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A Publication Featuring The Information Services Technology of Maine State Government
| Volume IV, Issue 10 | October 2001 |
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By Lee Giroux
The Bureau of General Services, Division of Purchases, in conjunction with an application service provider, has developed an Internet based purchasing system. This system, furnished by Public Buy Net, has been tested as a pilot since May 2001, and it provides a fast, secure, and accurate on-line ordering system for items under blanket contract with Maine State Government. Since the system is Internet based, there are no special requirements for software or hardware. All a user needs is Internet access via a browser, and passwords assigned by the Division of Purchases.
The Division is currently rolling out the system to State agencies that order goods under statewide contracts. Presently system users are able to order on line from the Central Warehouse and Viacom. Additional statewide contracts will be added to the system as they are renewed; or as vendors agree to amend their established contracts. As the contracts are added to Public Buy Net, State agencies will be required to utilize the on line ordering system for their purchases.
The reasons for this requirement benefit both the State and vendors. The State will have a permanent electronic record of orders, allowing the Division to analyze contract utilization and effectiveness. There will also be an increase in the efficiency of the purchasing cycle, since 1) less time will be required in processing, and 2) data entry, manual filing and refiling rework will be eliminated. Further, it will be easy for each agency to determine if the State has a contract for goods needed to accomplish their mission by a point and click at Public Buy Net. Notification of submission of a Purchase Order (equivalent to the former contract release in the manual system) will be e-mailed to the appropriate reviewing and approving officials; and once approval is given, the order will be routed electronically through Public Buy Net to the applicable vendor (eliminating the need for postal or fax submissions). In addition, account information will be entered on the Purchase Order. Another feature of the system, is its ability to utilize the State Purchase Card for payments, and all future contracts will require vendors to accept the Purchase Card.
If your agency purchasing staff are not already using this system or need to be scheduled for training and connection, please contact Jill Edwards at the Division of Purchases, by e-mailing jill.g.edwards@state.me.us or calling 624-7335.
Lee is a "recycled" (i.e. already retired) State worker. During his career, he spent seven years as an Auditor at the Department of Audit and the last ten years as a Managing Staff Accountant in DAFS Division of Financial and Personnel Services. Currently Lee is working two days per week in the Division of Purchases on the Internet Purchasing Project. Prior to State service, Lee spent 21 years in the United States Air Force and retired as a Ground Electronics Superintendent. He earned an Associate Degree in Electronics from the Community College of the Air Force and a B.S. in Accounting from Thomas College. Lee resides with his wife Sheila in Winslow.
