Business Process Flowchart. Supplier Management. Packet Description. MAGIC Roles. MAGIC Flows. Help or Questions

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1 Business Process Flowchart Supplier Management Packet Description The Supplier Management Packet describes how to handle errors, updates to attributes and organizational structures, and user account management. MAGIC Roles The MAGIC Roles used in these flows are: SRM - Approver SRM - Auditor SRM - Administrator - SUS Purchasing SRM - Manager Purchasing SRM - Buyer Strategic RFx SRM - Buyer Oversight MAGIC Flows A description of each role can be found on the MMRS Website. The individual MAGIC flows that are included in this packet are: Vendor Bidding Process Supplier Evaluation Process Help or Questions Click here to learn how to read a MAGIC Business Flowchart. If you have a question, please use the MAGIC Feedback webpage to submit your question.

2 Business Process Flowchart Supplier Management Significant Changes New supplier registrations must be approved by OPTFM. Vendors will maintain their account information, search for bid opportunities, and submit bid responses via MAGIC. MAGIC provides functionality for evaluating and monitoring supplier performance, based on data collected through questionnaires and surveys of customer agencies. High Level Process Description Supplier will find the supplier registration link on the Mississippi Management & Reporting System website at After registering, supplier will need to submit their W9 before bids can submit bids. Supplier Relationship Management (SRM) is a comprehensive approach to manage the procurement process and interaction with the suppliers. Automates requisitioning and order management Provides easy to use internal and external catalogs Sourcing reduces costs and cycle times Contracts drive compliance with policies Supplier connectivity enables transaction efficiency Real-time budget checks Integration with all areas of MAGIC

3 Vendor Bidding Process SUS Bidder Registered Bidder receives notification of bid invitation for their Product Category or views bid advertisement in Newspaper Vendor(s) Search for appropriate RFx creates response Complete entry of RFx information NOTE: Each Agency will decide if Award Approval is required. SRM Buyer- Strategic SRM Buyer Manager NOTE: If the buyer has received a paper bid response, the Buyer will need to register on behalf of the vendor via ROS prior to entering the surrogate bid response Buyer evaluates all Bid responses No Buyer Awards Bid response (response is submitted for approval) Approve Award(s) Yes Publish Intent to Award (Optional) Bidding Process Completed NOTE: The buyer will prepare and distribute notifications outside of MAGIC to all vendors who submitted bids in accordance with agency / state policy

4 Vendor Bidding Process (Advertisement External) Bidder Bidder views bid advertisement in Newspaper Surrogate Bid has been received Vendor(s) Search for appropriate RFx creates a response Completes entry of RFx information SRM Buyer- Strategic Bid Opening All bids have been received (Paper) and Electronically Buyer enters Surrogate (Paper) on behalf of the supplier; and electronic response are received in system from the Bidder Note: If the Buyer has received a bid response, the Buyer will needs to register on behalf of the vendor via ROS prior to entering the surrogate bid response

5 Vendor Bidding Process (Registered Bidder) SUS Bidder Registered Bidder receives e- mail notification of bid invitation for their Product Category Vendor(s) Search for appropriate RFx creates response Complete entry of RFx information Bid has been received SRM Buyer- Strategic Bid Opening All bids have been received electronically

6 Vendor Bidding Process (Surrogate Paper) SUS Bidder Registered Bidder receives e- mail notification of bid invitation for their Product Category Vendor(s) Search for appropriate RFx creates response Prepare paper RFx Bid has been received SRM Buyer- Strategic Bid Opening All bids have been received (Paper) Buyer enters Surrogate (Paper) on behalf of the supplier

7 SRM Buyer Oversight There is a need for a Supplier Evaluation Create Survey Add addresses for Survey Recipients NOTE: Supplier Evaluation configuration for Go-Live is being setup for the following Oversight entities: ITS / OPTFM Attach predefined questionnare NOTE: Surveys may be sent to MAGIC agency users or to external entites address is required Send Survey to recipients Monitor survey status Receive responses? No Send reminder to recipient Yes Review response after Survey Deadline expired Survey Data collection is complete; data may now be analyzed Survey Recipient Respond to the survey and submit responses to questionnaire

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