Procurement

​Frequently asked questions

 

Document creation and workflow

Click on View Data in the document's menu bar and go to Process History. This will show you all of the workflow steps for the document and who has issued each step. You'll be able to tell the current step and who is in charge of it.

Start by making sure that you are in a draft version of the document. (If you look in the upper right corner of the document, you should see the word "Draft" above the box.) 

If you are in a draft version and still cannot make changes, check to see whether you are actually in control of the draft. To check this, click on View Data in the menu bar and go to Process History. Whomever is listed on the current step has control of the document. If this is not you, you can forward control to yourself by going to Actions and Forward.

If you still cannot make the changes, it may be that you do not have permission to make the change, or that you are using a Revision when the change requires an Amendment. Contact your agency's ORPIN coordinator​ or the ORPIN help desk at info.orpin@oregon.gov​ for assistance.​

Processes

Profile settings

Yes. This is controlled by your account settings. To change this, go to Verify/Change Your Information in the menu bar. Then go into the User Information section. Click the "Add/Edit" button next to Preferences. You will see an option for "Leave document open upon completion?". Set this to Yes.

Yes, this is controlled by your account settings. To change this, go to Verify/Change Your Information in the menu bar. Then go into the User Information section. Click the "Add/Edit" button next to Preferences. You will see a dropdown titled Document Search Default. Set this to whatever you would like your default search type to be.

Unfortunately, no. The system default is set this way to protect system performance.​​​

Reports

  1. Click on Reporting/Inquiry in the menu bar. 
  2. Go to Read or Initiate Reports. 
  3. Select a report from the dropdown list. 
  4. Fill in the report parameters according to your needs. 

Tips for running reports:

  • Required Fields - For almost all of the reports, you must provide either a Buyer or an Agency name. You do not have to populate both of these fields, but one or the other must be filled.
  • Use Hierarchy button - This is very important if you are running a report by Agency. This button tells ORPIN whether or not to include data from the sub-organizations underneath the top level of your agency. If you are not sure whether or not your agency has sub-organizations in ORPIN, set this option to "Yes" just to be on the safe side. 
  • By/For Agency dropdown - This controls whether you want to report on data issued by your agency (only procurements your agency's buyers actually created and issued in ORPIN) or data issued for your agency (procurements for your agency regardless of which agency entered it into ORPIN). An example of a "procurement issued for your agency by another" might be a procurement over $150,000 that is issued by DAS Procurement Services on your agency's behalf. 
  • Date Ranges - Depending on which report you are running, you may see different date range options. Here is a quick breakdown:
    • Effective Dates will look at whether or not a document was effective during the date range you enter. For example, if you enter From Effective: 1/1/13 To Effective: 12/31/13 then ORPIN will return any document that was active at some point during that timeframe, regardless of when it was started or when it expires. As long as it was active for at least one day during the date range you enter, the document will be included. (NOTE: If you are running a Contracts Active report and want to get a list of all contracts that were active on a given day, use the exact same date in the From Effective and To Effective fields. This will give you a 'snapshot in time' report to let you know what was active that day.)
    • Issued Dates refer to the date when the buyer actually processed the "Issue" step in the workflow on the document. This is not necessarily the same as the document's Start Date.
    • Expiration Dates refer to the end date of the document.
    • Published Dates refer to the date that the buyer actually processed the "Issue" step in the workflow on the document. This is not necessarily the same as the document's Start Date.
  • Amendment Scope - You will see several options here that control which versions of documents should be included in the report results. 
    • All - This includes all originals, addenda/amendments and revisions.
    • Amended Versions Only - This includes addenda/amendments and revisions, but will exclude the original versions.
    • Latest Version Only - This includes only the most recent version of a document. If there have not been any addenda/amendments or revisions, then the original will be included. (Be careful using this option because if you are running a report for a date range in the past, and the document has been updated more recently than your date range, it will not be included in the results.)
    • Original Versions Only - This includes only original versions of documents. No addenda/amendments or revisions will be included.

Reports can be created in either PDF or Excel. The PDF version will include a summary of what parameters were used and a date/time stamp of when the report was created. The Excel version allows you to sort and filter report results based on your needs.

Click on Reporting/Inquiry in the menu bar. Go to Search Existing Reports. This will default to searching for reports that you ran. Hit the Search button to bring back reports. It will be sorted with the most recent report at the top.​​