Purchasing SharePoint eForms Project

About the Program

Category: Financial Management (Best in Category)

Year: 2013

In February of 2010, Purchasing, with support of Information Technology staff, launched the Purchasing SharePoint e-Forms pilot project. The overall intent was to increase efficiency by creating a fully web-based work-flow process. Procurement documentation is entered, processed, and stored with the ability to be accessed from any workstation or any internet access point using a secure log-in. Using customized web-based technology, Purchasing staff enters information into electronic forms to create bids, generate new contracts, amend contracts, track insurance certificates, and input time and attendance requests on a secured website. SharePoint technology validates user information online and enables management to approve forms through an approval workflow process. Documents are stored online and available to send electronically, thereby reducing the need to print and fax to the vendor community. SharePoint also enables the user to create workflow reports that can be exported to an excel spreadsheet. In addition to the eForms and attendance reporting, the site includes an ePro User Group site for end-users to access training and report information.