How the UVa Marketplace Will Help Meet eVA Requirements
-- Effective December 2006
The Marketplace Project Team has recognized eVA compliance as one of the central issues in the project's design. Every effort has been made to include elements that will assist users in identifying both eVA vendor sites and eVA exclusions, including the following:
- All catalog vendor ordering sites will be eVA-registered.
- When selecting a vendor and site for non-catalog orders in the Marketplace, it will be easy for users to see the eVA status of vendor sites.
- Vendors that are excluded from eVA (such as government agencies or those covered by a University-wide standing order) will be clearly marked as such.
- Departmental approvers will be able to see the eVA status of orders before they approve.
- Catalog purchases will automatically include full item line detail.
- It's easy to create "favorites" and "favorites folders" for frequently ordered items in the Marketplace, so fulfilling
the requirement for line item detail will not be difficult even for non-catalog orders.
- The system will send all non-exempt orders to eVA as required.
- Procurement policy will be that only exempt purchases may be made outside the Marketplace,
eliminating almost all non-compliant orders. Non-eVA-Exempt purchases that were formerly made with a
Payment Voucher or Purchasing card will be made through the Marketplace.
What the Marketplace Can't Do -- And ONLY Departmental Users Can
No matter how well the Marketplace works, we are still dependent upon the cooperation of all users if we are to meet the requirements described above.
The most important thing that users can do to ensure that the University meets the procurement performance standards is to learn how to work with eVA policies and procedures in the new Marketplace environment. We must all:
- Refrain from making non-exempt purchases outside the Marketplace. 95% of our transactions
must go through eVA. That only leaves 5% of our total transactions for absolutely essential
phone orders, internet orders, etc., which will not go to eVA.
- When ordering in the Marketplace, make every effort to obtain all goods and services from eVA-registered vendors if at all
possible, and to order only from the sites those vendors have registered in eVA. Only 25% of
our non-exempt dollar purchases can be from non-eVA-registered vendor sites, and this must
cover all non-exempt sole source purchases.
- Properly code full line item detail on all non-catalog orders so that the orders we
create are compliant with eVA standards. This means that each item must be on a separate line and include
a definitive line item description, a price, unit of measure, and quantity.
- Use correct expenditure types on all line items so that the system can correctly identify purchases that
should be exempt from eVA. To assist in this, the Goods and Services Procurement Guide will be expanded to include eVA exclusion
information for various commodities, as well as correct expenditure type coding for eVA
exclusions. The guide will be accessible directly from iProcurement when accounting parameters
are entered.
