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  • Procurement Department strives for accessibility with new document management system, open houses

    Mar 01, 2019 | Read More News
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    File: computerMarch will be a busy month for Pima County's Procurement Department, with the rollout of a streamlined system for contracts and a pair of open houses, one for County employees and another for vendors. Perhaps fittingly, the flurry of activity falls during National Procurement Month, created, to honor the hard work of government central procurement offices.

    Pima Procurement staffers spent the better part of the last year working with the Information Technology Department to transition the County's procurement software to OnBase, a document management system designed to make the contract retrieval process more efficient.

    Where previously internal and external clients might need to click on five separate online links to find, view, and print County contracts, come March 7 they will be able to access all of that information through one link.

    "It will be more efficient, much cleaner, more use-friendly and produce better results," Procurement Director Mary Jo Furphy said. "It will also make the process more transparent and help us fulfill public records requests more quickly and easily."

    The most noticeable changes users will see will be the elimination of one tab on the department's Internet page and a new name for another. Beginning March 1, the Solicitations tab will be reorganized and users will access Materials and Services and Design and Construction solicitation information through a link to Procurement's Vendor Self Service Portal (VSS) which will allow vendors to register, manage account information, receive email notifications and much more. County employees can enter as guests to view the solicitations. On March 7, the webpage's eContracts tab will be retitled Contracts and will offer a single link that will enable users to access and search for contract information through OnBase.

    "I think OnBase will simplify things for the public and for other departments. That's the biggest thing: with one look, one view, they'll be able to find what they need," Procurement Administrative Services Division Manager, Julie Burch said. "Everything's going to be in one place. They won't have to look in separate systems to find information."

    Increased online efficiency is only one way Furphy's team hopes to make procurement more accessible and understandable. On March 8, the department will host a “Meet and Greet” for all County employees who use its services from 10 a.m. to 2 p.m. in Procurement’s main office on the third floor of Administration East, 130 W. Congress. Procurement Officers, Buyers, PCard Program Manager and members from the Contracts Processing section will be there to answer questions about the process and on best practices. A similar event for vendors is scheduled for March 19.

    For more information regarding the new system or the upcoming open houses call the Procurement Department at 520-724-8161.