FFN CPS Buyer Procedures

  1. Hard Copy FFN CPS is delivered to CPS Buyer from CPS PA
  2. Go to Purchasing Services web site: http://purchasing.umn.edu
  3. Click on Financial Forms Nirvana (FFN) Link
  4. Click on Use Enterprise Systems password to enter Financial FormsNirvana
  5. Enter your Internet ID and Password and click on Login button
  6. Minimize the Enterprise Login Screen
  7. Click on View Requests Link
  8. Click on CPS - Contract for Professional Services.
  9. Click on View Requests button
  10. From the View Requests Screen, the system will apply a date range. Widen the search range by backing the Start date off by one year, and increase the End date by one year. (Place your cursor in the Start date field and enter the previous year. E.g. 05 to 04. Do the same with the End date only increase by one year. E.g. 05 to 06.)
  11. Enter the Request Number in the Request Number field. The Request number is the number following the " f " in the contract number. E.g. for contract number 852f9876543, the Request number would be 9876543. Note: if you do not enter a Request number, the system will look for all contracts within the specified date range.
  12. Click on the "status" drop down box and click on "All"
  13. Click on the Search Button.
  14. The Search Results page appears. Verify the request number in the first column. Click on the link under the Summary header.
  15. From the View Request # xxxxxxx screen you can view the information submitted to FFN by the preparer. The information for Buyer review is on the next screen. Scroll down and click on Next Screen button.
  16. From the Second Screen, scroll down to the information box titled: Include a complete description of the scope of the expected service, duties, milestones, contractor and University responsibilities, reporting requirements, work products, and any other deliverables. This begins the Buyer review for the quality of the information provided by the preparer. The information provided in this box should include exactly what the title says. If the information is not sufficient, print a copy of this page, make notes in the box of what additional information is required and return the with the hard copy of the FFN CPS to the CPS PA with a note to send back to the department preparer for additional information. The CPS PA will scan and email to the department preparer. The department preparer should go into the FFN CPS on line and correct the information per the CPS Buyer's notes, and return a note to the CPS PA that this has been corrected. The CPS PA should then return the hard copy of the FFN CPS to the CPS Buyer for review and approval.
  17. Scroll down to the next box titled: Vendor qualifications and background, or basis for vendor selection: Buyer review for quality of the information provided. See above procedures.
  18. Scroll down to the next box titled: Basis for price: Buyer review for quality of the information provided. See above procedures.
  19. Scroll down to the next box titled: Assurance of reasonableness of price: Buyer review for quality of the information provided. See above procedures.
  20. Scroll down to the next box titled: Payment Schedule description: Buyer review for quality of the information provided. See above procedures.
  21. This completes the online Buyer review. Exit the system and log off.
  22. Review the paper FFN CPS for any changes / revisions / alterations / deletions/additions to our Terms and Conditions. If no changes, sign the FFN CPS and return to the CPS PA. (Note: authorized Purchasing Services approver is the final signature. The contract must be signed by the Department and the Contractor prior to Purchasing. If not signed have the CPS PA return the hard copy for signatures). If ANY changes / revisions / alterations / deletions/additions have occurred with the Terms and Conditions, check to see if there is documentation attached indicating review and approval from the University of Minnesota Office of General Counsel (OGC). If documentation of review and approval is attached, sign the contract and return to the CPS PA. If there has been no review or approval, return the CPS to the CPS PA with a note to scan and email to the OGC for review and approval, and to contact the Contract Administrator to inform them of the additional review needed.
  23. The Office of the General Counsel will review and approve or if needed negotiate with the vendor through the Contract Administrator. The Buyer will be copied on correspondence.
  24. NOTE: Any changes in the Insurance Terms #4.17, should be reviewed by University of Minnesota Office of Risk Management.

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    Last Revised: July 28, 2005
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