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PRISM —Workload Management
Overview
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Sophisticated workload management tool supports business processes by keeping the procurement team informed of tasks and due dates including reminders and task list managers.
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Proactive notifications are available to remind responsible parties and alert management of "missed milestones".
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Standard reports are available that identify upcoming and late milestones.
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Milestone plans support the use of sequential and parallel activities.
Milestones
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Solution offers a sophisticated milestone capability to permit the definition and tracking of workflow events.
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An unlimited number of acquisition events, or milestones, can be defined in the system (e.g., create solicitation, OSDBU review).
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The procurement action lead time (PALT) may be defined for each acquisition event (i.e., milestone).
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Milestones that define all activities required to process a requisition can be linked to requisition documents.
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Milestones can be grouped into an unlimited number of templates that define the steps required to process an acquisition (e.g., firm fixed price supply, construction).
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Milestone templates can be defined based on agency policy (e.g., required reviews by acquisition type).
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Milestone templates can be created for public use (i.e., all users within a site) or private use (i.e., for use only by the plan owner).
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Milestone templates are linked to acquisition documents to track the accomplishment of required tasks.
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Milestones can be manually completed/updated by the user when a task is accomplished.
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Significant system dates (e.g., solicitation issue date) can be used to automatically enter a milestone completion date when the activity is accomplished without requiring manual entry by the user.
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Milestone plans (i.e., milestone templates linked to an acquisition document) track the planned, projected and actual completion dates of all activities.
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The user can specify whether or not to recalculate future projected dates upon entry of a milestone completion date (e.g., indicate if the award date should be recalculated or if it must remain fixed).
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Milestone plans can be routed for review as required.
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Milestone plans can be linked to requisitions or award/contract documents.
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Projected completion dates can be calculated based on the entry of a start date or an award date.
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Notes can be attached to each step in the milestone plan to document activities.
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Responsible parties can be assigned to each milestone step.
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Notifications can be configured to alert the responsible party of upcoming, completed or missed milestones.
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Milestone plans attached to documents can be updated to add steps during the acquisition process.
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Supporting documents can be attached to milestone plans.
Buyer Assignment
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Once received in the procurement office, the system can automatically assign a buyer based on user-defined factors such as workload, commodity or dollar value.
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Buyers may be reassigned by authorized users as required.
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Provides the ability to manually assign a buyer.
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A list of users may be configured to be notified when a requisition requires manual buyer assignment.
Additional Information
Click here to download the PRISM Solutions brochure.
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