Workshop Descriptions - HePS
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Workshop Descriptions
HePS - Hawaii eProcurement System
| Workshop Number | Title | Description | Session Length (hours) | Prerequisites |
|---|---|---|---|---|
| HePS 100 | HeP Basic Buyer Training | Conducted as a webinar in 3 sections. Attendees must attend all 3 sessions to be credited with taking this workshop. Upon completion, buyer will be able to conduct Small Purchase Request for Quotes on HePS (eRFQ) providing all other requirements are met. Section 1 includes: an overview of HePS and eProcurement; requirements buyers must meet before conducting procurement on HePS; creation of requisition and solicitation: commodity codes, description/specifications; unit of measure and quantity, delivery or start and end of contract; estimated price; uploading attachments; submittal due date; standard and optional instructions; types of release to vendors; question and answer section; pre-bid conference section; release of solicitation; solicitation addenda will be included time permitting. Section 2 includes addenda/amendments to the solicitation; award notice; standard and option instructions for award notice; checking compliance through HePS; award summary report; history of awards. Section 3 includes: searching for commodity codes, searching for vendors; searching awards. After each session there will be homework. | 2 (Pt 1) 1.5 (Pt 2 & 3) |
SPO 120; Basic computer skills (including browser/web)*; Dept./CPO Jurisdiction HePS Administrator Approval |
| HePS 110 | HePS Open Session: Help Clinic |
An open-house session for HePS buyers and approvers and for hands-on help with specific issues. There is no agenda for this session. Bring your solicitation information and questions. This workshop is offered as needed. | 2 | HePS 100 or HePS 205 |
| HePS 123 | HePS for Fiscal Staff | Designed for state personnel who review, approve or process payments for HePS awards and other interested government personnel. Includes an overview of HePS, advantages and differences in eProcurement (as opposed to a paper process); how documentation is generated; the kinds of documentation available; detailed explanation of the Award Summary Report and appropriate documentation for small purchases and competitive sealed bids. Views and explanations of the solicitation, abstract and notice of award will also be demonstrated. | 1.5 | |
| HePS 134 | HePS for Supervisors | Designed for supervisors and administrators who supervise staff using HePS. Includes an overview of HePS, advantages and differences in eProcurement (as opposed to a paper process); how HePS documentation is generated; the kinds of documentation available; the roles in HePS and effective use of approvers. Lastly, and most importantly, this workshop provides an overview of reports that may be generated by the system administrator, how to utilize reports to monitor/control spending, improve procurement efficiency and compliance with statutes and rules. | 1.75 | |
| HePS 147 | Understanding HePS | Designed for HePS approvers, procurement and other and staff who provide HePS buyers with requests for goods/services, support, review, approval or assistance, or staff identified as the contact person for a HePS solicitation. Includes an overview of HePS functions: requisition, solicitation, addenda, notice of award; the input forms and required fields buyer must complete including: commodity category codes, unit of measure and quantity, delivery date or contract term dates, specifications, question and answer and pre-bid conference sections; interface with procurement notices website. Also provides a brief demonstration of how vendors view solicitations and respond. | 1.75 | |
| HePS 202 | Beyond Buyer Basics | Designed for buyers who have utilized HePS, have a basic understanding of its use and are ready to learn more advanced features. Topics will include: understanding commodity codes, using the Pre-Bid Conference, using Vendor Questions and Answers, brief overview of approval routes, when to use more than one line item, intent to award, a brief review of awarding a single line item, awarding multiple line items to a single vendor, finding documents and awards. Not recommended for buyers who have never conducted a HePS solicitation. | 1.5 | HePS 100; Issuance of at least 2 HePS solicitations |
| HePS 203 | Researching in HePS: Doing your Homework |
Review of research to be done before issuing a solicitation, while a solicitation is on the internet and upon awarding in HePS: finding commodity codes, searching for vendors; finding documents (requisitions, solicitations and awards); reviewing the notepad, finding file attachments uploaded by vendors; finding attachments uploaded by buyers; and checking compliance at time of award. | 1 | HePS 100 |
| HePS 204 | Understanding Approvals in HePS |
Designed for personnel who supervise HePS Buyers/Approvers or have oversight responsibility for procurements conducted on HePS; assist in procuring goods, services or construction; or are HePS Buyers or Approvers; or state personnel with a desire to learn more about HePS and the approval function, or are HePS Administrators. Presents an overview of how approvals work in HePS so that supervisory staff may better plan to use HePS approval routing to the best advantage of their department, division, office, etc. and helps buyers and approvers have a better understanding of how approvals work so they may be more efficient, effective and expeditious in HePS procurements. Includes: an overview of how approval routes are created and criteria included in developing approval routing; the approvals manager function; how buyers and approvers may view their approval routes prior to issuing a procurement, track approvals that are en route; how to find and manage rejected/disapproved solicitations or awards; Also includes how to view current solicitations on the internet as vendors see them. | 1 | |
| HePS 205 | For Approvers: Basics, Refresher and Beyond |
Designed for personnel who will be approving HePS solicitations in the system, this workshop provides the basics of using HePS for approvals. It includes a brief overview of approval routes;how they work; the procedures/mechanics of approving or rejecting a solicitation or award, routes with more than one approval; areas to emphasize in your review; finding the routes in which you have approval responsibilities; lessons learned and recent updates, if any. There will be time for questions and answers. Note: This workshop is required for HePS approvers who have not taken HePS 205 or who need a refresher. | 1.5 | |
| HePS 233 | Cancelling Solicitations and Awards | Designed for state personnel who have written procurement delegation authority for any method of procurement, and are HePS Buyers; or are HePS Administrators. Staff who supervise HePS buyers or have oversight responsibility for procurements conducted on HePS may also attend. Included are: brief overview of considerations in deciding to cancel and when; how to cancel solicitations that on the internet, or have already closed but have not been awarded; cancelling awards; cancelling awards and awarding to another vendor; cancelling solicitations that have not been released and are in "New" "In Work," and "On Hold." Also includes how to review the history of cancelled/deleted solicitations and awards. | 1 | HePS 100 |
| HePS 277 | Line Item Awards in HePS | This workshop is designed for HePS buyers who have completed at least 2 solicitations in HePS and for HePS Administrators. HePS Approvers may also attend. This workshop provides the basics of awarding by line item when there are several line items in a solicitation. It includes the mechanics of organizing solicitation line items and unit(s) of measure; abstract and views for documentation required for award; awarding more than one line item to a single vendor; views of the abstract as line items have been awarded; competition comments; and review for compliance. There will be time for questions and answers. | 1.5 | HePS 100; Issuance of at least 2 HePS solicitations |
| HePS 278 | Split Awards in HePS | Designed for HePS buyers who have completed at least 2 HePS solicitations and for HePS Administrators (Approvers may also attend) this workshop provides the basics of splitting award. That is, awarding a HePS line item to more than one vendor. This is sometimes used when the unit of measure for the line item is one lot and items in the lot may be awarded to different vendors as stated in the solicitation. Includes the mechanics of splitting an award, how to format your solicitation to use this function; pros and cons of using split awards and other ways to format a solicitation; views of the abstracts as awards are made; documentation/justification to include that is not visible in HePS; competition comments and review for compliance. There will be time for questions and answers. | 1 | HePS 100; Issuance of at least 2 HePS solicitations |
| HePS 281 | Editing and Amending Awards in HePS |
Designed for HePS buyers who have taken HePS 100 and issued at least 2 HePS solicitations, the workshop provides a review of actions to amend or edit a HePS award both before issuing notice of award or after to amend an award/contract (change orders/amendments/extensions, etc.) Included are: modifying the quantity; adding/deleting/modifying line items; creation of 'change orders', amendments, supplemental agreements, and extensions. Covers the importance of entering changes in funding correctly and proper documentation for accountability. Also includes how to review history of amendments/change orders/supplemental agreements. If you have not logged into HePS for more than 12 months, you should take HePS 100 before taking this workshop. | 1 | HePS 100 |
| HePS 287 | Finding History in HePS | Designed for HePS buyers and HePS Administrators, this workshop provides the basics of finding history of awards/solicitations and their details in HePS. The workshop includes: award history listing, search system functions, following links, finding attachments, Award Summary Report, abstract history and certificate of compliance. Approvers and supervisory staff with oversight responsibilities for HePS procurements may also attend | 1.25 | HePS 100 |
| HePS 295 | New Features in HePS | This workshop, designed for HePS buyers and Department/Jurisdiction HePS administrators, is offered when there are major upgrades/enhancements to HePS and reviews the new/improved features in in HePS. Offered as needed. | 1.5 | |
| HePS 301 | HePS Buyer Training for Competitive Sealed Bids |
Designed for buyers who have taken HePS 100 and will be issuing competitive sealed bids/IFBs on HePS and HePs Administrators , the workshop will focus on the differences in the mechanics of issuing an IFB (eIFB/eRFB) on HePS as opposed to issuing a HePS small purchase request for quote (eRFQ). Note: You must have knowledge of the competitive sealed bid process prior to taking this workshop and have taken SPO 100 Competitive Sealed Bidding. The HePS functions specific to issuing an IFB on HePS will be taught. This is not a review on how to enter soliciations on HePS. As time allows, the functions specific to RFPs will be demonstrated. | 1.5 | HePS 100; SPO 100 |
| HePS 352 | For HePS Administrators - Part 1 | The For HePS Administrator series, is designed for Department/CPO Jurisdiction HePS administrators and their alternates. Each session consists of 2 parts and may be adjusted as needed:one part will be training or review, while the other part will be more of a meeting/discussion format for issues suggested by HePS administrators, updates on changes; issues/problems, best practices, or suggestions to help Administrators manage HePS in the most efficient manner. Training/review on some of the more complex procedures may be offered more than once per year as needed In Part 1, training/review will include: HePS administrator responsibilities, establishing, modifying and de-activating user accounts, adding, modifying, de-activating delivery and billing points; the user report; quick overview of approvals and approval routing. Depending on need, some sessions may not take the full 1.5 hours. | 1.5 | |
| HePS 354 | For HePS Administrators - Part 2 | Designed only for Dept. and CPO Jurisdiction HePS administrators and their alternates, these webinars, held quarterly, will include2 parts, training and a meeting. Included will be training, review, reminders and a forum for questions, problems, best practices, etc. Training/review will include: a more in-depth review of approval routing; quick review of creating and de-activating alternates for buyers and approvers; review of the user, solicitation, on internet and award reports; common problems buyers have. If you have questions or topics you would like included, let us know by contacting the SPO HePS support staff: mara.smith@hawaii.gov, bonnie.a.kahakui@hawaii.gov, wendy.mo.ebisui@hawaii.gov. | 1.5 | |
| HePS 452 | For HePS Administrators - Part 3 | Designed only for Dept. and CPO Jurisdiction HePS administrators and their alternates these webinars, held quarterly, will include two parts, training and a quarterly meeting. Included will be training, review, reminders and a forum for questions, problems, best practices, etc. Training/review will include: Reviewing 'on internet' solicitations for potential problems; closer review of the awards report; common problems; advanced features in HePS; assessing user configuration. If you have questions or topics you would like included, let us know by contacting the SPO HePS support staff: mara.smith@hawaii.gov, bonnie.a.kahakui@hawaii.gov, wendy.mo.ebisui@hawaii.gov. | 1.5 | |
| HePS 454 | For HePS Administrators - Part 4 | Designed only for Dept. and CPO Jurisdiction HePS administrators and their alternates these webinars, held approximately every other month, will include training, review, reminders and a forum for questions, problems, best practices, etc. Training/review will include: reviewing’ on interne’t solicitations for potential problems; closer review of the awards report; common problems; advanced features in HePS; assessing user configuration. If you have questions or topics you would like included, let us know by contacting the SPO HePS support staff: mara.smith@hawaii.gov, bonnie.a.kahakui@hawaii.gov, wendy.mo.ebisui@hawaii.gov. | 1.5 | |
| Note: HePS 456 is deleted |
Workshop Descriptions -General SPO Workshops
Workshop Descriptions -Goods, Services and Construction SPO Workshops
Workshop Descriptions -Health and Human Services SPO Workshops
Workshop Descriptions -HePS- Hawaii eProcurement System SPO Workshops
