|Reference #||19-00729||Title||SharePoint Consultant|
|Start Date / End Date||25-11-2019 --- 17-02-2020|
DBME currently receives an average of 300 purchasing requests monthly. Purchasing requests are routed from the requestor through the field office approver before being submitted to the DBME business operations to establish each purchase order. Once an order is delivered, confirmation of receipt is submitted by DBME field offices directly to the DBME business operations. Also once an order is delivered, the invoice is submitted by the contractor to the DBME business operations, which matches the confirmation of receipt with the invoice and enters the receipt in the Arizona Procurement Portal and delivers a copy of the invoice to Client's Accounts Payable so the contractor can be paid. Each purchase order can result in multiple invoices from the contractor, with an average ratio of 2 invoices for each order.
The intent of this project/assignment is to create a system of workflows and document libraries on the DBME Contracts & Purchasing SharePoint site for field office personnel to submit purchase requests (form) and confirmation of receipt for deliveries. The system of workflows will need to update tracking logs, automate approvals, assign tasks to appropriate groups/persons at the appropriate time, send email notifications/reminders, match necessary documents together for processing and archive documents once the purchase request has been fulfilled.
The position is expected to create a functioning process to be used in SharePoint for submitting purchase requests, acknowledging item receipt on a line or item level, coordinating user acceptance testing, developing training materials,and documenting the system build for future maintenance and improvements. The position will need to work with designated Client's staff to define processes and build the system.