Release and Permit
System Documentation
Agency User Guide
Office of Information Technology
Investment and Governance Division
Acquisition Management
June 2007
Table of Contents
Introduction
Overview
Release and Permit Process
Getting Started
Obtaining Access
Computer Access Configuration Requirements
Browser
Monitor/Screen
Getting Help
Updated Agency User Guide
Updated Procurement Guide
Updated Release and Permit – Step by Step User’s Guide
Contact Information
System Availability
Application Tips
Sorting
Printing
Release and Permit System Agency Profiles
Designated Requestor
Agency Signature Authority
Navigation Bar Links
Gathering Information
Logging In
Reminders
Requests That You Created
All Outstanding Requests for Your Agency
Requests Awaiting Authorization
Requests You Authorized
Requests for Which You Are a Contact
Entering a Request
Core Information
Request Details
Attachments
Request Actions
View Status History
Add to Favorites
View/Send Correspondence
View Issues
View/Add Comments
Validate Request
Cancel Request
Return to open for corrections
Modifying an Existing Release and Permit
Search
Introduction
This document is provided to Agency Users as an introduction to the Release and Permit Application. This document describes Release and Permit request requirements for agencies and Acquisition tasks associated with processing a request.
Overview
The Release and Permit process allows all State of Ohio agencies, boards and commissions to request the use of funds for information technology (IT) related expenditures.
The Release and Permit application allows Agency Users to complete their procurement workflow online within a web-based system. Agency Users may enter a request and track the status of the request until it is completed. Acquisition Management Analysts will review and process requests quickly and accurately, a history of each transaction is maintained.
This Agency User Guide provides the basic information for using the system.
Release and Permit Process
To begin the process of obtaining a Release and Permit Pre-Approval Number for the purchase of IT products and services, an agency user (designated requester) must gather appropriate information and prepare a request. The agency signature authority must authorize the request and submit it to the Investment and Governance Division (IGD), Acquisition Management. Acquisition Managementwill receive the request and assign it to an Acquisition Analyst for processing. The Acquisition Analyst reviews the agency’s provided request information including verifying State Term Schedule pricing, providing issue resolution and validating request requirements.
When the initial review and analysis is completed, the analyst prepares a recommendation, and the request progresses into the decision cycle. In the decision cycle, the request proceeds through a multi level review. When a request reaches its final disposition, approved or denied, the request is closed. Closing a request includes updating the Ohio Administrative Knowledge System (OAKS) and sending an approval letter (memo), or sending a denial letter (memo).
An agency user may cancel a request or return it to the open status at any time until the request has received a final disposition. When a request is cancelled (deleted), the request is marked cancelled and no additional revisions or updates can be entered. When a request is returned to open, the request remains suspended until the agency and/or an agency user indicates that work should be resumed by making appropriate revisions and re-submitting for signature authority authorization and submission to Acquisition Management.
Getting Started
Obtaining Access
There are several types of Agency Users defined in the Release and Permit application. They are: Signature Authorities, Designated Requestors, and Agency Contacts.
An Acquisition Management Release and Permit Administratorcreates Signature Authorities and Designated Requestorsaccounts. Each agency may enter its own “Agency Contacts”. Designated Requestors, who are responsible for entering Release and Permits into the application, are designated by Agency Signature Authorities.
Agencies may use the forms and procedures, accessed by selecting the Documents link provided via the R&P application Navigation Bar (menu), to request changes to their Signature Authorities and Designated Requestors.
Note: Assignment of Signature Authorities requires the agency Director’s approval.
Computer Access Configuration Requirements
Desktop PC with Windows operations system (Windows 95 or higher).
Browser
Internet Explorer browser (IE version 5.5 or higher) or Netscape 6.0 or higher
Monitor/Screen
Best viewed at a monitor resolution of 1024x768.
Getting Help
Updated Agency User Guide
Updates to the “Agency User Guide” are available directly from the Release and Permit application via the Navigation Bar (on the left-hand side of the web application screen). Click on Documents link and then click Agency User Guide. This document is provided in MS Word format and you may save this document to your computer and add your own notes.
Updated Information Technology Procurement Guide
Updates to the “Information Technology Procurement Guide”are available directly from the Release and Permit application via the Navigation Bar (on the left-hand side of the web application screen). Click on Documents and then Information Technology Procurement Guide. This document is provided in MS Word format and you may save this document to your computer and add your own notes.
Updated Release and Permit Step by StepUser’s Guide
Updates to the “Release and Permit Step by Step User’s Guide”are available directly from the Release and Permit application via the Navigation Bar (on the left-hand side of the web application screen). Click on Documents and then Release and Permit Step by Step User’s Guide. This document is provided in MS Word format and you may save this document to your computer and add your own notes.
Contact Information
If you have any questions about the Release and Permit system, please send email to: .
System Availability
The system is available Monday through Friday except during periods of maintenance. Support Staff is available from 8:00 A.M. to 5:00 P.M. Monday through Friday excluding state holidays.
Application Tips
Sorting
The Reminders page includes tables that list requests. Select a Request Title to view information associated with that request, or select any heading in the table tosort your work. The Status Code legend is available by selecting any status code.
Printing
Print from the Release and Permit application using Internet Explorer or Netscape browsers. Go to the File Menu and select Print Preview to preview your selection and then select Print.
Release and Permit System Agency Profiles
Designated Requestor
Designated Requestors are system users authorized to enter request data on behalf of an Agency’s Signature Authority. The Designated Requestor form to update (activate, inactivate, etc) designated requestor users may be located through the Release and Permit application under the Navigation Bar’s Documents link.
Agency Signature Authority
Signature Authorities are appointed by the Agency Director and may authorize and forward requests to be processed by Acquisition Management. New Signature Authorities or changes to a Signature Authority (short or long term) must be applied for by the Agency Director through Acquisition Management. The Signature Authority form to update (activate, inactivate, etc.) signature authority users may be located through the Release and Permit application under the Navigation Bar’s Documents link.
Complete the form and obtain the Agency Director’s approval before sending it to:
Carolyn Chavanne
Acquisitions Supervisor
Investment and Governance Division
Office of Information Technology
30 East Broad Street, 39th Floor
Columbus, Ohio 43215
Navigation Bar Links
The Navigation Bar (application menu bar) is located on the left side of the screen. Click on any link on the Navigation Bar to be redirected to that option. Options are available to the user based on the user’s security authorizations.
The Documents link provides forms, procedures, a procurement guide, and an application guide.The Help link will bring up associated online help topics.
My Profile
The My Profile link contains your contact information including first name, last name, title, e-mail, and addresses as well as user information such as user type and password.
Use My Profile to update your personal information or change your password.
Reminders
The Reminders link allows users to monitor the Release and Permit request information that is most important to them. Links are provided to requests that are associated with the user. See Reminders later in this manual for more information.
Search
The Search link allows the user to search for Agencies, Contacts, Issues/Review and Requests. See Search later in this manual for more information.
Contacts
The Contacts link allows agencies to add agency contacts and/or search for vendor contacts by vendor name.
Vendors
The Vendors link allows agencies to search for vendors by vendor tax ID, OAKS vendor ID and vendor name. If the search does not return any results, the agency will be required to submit appropriate vendor information (including an updated W9 and DMA form) to the Office of Budget and Management for vendor record creation in OAKS. New vendor updates will be provided to the R&P application via an interface between OAKS and the R&P application.
Create Requests
The Create Requests link allows agencies to enter new online requests, and modify and approved R&P. The agency user may also enter a Controlling Board Request upon receipt of Permission to produce an Agency Issued RFP,if you know the Release and Permit number for the request.
Documents
As noted earlier the Documents link provides the user with access to R&P application, procurement and step by step user guides and the forms required to activate/inactive or update agency user information.
Help
The Help link provides on-line system help.
Feedback
The Feedback link allows the user to contact Acquisition Management.
Logout
Remember to Log Out by clicking this link when you have completed your work in the system.
Gathering Information
The Release and Permit process begins when an agency prepares a request. Some information is common to all requests; however, some request requirements vary with the type of procurement, the purchasing authority, or the procurement cost. These variations are provided in charts on the following pages.
Requests that do not include required information cannot be validated and, therefore, cannot be authorized by the Signature Authority. To continue with the request, the agency must resolve any issues and submit the request with all required information. The system will save requests that are not validated so that information may be added or changed as necessary. Once a request is validated, the Designated Requestor may designate the request as “Ready for Authorization”.
The Signature Authority will receive the request through the Reminders screen “Agency requests awaiting authorization” link and must review the information prior to forwarding the request to Acquisition Management. After reviewing the request information, the Signature Authority should use the Request Actions tab and select ‘Authorize Request.’ Once the Signature Authority selects Authorize, the request is forwarded to IGD, Acquisition Management, for processing.
Acquisition Management may determine that a request does not adhere to the State’s enterprise direction, to procurement requirements, or is not in the best interest of the State. In these cases, Acquisition Management may return the request to the Agency or issue a denial letter that documents request issues. Additionally, if a pre-acquisition meeting is a requirement for the request and the meeting has not occurred or been scheduled before the request is received by Acquisition Management, the request will be returned to the agency with a notice that a pre-acquisition meeting is required and requesting that the agency schedule a meeting.
For more detailed information on request requirements, please refer to the Information Technology Procurement Guide available from the Document link.
The procurement types represented in the Release and Permit application include; hardware, software, services and PC/laptops. The procurement types will be associated with various Procurement Methods and a Purchasing Authority. The table below shows the procurement methods and their associated purchasing authority type.
Procurement Method / Purchasing Authority TypeBid Contract / OIT Issued Invitation to Bid (ITB)
OIT issued Request For Proposal (RFP)
Controlling Board / Controlling Board Request
Permission to issue RFP/CB
Agency Issued RFP- CB approval received
Direct / Direct Purchase
Maintenance / Master Maintenance Agreement (MMA)
State Term Schedule / State Term Schedule (STS)
Ohio Revised Code / Ohio Revised Code (ORC) Authority
Bid Contract
These requests are for items identified on an OIT Issued Invitation to Bid (ITB) or a OIT Issued Request for Proposal (RFP).
Controlling Board
These requests must include a sole source justification or evidence of an agency issued competitive process. The e-Controlling Board (eCBR)Request “number” provided with the creation of the eCBR form must be provided in the CBR R&P request when submitted by the agency.
Direct
These requests are for costs that are under the agency direct purchasing limits with the selected vendor.
Maintenance
These requests are to purchase maintenance from vendors who have established a Master Maintenance Agreement (MMA) with OIT/IGD Contract Management.
State Term Schedule
These requests are to purchase goods or services from a vendor who has an existing State Term Schedule (STS) with the State of Ohio. Depending on the total cost of State Term Schedule procurements, the requirements for additional documentation will vary.
Ohio Revised Code
These requests are from organizations that have been granted authority by the legislature to provide various supplies and services. For IT product and service procurement these organizations include:
- Ohio Industries for the Handicapped, and
- Ohio colleges and universities.
Logging In
All R&P application functions require that the user log in. Type your username and password. Should you forget your password, type your username and click the “forgot password” link. The system will generate a new password and send it to you through the email address listed in your account.
Reminders
The system displays a Reminders page that displays items that require action from you. You may always return to this page by clicking “Reminders” from the left-hand navigation bar. Depending on user type, different reminders may appear. All users see reminders of issues that require a response.
The Reminders screen allows users to monitor the Release and Permit request information that is most important to them. Links are provided to requests that are associated with the user.
Agency users will see the following links on their Reminders page:
Signature Authority Users will see the following Links:
- Agency request awaiting authorization
- Issues assigned to you
- Reviews assigned to you
- All outstanding request for your agency
- Request that you authorized
- Request that you created
- Requests for which you are contact
Designated Requestor Users will see the following Links:
- Issues assigned to you
- Reviews assigned to you
- All outstanding request for your agency
- Request that you created
- Requests for which you are a contact
Requests That You Created
This lists all requests the user has created. Requests that have been approved by Acquisition Management do not appear in this list.
All Outstanding Requestsfor Your Agency
This lists all requests associated with your agency that have been forwardedto Acquisition Management for final approval. The status column indicates where the request is in the review process.
Request status may be one of the following:
- Open
- Pending
- Received
- In Progress
- In Review
- Closed
- Cancelled
- GSD In Progress (GP)
- GSD Closed (GC)
Open Request Status
“Open” status indicates that the request is still in the possession of the requesting agency. The status of the request is open from the time that the Request Number is assigned until it is marked "Ready for Authorization" by clicking the "Submit for Authorization" button.
Pending Request Status
“Pending” status indicates that the request is in the possession of the agency's Signature Authority. The requestor has entered and attached all required information, and clicked the "Submit for Authorization" button to send the request to the agency's Signature Authority.