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SPPS contract management system

eRFP by Sysoft is a cloud-based tool to create, review, approve, execute, and catalog all agreements for the District. Initiators, Approvers, and Purchasing users will utilize the system for seamless contract processing. Trainings are ongoing for phased user onboarding. Access the live system at the provided link. Contact Purchasing Manager for setup assistance.

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SPPS contract management system

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  1. SPPS contract management system New home for all agreements

  2. W-W-W-W-H of the new system • What is the system? • Who uses the system? • When should the system be utilized? • Where do we access the system? • How do we use the system? • Steps to the contracting process

  3. What is the new system • The system is a cloud based tool to create, review/approve, execute, and catalog all agreements for the District. • The system is named eRFP created by Sysoft

  4. Who uses the new system • Initiators will use the systemto start the contract process. Typically these users will be clerks at school sites and in departments. • Approvers will use the system to review and approve contracts. This includes budget approvers, Legal, and Accounting approvers. • Purchasing will use the system to execute and store contracts.

  5. When to use the new system • The system should be utilized whenever there is an agreement between the District and an outside entity that we sign to execute. This will include hiring consultants or contractors, MOU’s, etc. • The system will not be used for hiring employees – continue to work with HR for this action.

  6. Where to access the new system • The Live System can be found at: https://erfp.integratise.com/spps/ • Your user name to the system is your AD username without the "e" (ie 555123).  You will need to create a password by following the instructions in the system and using the code which will be sent to your e-mail. • Those without an access to the system should contact the Purchasing Manager to be set up.

  7. How to use the new system • Training has already begun for the system. • Phase 1 began in June 2019 for a small group of initiators and approvers. • Phase 2 begins in July 2019 for the balance of users in departments. • Phase 3 will begin in August 2019 for those in school locations with training at the fall clerks meeting.

  8. How to use the new system #2 • QRG’s will be imbedded in the system for reference after initial training. • “How to” videos will also be imbedded in the system soon. • Approvers will receive an e-mail when they have a contract pending their review/approval. • Questions? Please contact the Purchasing Manager.

  9. Steps to the contracting process Services can be provided by vendor on the contract (not before the prior process is completed without P&CS approval)

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