Office of Children and Family Services

Statewide Financial System (SFS)

Purchasing with SFS

The Statewide Financial System (SFS) is scheduled to go live on Jan. 1, 2012.  SFS will replace many of the existing financial systems, including the Procurement Processing System (PPS).  PPS is currently used for the creation and processing of purchase requests and purchase orders.  Effective Jan. 1, 2012, you will use SFS for all functions related to purchasing.

The key difference in processing requisitions in SFS pertains to the approver of a requisition.  Within SFS, the approver of the requisition will now be the supervisor of the staff person entering the requisition.  This approval person may be different from the person who currently approves the requisition in PPS.  Supervisor information is provided by OCFS Human Resources. 

This new process is a function of SFS and cannot be changed.  As needed, we will adjust our processing to most efficiently use SFS.   The Procurement Services Unit will continue to review purchases to ensure that all current procurement guidelines are followed.  If necessary, additional approval levels will be required. 

To be best prepared to use the SFS at “go live,” all staff are encouraged to review the online training courses provided by the SFS training team.   Unless otherwise noted by your training coordinator, these online courses will be the only training available prior the SFS “go live” date of Jan. 1, 2012. 

Online courses related to purchasing are shown in the table below.

Locate your user role in the left column and note the recommended training in the column to the right.

Purchasing Staff/Role

Recommended Training Courses

Non-facility staff

PO-205 and PO-225

Non-facility staff who also approve requisitions

PO-210

Facility business office staff

PO-220 and PO-225

Staff using a procurement card (P-card)

PO-215

If you have any questions or concerns, please reach out to your contacts within the Procurement Services Unit.  They will be happy to answer your questions or direct them to the appropriate staff.

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