helps to navigate to the update contract page To create new contract details the administrator enters the details of the contract in the form presented in the Add new contracts page The following are the various form fields entered by the administrator Contract Title The contract title refers to the title of the contract eg Advertising Job Posting Contract Number Refers to the contract number This is a com
7. User Manual Purchasing Contracts Management System Version 1 0 Submitted in partial fulfillment of the requirements of the degree of Master Software Engineering Arthi Subramanian CIS 895 MSE Project Kansas State University gt TABLE OF CONTENTS LEE 3 2a aSa ALOU ANG e EE 3 GN WR ig EE 3 2 2 Reguired SOR AUS Ee 3 2 3 Required Network Configuration 0 ccc cece cece eee e ee eee eee e eee eeeeennees 4 DA gt SOU die Det DE 4 3 Purchasing Contracts Management 5 le eer E LEA CON E 5 3 1 1 Administrator IO CIN MN 5 3 1 2 Choice to Add or update contract 5 Pode ANU MSW COMU ACIS i550 ciadaneasnoceninsdonseanasetewatseontasaesbaaaces 6 Pelee Update CONACS eebe 10 e E ee ee E ee ee 12 3 2 1 View all contract 12 Dey DO ALC TOL COMM AC 6 cas ocaurnc aeons EE se niedueeuenceracnentannneenaet 13 1 Introduction This user manual explains the setup and the use of the Purchasing Contracts Management System 2 Installation and Set up 2 1 Required Hardware gt A Microsoft SQL Database Server e Servers should be equipped with a processor clock speed over 1 5GHz and a memory over 512mb gt IIS Web Server e Servers should be equipped with a processor clock speed over 1 5GHz and a memory over 512mb 2 2 Required Software gt Microsoft Windows 2000 Professional or Windows XP Professional gt Internet Information Server IIS The IIS Web server is included on Windows 2000 Professional and Wind
8. ay Radio 34876 KA Comm 4 8 2009 oo replacesossos 32 Batteries 2way Radio 34877 Motorolacomm 1 9 2009 oos replacesossos M 4 gt Purchasin 1 a SE PE l ds o 30 Batteries 2way Radio The values populated in the grid can be exported to an excel document by clicking on the Export to Excel button below the grid The user is now given an option to Open the excel document or Save it To open the document click Open radio button and select Ok The contract 14 details now open in an Excel document If the user wishes to save the details he can choose the Save file option and click Ok The excel document is saved in the Documents folder of the users computer gt
9. bination of only numbers or may contain alpha numeric characters eg 10000 12E345 Vendor Name Refers to the name of the vendor Eg Career Builders SE EE Start Date The starting date of the contract The date must be in the format MM DD Y Y Month Date Y ear Eg 04 19 07 The date can be entered in the textbox or if the date is in the current year it can be chosen from the calendar Ensure extra spaces are not entered before or after the date Expiration Date Refers to the expiration date of the contract Can be entered in the text box or chosen from the calendar Must be in MM DD YY format The system checks to ensure that the end date is always greater than the start date If otherwise a message End date must be greater than start date is displayed Ensure extra spaces are not entered before or after the date Department Name The department name is entered here Eg KSU Procurement Officer Name Name of the Procurement officer Pre Approval required from The NA is selected by default If the contract requires prior approval from either the Facilities or the HR or the Telecom choose the corresponding radio button If pre approval is not required from any of the department choose the NA radio button Link to URL OR Upload Contract Either a link to the Kansas Department of Administration can be provided for the respective contract or if the contract file exists in pdf format it can be uploaded to the system Case I If a li
10. d files may also be updated The administrator first enters a search keyword sets the search filter and clicks the search button On click of Search the contract details are retrieved from the system Once the contract details are retrieved the user verifies the information and clicks on the edit link at the end of the page On click of edit all the fields in the page become editable Any changes that need to be made to the contract details such as a change in contract title change in vendor name etc can be made in this page Likewise if the status of contracts must be changed they can be done so by choosing a different status from the drop down selection mmm pm RN NNN ARERR MN be pm Add a new contract Update contracts Search for 31124 Were Search by Contract Number ormation Weancial Services d deen Search oe contract number and click if n s anm otaka Search for the contract you wish to update and further click edit to make changes to the contract details ContractTitle Road Aggregate ContractNumber 31124 Vendor abcd Start Date 3102011 12 00 00 AM Expiration Date 3 17 2011 12 00 00 AM are ee Precwoticer dehat Manhattan KS 66506 705 592 6210 Comments sample to test Department KSU Approval from NA URL MasterContracts 40131_contractno31124 pdf New master file Active Inactive Contracts Active test evos O Hit at Match case TERO The following figure represents an update operation being perf
11. eenwood Jestseespog 16 Asbestos Analy Services 12343 Schneidertab 1 9 1 2009 12 12 2011 Ksu_ Greenwood replacesos4s3 17 Auctioneering Ser OnCall 10393 Purple wave 7 1 2007 __12 12 2011 5S_ lowe _replacesovzas 18 Audit Serv Internal Audit 40206 varney amp Assoc 7 1 2007 __12 12 2011 kssu Dekat Joen 19 Audit Serv KSSU 40200 varney amp Assoc 6 1 2010 12 12 2011 kssu Dekat union I 20 Audit Investment Grade 2458 chevron 1 1 2009 12 12 2011 ksu Greenwood new J 11260ffirst Bank Kansas _7 1 2008 __ 12 12 2011 ksu_ Schuessler_ _ ireplacesos3ss Mueres 1 3 2009 __12 12 2011 S_ Edwards replacesos720 9917 utah scientific veel 12 12 2011 ksu Davis new J o d o 10m6jvalidity Screening Sol 1 1 2009 _12 12 2011 S_ eer Joen J OfEnvision 2 2009 _12 12 2011 5S Howe Catalog J 7092 commerce Bank 1 3 2009 12 12 2011 kssu Bishop Jo TI 21 Auto Teller Mach ATM 22 Automotive Supplies 23 AV Signal Routing Sys 24 Background Check Serv 25 Bags Plastic Trash 26 Banking Ser Full Service 27 Banking Serv State Fund 12599 uMB Bank 1 4 2009 Giele wem IL TI 28 Barcode Labels sajar 1 5 2009 Gi2oulkeeu peka replacesaoi3i 29 Batteries 34888 Battco 16 2009 12 12 201ajs_ avis kegtscesme sass aaoo azos replacesoseos 31 Batteries 2w
12. es mentioned in the readme txt VV VV WV Now all the required tables are created and the stored procedures for the same are also executed Open the Internet Information Services Go to Start gt Control Panel gt Administrative Tools Choose the option Web Sites Right click on Default Web Site Click on New gt Virtual Directory Enter the Alias Name as PCMS then click on the Next button VV VV VV WV Browse the directory and select the folder where you have unpacked the software then click on the Next button e gt Click on the Next button gt Finally click on the Finish button 3 Purchasing Contracts Management System Usage 3 1 Administrator 3 1 1 Administrator Login The purpose of this part of the application is to provide user authentication The user enters the email and password The system checks for this email and password combination to ensure they are valid If the email or password is not valid the appropriate error message will be displayed and the administrator needs to re enter the email and password If the inputs are valid the administrator will be directed to the requested secure web page where he makes a choice to add new contract details or update an existing contract details Untitled Page Mozilla Firefox Fle Edit yew History Bookmarks Tools Help aa v C A A D http localhost 1246 ProjectPrototype_with_Ajaxjlogin aspx ReturnLrl 2fProjectPr
13. is headed link to the Division of Purchases contract listing Departmental Exchange Refer to PPM Chapter 6310 for information on the appropriate purchasing procedure for items not covered by established contracts auon State of Kansas Division of Purchases Contract Site Financial Services Memos BEES Financial Services Forms Contracts not on the following list can be found on the State Contract Site above Employment i Policy and Procedures Manual Chapter 6312 raining Calendar and Contracts Registration m requires Facilities Approval Phone List requires Human Resources Approval requires Telecom Approval sas State University P Anderson Hall hattan KS 66506 b 532 6210 Department Display All 5 Contract Litle litle Contract Number Number Vendor st Start Date ite Expiration Date Date Brocmr Procurement Officer Comments Department Advertising Job Posting 10000 GEET 3 9 2011 EE Status Active Approval Required Fror Kid 9 s PurchasingContracts 1 Microsoft Excel Trial o f Z Fie Home Insert Page Layout Formulas Data Review View e ce E a cea BH Li Re Pert s A Cut Calibri nu A AC 5 V Bwrpter General H E E Gm dp IR i tung Ay A By Copy SEIL e Paste D e Jm amp Center gt D b Conditional Format Cell insert Delete Format Sort r Find amp GF Format Painter D A EER EE Hege amp Center 9 A Formatting as Table Styles H lt 2 C
14. lear Filter Select Clipboard Alignment 2 Number z Styles Celis Editing i Bo e H o o Tei A B c D E F G H J K M N ContractTitle Contract Number Vendor Start Date Expiration Date Department Procurement Officer Comments Ek tlyameus 3 2 2011 3 30 2011 ksu greenwood Geer Ee Clees 2 Advertising Job Posting 3 Fac On Call Glass System 4 Telecom Wireless GSM 5 Services Temp Employment 1 12620 various Lana ao wess LI TI 6 Road Aggregate 3282dfabed LAD92011l _3 a7 2oralksu_ ifdekat_ sampletotest 7 Advertising Television 10661fA D Systems 7 9 2003 12 12 201i ksu_ Gronquist_ new I J Air Dirt Eliminators 5189 SummerAssoc 7 9 2003 12 12 2011 esu Greenwood J C 9 Air Conditioner Room a273siFriedrich amp 1 2010 _12 12 2011 S_ Greenwood _ ireplacesosizs 10 Aircraft Rental aoaszwom 7 1 2009 __12 12 2011 ksu Joes replacesaon36R 11 Ammunition New amp Reload 1 35478 Simmons isc 3 1 2011 12 12 2011 5_ ses replaces12683 12 Ammunition New amp Reload 1 35479 ultramax 3 1 2011 _12 12 2011 S_ Davis replaces12683 13 Ammunition New amp Reload 1 35480 Hornady Lane 12 12 2011 S_ Davis replacesiz6s3 14 Ammunition New amp Reload 1 35482 Simmons sc ano _ 12 12 2011 S_ oer replaces12683 J 15 Asbestos Abatemt Remova 9770 Assoc Insulation 1 3 1 2011 12 12 2011 ksu_ Gr
15. nk to the Kansas Department of Administration for a particular contract is present enter the URL of the Kansas Department of Administration for the respective contract number For examples For the contract number 10000 the URL is http www da ks gov purch contracts Default aspx 10000 hence beside the Link to URL the value in the text box must be http Awww da ks gov purch contracts Default aspx 10000 Y Untitled Page Mozilla Firefox Fle EGR View History Bookmarks Tools Help D CX ve L htostPocahost 1246 ProjectPrototype_with_Ajax Addnewcontract aspx O BBs trkey not working E L ER K State Webmat Inbox Inbox Yahoo Mal M Gnat Inbox arthisub E Kansas State Univers Contracts KSUPurcha X HowtoPrint Sceenon Untitled Page 8 departmental Exchange Basic Details Department Details a Contract Title An Dirt Eliminators Department Name ESU Contract Number 05189 Procurement Officer Name Greenwood Vendor Name Summer Assoc Pre Approval required fom Enter Start date MM DD YY or choose from calendar ONA 07 09 03 OF atilities OHR OTelecom Kansas State University Associated files 102 Anderson Hall Manhattan KS 66506 785 532 6210 Link to URL h pp Age da state ks us OR Upload Contract i Ii Additional Information 06 30 yt Comments Active Contract Active Olnactive inser Enter the details and click Insert Example for contract
16. of Financial Services ools Signout E Forms CASHNet Eprint 5 Update an existing contract FIS Reports Insert Successfull wg On successfull insert an Insert Successful message K State Equipment Supplies Add anew contract is displayed A new blank form is displayed Departmental Exchange information Basic Details Department Details Financial Services Memos Contract Title Financial Services Forms Department Name Employment Contract Number Training Calendar and Procurement Officer Name Registration Vendor Name Phone List Pre Approval required from Enter Start date MM DD Y Y or choose from calendar ONA OFacilities OHR O Telecom Division of Financial Services Kansas State University 102 Anderson Hall Manhattan KS 66506 785 532 6210 Associated files Link to URL OR Upload Contract Browse dawn DRM N NCA MEN 22 ob SOE gt Le Se ee oe ee HM x Find CEU A text P previous 67 Highight d C match case Phrase not found 3 1 4 Update Contracts The administrator can also edit details of contracts that already exist in the system In order to ensure that the contract details exist in the system the administrator first searches for the contract and further updates its details The basic details of the contract such as the contract number contract title vendor name start date or expiration date can be updated Other details such as the Department details and or associate
17. ormed on the contract where the Approval from field must be changed from NA to Facilities This can be accomplished by simply changing the value in the drop down from NA to facilities and clicking on the Update link at the end of the page to save the changes made to the contracts If however a new master file needs to be uploaded or the new link to the Kansas department of Administration needs to provided click on the link Click to upload a new master file beside the New Master file column niracts Add Update SECH E E E E drtetens Add a new contract Update contracts Search for 31124 MasterContracts 31124_contractno31124 pdf Link to URL Were Search by Convact Number elen Search Search for the contract you wish ti ContractTitle Road Aggreget OR Upload Contract contract details Vendor Stan Date MM DD YY 13 1 k Stat 102 Anderson Hall Expiration anhattan KS 66506 Date MM DDIYY Ges 532 6210 Procurement Officer Comments Department Approval from On click of this link a new window pops up This window contains a link to the current Master contract file In addition the user can either enter a new URL or upload a new contract file On click of Insert the details of the uploaded contract file are displayed to the administrator and an Update Successful message appears Purchasing Contracts Add Update Mozilla Firefox
18. ototype_with_Ajax 2fAddnewcontract aspx I K State Webmali Inbox L Inbox Yahoo Mail o M Gmail Inbox arthisubrama Untitled Page About K State Academics Admissions Research DOEA EMEN Aa Kansas State University Purchasing Contracts Management System E Forms CASHNet G S Eprint Email purchasing ksu edu FIS Reports Password seeccces WEE Remember Me T Departmental Exchange nformation Financial Services Memos Financial Services Forms Enter the email and password Employment and click Login Training Calendar and Registration Phone List PIS Pa em rrr Tes vic 2 Kansas State University 102 Anderson Hall Manhattan KS 66506 785 532 6210 If the user is already logged in a Signout button will be displayed on the top left corner of the screen The administrator may logout at any time by clicking on this button 3 1 2 Choice to add or update contracts E Once the administrator logs in to the system he makes a choice to add a new contract or update an existing contract If the administrator wishes to add a new contract to the system he clicks on the Insert a new contract radio button and clicks on Next Else if he chooses to update an existing contract he clicks on the Update an existing contract radio button and clicks on Next 9 Untitled Page Mozilla Firefox File Edit Yiew History Bookmarks Tools Help XC
19. ows XP Professional installation CD It is not automatically installed so it needs to be installed gt NET Framework 2 0 SDK which may be downloaded from this site http www microsoft com downloads details aspx familyid fe6f2099 b7b4 4f47 a244 c96d69c35dec amp displaylang en gt Microsoft Internet Explorer 6 0 2 or higher or Mozilla Firefox for clients gt Microsoft SQL Server 2005 which is installed with Microsoft visual studio 2005 gt SQL Server 2005 Express Manager which can be downloaded from this site http msdn2 microsoft com en us express aa718378 aspx gt gt Microsoft Visual Studio 2005 for configuring connection string for the database gt ASP NET Ajax 1 0 can be downloaded from this site http www microsoft com downloads en details aspx FamilyID ca9d90fa e8c9 42e3 aal9 08e2c027f5d6 amp displaylang en 2 3 Required Network Configuration gt A broadband having a 1OMbp and above connection is needed to provide fast linkage to the server thus granting quality service to the user 2 4 Software Set up gt Unpack the software to the World Wide Web root of the IIS server It is usually the C Inetpub wwwroot directory gt Open the Web config file and change the values of the lt add name gt property according to your connection configurations Open the SQL Server Manager Studio Express Create a database and label it as foo Click on the query analyzer Run the queri
20. user enters the number in the Search for textbox sets the Search by dropdown filter to contract number and clicks on the search button Once the search button is hit the grid on the page is populated with the search results retrieved from the database Partial search keywords can also be entered and contract details can be retrieved When one of the meta date is entered in the search for textbox and the search by filter 1s set to Keywords the appropriate contracts are retrieved Hence contracts can be retrieved based on the value of the contract number contract title vendor name procurement officer name and keywords Once the grid is populated with the search results the results can further be filtered by setting the Department Status and the Approval Required From dropdown values Contracts CASHNet Eprint Listed below are items currently on contract available from Kansas Correctional Industries or available from the Catalog of Blind amp Severely Disabled Made Products All of these items must be FIS Reports purchased from the appropriate sources i e contract vendor KSU department or state agency Purchases of contract items from sources other than these listed may become the personal responsibility of the individual authorizing the purchase Specifications and detailed information on any of the contract items are available in the KSU Purchasing Office 21 Anderson Hall 785 532 6214 Also below
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