To: Management Council Members, VPs of Finance, and all eVA end users
From: Shared Services Center
Area: Procurement
Reason: eVA Conversion
Date: March 14, 2022
Dear Colleges,
As you are aware, the eVA Conversion is a few weeks away and our deadlines for procurement submissions are approaching quickly. Please note the following upcoming deadlines:
| Procurement Type | Deadline | Note: |
| Invitation for Bid’s (over $10K) | March 15, 2022 | Same deadline for fiscal yearend |
| NEW cooperative or sole source justifications | March 15, 2022 | |
| Requisitions (single quote, on contract, change orders, etc.) | April 1, 2022 | Just over two weeks away! |
Please also find attached a revised detailed conversion and yearend deadline slide deck (originally reviewed in customer service calls). This revision contains the following updates:
- Purchase order acceptance deadlines from our three primary mandatory source suppliers: VDC, VCE and VIB (slide 7)
- Guided steps to follow to procure "urgencies" during the conversion (slide 11)
- eVA Learning Journeys availability date change and addition of Quick Reference Guides (slide 8)
Although our goal is to complete every requisition to purchase order by the DGS eVA Conversion deadline, there is a risk that we would be unable to achieve that goal. We will do everything possible to complete all requisitions to purchase orders; however, should we find that there are requisitions that did not get processed we will communicate with requestors. If you would like to help reduce this risk, you may consider:
- Reducing the number of ‘vendor-to-be-determined’ submissions
- Reducing the use of unregistered vendors
- Ensuring your titling contains your agency number in the first position (For example: A270 – Graduation Supplies)
eVA Conversion Fiscal Yearend Detailed Overview Rev03
