FBO Procedures in Expesite Original Document Last updated: Aug. 14, 2009 ALL procedures depicted below must be utilized at all times when working within Expesite in order to ensure consistency and maintain the integrity of the FBO process. New FBO Project Allocations THD Initiated This procedure should be used when an FBO has been selected and placed into the construction documents, which will require the respective FBO services on a new store project. These procedures also apply for other Orange Box construction projects that are managed through Expesite: such as, remodels, retrofits or specialty store construction. FBO Manager 1. After the project Kickoff notification has been received from the project architect or HD store development process manager. The FBO Manager will assign ALL associated FBO vendors in accordance to the contract allocations for that FBO item. View history tab can used to see date/time FBO vendors were assigned to project. 2. The FBO Manager will not add team members/users to the project unless they need access to bid documentation as related to the specific FBO item under current contract with The Home Depot. If this is required, be sure to add them in the 14 Construction Vendors & Suppliers security groups company groups and project groups. The exception to this would be a vendor that is involved in the design of a project e.g. Rough Bros whose security access should include categories 9, 13 and 14 3. Click the Team Tab from within your project 4. Select Add New User 5. In the Search Box type the letters FBO, then Choose the respective FBO Vendors for the project 6. FBO Manager will then send a notification in expesite to all selected vendors for the respective project upon allocation being completed 7. FBO Manager can assign the allocation and complete the Task by Clicking the Project Info Going to the FBO Team Contacts Update Assign Vendors Click the Save Button Notes: If a FBO user within the company changes their password all of their employees who use Expesite must be notified of such change - All projects are assigned to the FBO vendor name. e.g. PNA FBO - All projects assigned to the FBO vendor will be listed in their project list in expesite - All correspondence sent in expesite will be addressed to their FBO common mailbox address provided to HD by the Vendor e.g. Homedepot@pna-inc.com - If the Vendor requires Expesite access for additional employees Vendor will provide their FBO username and password to their employee (s). Contract Administration Procedures in Expesite Page 1 of 5
FBO Allocation Review HD PM 1. Go to Project Tasks for your project 2. Under Type select RFP, and check the Show Completed box to show all completed RFPs for this project 3. If a proposal is unacceptable, open the task and choose Re-Open, then reassign to send the request back to the vendor. 4. For all proposals, add a history note to denote whether or not the bid has been accepted or lost, and notify the vendor. Notes: HD PM can view and print list of allocated FBO vendors per project by Clicking Project Info and going to FBO Team and Contacts. New FBO Submitting Quotes Vendor Initiated This procedure should be used to process a proposal for a vendor who has already been selected for a project. This procedure does NOT apply to the general contract. The vendor MUST have access to the project in order to initiate a proposal. Send Task Vendor 1. Navigate to My World, My Tasks at the top of your screen. 2. Select New RFP 3. Search for your project. 4. Search for your Project Manager 5. Complete the following fields Subject (Choose which most applies) Date Due (Date you are submitting the proposal) Description (Description of the proposal you are posting) Enter any costs in the costs fields.e.g. Site, Building, Equipment, Fees 6. Use Upload Attachments to attach your proposal and any other relevant documents to the task. Your proposal should include breakdown of line items for labor, material, subtotal, tax, freight etc. 7. Click Send to submit your proposal. FBO Vendor should assign RFP to one person/contact. This will eliminate duplicate RFP submissions. You should address the RFP to the FBO Manager for Review. The RFP will then be forwarded to the PM for Approval. Task Acceptance FBO Manager So long as the FBO Quote is within the program cost tolerances and has utilized the contract pricing 1. Navigate to My World, My Tasks at the top of your screen 2. Click on the name of the desired RFP to open 3. Click on Accept to take ownership of the task 4. Open attached proposal for review. 5. If a proposal is within budget, quote will be approved and sent to procurement for processing 6. If the proposal is over the budgeted amount, FBO Manager will click on the History tab, add a note, and notify the vendor to revise and resubmit, or send to the HD PM for approval of the additional amount. 7. HDPM/ FBO Manager to reassign approved RFP to Procurement for PO processing. 8. After PO is created by procurement RFP is then reassigned back to FBO Manager/CAA for contract processing in expesite. Contract Administration Procedures in Expesite Page 2 of 5
New FBO Contracts Create Contract in Expesite - CAA 1. From My Dashboard click on desired project 2. Click on Budget (in top right corner) 3. Click on Budget in question 4. Click on Create Preliminary Contracts/PO s under Plan 5. Click on New Contract/PO 6. Complete the following fields: To Vendor s name on proposal Check to ensure vendor is set-up in SAP. If not, choose History and add comment to PM. Refer to the New Vendor process to set the vendor up in SAP. Name (Name according to contract type) Update to included PO# when created. Status Unsent Type Contract Quote Received Date from proposal Contract Type (Select according to type) Retainage Y or N 7. Select Next and Choose the applicable WBS element(s) (Do Not Select All) 8. Click Next and Enter contract amount in Total field 9. Click Save 10. Close the Task New FBO Items for Additional Material Additional services will be requested using the Expesite change order tool. This is the same tool that is used to submit change orders for the general contract. Submit Add Services Request (Change Order) - Vendor 2. Select Send Change Order near the bottom of the page. 3. Select the appropriate contract and your PM should automatically be filled. 4. Complete the following fields Subject Additional Services and a short description. Due Date you need the request to be approved. Detail Details describing the reason for the additional services as well as breakdown of original PO amount, change order amount and total PO amount to date 5. Click Continue. 6. Under Items, click New to add your specific costs. 7. When adding a new item, be sure to include the cost and a short description of the cost in the subject field. 8. Click View/Edit attachments to attach supporting documentation, or a detailed proposal. 9. Click Submit to submit your Change Order, adding any additional comments you would like to include in the email notification. After the Change Order is approved it will no longer appear in My Inbox. You can see it by selecting View Achieve. Contract Administration Procedures in Expesite Page 3 of 5
Approve Add Services Request (Change Order) HD PM 2. In the changes area (towards the bottom) select the Change Order to be approved. 3. Review any attached documentation by clicking View/Edit attachments. 4. Important: If the CO is to be approved, prior to clicking approve add a history note under the history tab and notify procurement/caa associate so that the SAP PO can be increased. 5. Approve or Deny, adding comments for the vendor if denied 6. Click Close Denied Change Orders will automatically be sent back to the sender for modifications. New Invoice Submit Online Invoice for Approval - Vendor 2. Select Send Invoice / Pay App near the bottom of the page. 3. Select the appropriate contract and your PM should automatically be filled. 4. Complete the following fields Name/Number Vendor invoice number for reference. 5. Click Next 6. Enter the dollar amounts for each category for the invoice being submitted. 7. Click Save 8. Click View/Edit attachments to attach a PDF copy of your invoice, and any other supporting documentation (scans of lien waivers, excel breakdown sheets, etc). Freight and Tax should be listed as separate line items. 9. Click Submit Request to submit your invoice, adding any additional comments you would like to include in the email notification. 10. Click Send. 11. Upload all close-out documents if applicable per division 1 of the specifications i.e. final lien waivers, warranty, test certificates, O&M, As-built etc. onto Expesite under documents L- Close-out L01 through L05 After the invoice is approved it will no longer appear in My Inbox. You can see it by selecting View Achieve. Approve Invoice HD PM 2. In the changes area (towards the bottom) select the Invoice to be approved. 3. Review any attached documentation by clicking View/Edit attachments. 4. Approve or Deny, adding comments for the vendor if denied 5. Click Close Denied Work Directives will automatically be sent back to the sender for modifications. If the work directive will never be approved, the sender will have the opportunity to cancel the work directive. Contract Administration Procedures in Expesite Page 4 of 5
Submit Approved Invoice for Payment Vendor 1. Once you have received notification that the Expesite Invoice has been approved, please submit it to Non-Merchandise Payables for check processing via EDI or follow step 2 below. 2. Once you have received notification that the Expesite invoice has been approved, please submit a paper copy of your invoice to Non-Merchandise Payables for payment processing. Non-Merchandise Payables The Home Depot PO Box 105715 Atlanta, GA 30348-5715 Please direct all payment inquiries to the Financial Operation s Call Center. Call (877) 434-6435 option 1 or Email Fin opshelpdesk@homedepot.com You must include the Home Depot purchase order (PO) number with all inquiries. If your issue cannot be resolved by the Call Center associate, they will provide you with a vantive ticket number and assign the open ticket to the respective Payables processing team for resolution. Contract Administration Procedures in Expesite Page 5 of 5