Standardize Purchase Requisitions
Remove Delays that Impact Direct Purchases
A streamlined digital process helps agencies obtain critical goods and services faster and within budget.
Challenge
State and local governments must empower employees to make important and timely purchases using various agency funds without bottlenecks.
Solution
SimpliGov empowers agencies and their employees to:
- Configure workflows to accommodate:
- Unique review chains by department, purchase item, fund, or other variables
- Different rules for purchases that exceed certain dollar thresholds
- A variety of reviewers, including but not limited to grant analysts, procurement specialists, immediate supervisors, program managers, and finance
- One-time purchases, multiple-bid transactions, and recurring charges
- Centralize important documents (e.g., quotes, invoices, product specs, vendor background, etc.)
- Purchase several line items in one submission
- Enable reviewers to ask for additional information, clarification, data, and documentation
- Collect pertinent details, including items, descriptions, reason for purchase, quantity, unit price, department, contact info, fund, and vendor data
- Include detailed instructions on forms
- Apply rules and workflows around electronic signatures (e.g., reorder signature paths, apply specific instructions, require additional signature for order change approvals)
- Easily earmark purchases from one funding source (e.g., department budget, general fund, grant, etc.) or split them between two or more funds
- Automatically check against completed or in-progress requests to ensure purchases don’t exceed current total fund balance
- Empower users to submit requests with partial or missing charge codes
- Automatically calculate fees, including taxes and delivery charges
Features Used: Workflow Automation | Smart Forms | Document Generation | SimpliSign | Document Storage
SimpliGov in Action
- Digital forms with customizable fields, dropdown menus, yes/no buttons, and text boxes
- Autopopulation of fields based on specific data attributes
- Conditional logic (e.g., limit list of charge codes according to items being purchased)
- Workflow automation routes submissions to the right reviewers in sequence based on supplied answers
- Portal for easy upload of supporting documents
- Correspondence between reviewers and vendors conducted and recorded in the SimpliGov system
- Dashboard to track status including pending reviewers
- Custom reports by item, department, fund source, or other field
- “Regular expression”—prebuilt logic to automatically fill in missing codes, check against up-to-date fund totals
- Prebuilt calculators
- SimpliSign electronic signature available as add-on
- Integrations with existing purchasing and fund databases
Benefits
- Drastically reduce time it takes to acquire items needed to conduct agency business
- Staff efficiency—reduced reliance on paper handling and manual processes frees up employees to focus on core responsibilities
- Fiscal responsibility—better handle on budget, with increased transparency and deeper insights into purchasing trends
Ready to begin?
Automating your processes need not be a daunting task. Contact us and we will show you how SimpliGov can help you achieve your goals in record time.
Ready to begin?
Automating your processes need not be a daunting task. Contact us and we will show you how SimpliGov can help you achieve your goals in record time.
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