& Outreach Manager
Return to the eVA Portal
eVA Customer Care 1-866-289-7367
Kimberly.Madison@dgs.virginia.gov to receive invitations for User Groups and the eVA Extra
eVA Extra 12/2017
CVV Code Request? Here’s How to Avoid That Phone Call
Do you have a vendor, in particular Dell, requesting the CVV code for a PCO order? Attached is a one-page guide on how to correctly place a non-catalog order that will avoid the CVV code request.
Note: If a vendor is requesting a CVV code, please share the vendo¬r name and contact info with Lisa.Kirby@dgs.virginia.gov.
NEW! Quick Quote buyers will notice text on the Quick Quote Summary screen to serve as a reminder of various Quick Quote requirements and expectations when issuing a quote for bid.
Future Procurements and Government-to-Government Postings Now Created with Sourcing & Contracting!
Future Procurement and Government-to-Government posts are now created with the Sourcing & Contracting tool. Need access? Contact your DPS Account Executive!
Publicly these posts can now be accessed from their new location off the eVA website homepage, www.eVA.virginia.gov, under Purchasing Tools/Solicitations, Quick Quotes & Awards (see steps below)
Canceling a public posting?
Now when cancelling a public post created with VBO Buyer or Sourcing & Contracting, the date and time will default to the current date and time when you hit submit instead of defaulting to the current date at 5PM.
eVA Extra 10/2017
Curious about the purchase orders your agency is issuing to unregistered eVA Vendors? Check out the 215 Orders Created with Vendor as Un-Registered. This report will list all orders to unregistered vendors AND let you know if the vendor is eVA registered. Not seeing many matches? Check the data! Often end users enter incorrect tax id numbers for vendors (99999999) so eVA is not able to make a match. Better data, better results.
Here’s a Tip: Use this report like other agencies! Schedule it, then work with end users who need training or use the information to identify vendor outreach opportunities.
Is there a Buyer In-Box in your Approval flow? (eMall)
With the eMall upgrade, new approval flow functionality became available in eMall to allow more oversight and management of assigning requisitions and eForms to buyers called Queue Manager. The eVA team is currently reviewing agency setups to identify and work with agencies to pilot this new functionality. If you have an interest in learning more or piloting Queue Manager for the Commonwealth, please reach out to Lisa.Kirby@dgs.virginia.gov.
New! Mobile Notifications for Vendors
NEW feature for the eVA Mobile 4Business app!. When a business is logged into their eVA account while using the app, they can now view a list of Solicitation and Quick Quote opportunities to which they have been invited.
New! Status Info for Vendors
When a vendor is logged into their eVA account, they will now see their current status.
eForm for Reporting Completed CM and DB Capital Projects
Be on the lookout for information for guidance from Gregory Brown, Teri Hudgins, or Barbara Layman. Reporting this year will only be required for higher education and state agencies.
Future Procurement & Government to Government Posting with your eVA Login
Sourcing & Contracting users will notice on the left hand navigation two new options under Create. DPS will be reaching out to agencies who have posts on the current Future Procurement & Government to Government pages to provide training and guidance on transitioning posts to the new posting tool within eVA.
Please continue to post Future Procurement & Government to Government posts on the existing page until you receive guidance from DPS.
eVA Extra 8/2017
Customer Care Announcement
On Thursday, August 3rd, from 9:30am-11am, eVA Customer Care will not be reachable by phone while a new phone system is installed. During that time, Customer Care will still be reachable via email at eVACustomerCare@dgs.virginia.gov and will be able to make outgoing calls. Please be advised vendors may be reaching out directly to you for assistance if they are not able to reach eVA Customer Care.
Need Help Finding an SBSD Micro Business?
Starting August 1st, eVA began receiving SWaM certification data, including Micro, via a web service feed from the new SBSD certification system. New features will be coming soon to the eVA Vendor List to allow you to search on SBSD certifications. However, the SBSD Full Vendor List published on eVA has been updated to allow you to search based on certification type and provides a direct link to eVA registered vendors profiles.
From the eVA Homepage, click the Vendors link and at the top right select View Full SBSD List to search.
Update P-Card Signer Rule (eMall)
As of Friday, July 28th, requisition preparers no longer have to approve their own requisition when their P-Card is selected for the purchase. In keeping with DOA guidelines, any requisition where the preparer is not the owner of the P-Card, the owner will be inserted into the workflow as an approver.
Logi Adhoc (DW1) Update
Data Warehouse migration is now complete. All Logi Adhoc users will need to create new reports using DW2 metadata. Existing reports from DW1 must all be written against new DW2 tables.
eVA is currently in the process of filling the lead for the Data Analytics position. If you have questions regarding Logi Adhoc, please reach out to Lisa.Kirby@dgs.virginia.gov.
Solicitation Line Item Upload - New Functionality! (Sourcing & Contracting)
You asked for it and we delivered! Buyers and Contract Officers explained their process of using spreadsheets to create pricing schedules of line item information and having vendors complete the spreadsheet. Sourcing & Contracting allowed for Buyers and Contract Officers to add line item information so vendors could respond within the application (like Quick Quote) and generate a bid tab to compare each line item. However, this process was manual. With this release, if Buyers and Contract Officers use the Sourcing & Contracting line item spreadsheet, line items can be loaded from the spreadsheet and into your solicitation document – removing the manual entry into the Sourcing & Contracting application. This enhancement works very similar to other template loads in Sourcing & Contracting.
Contact Tracy.Robinson@dgs.virginia.gov if you are an existing user and would like to learn more.
eVA Extra 6/2017
REMINDER, starting MONDAY, JUNE 5th, when you begin a Requisition, you will start on the “Summary” screen. This eMall enhancement eliminates clicks, creating a more streamlined way to input your order information.
P-Card Approval Update
Beginning JUNE 16th, when the preparing Buyer of a Requisition is NOT the P-card holder, the P-card holder will automatically be added to the approval flow. (This means, GOOD NEWS, if you are the preparer and the P-card holder, you will only need to approve the Requisition once!)
May User Group Playback
In case you missed it…here is the playback for the most recent Buyer User Group meeting held May 23rd:
eVA Extra 5/2017
eVA eMall Performance Issues - Update and Progress
Starting on Monday, May 8th the eVA eMall began experiencing extreme performance issues that impacted the efficient usage of the tool. Although the eMall did not ‘go down’ our users’ ability to access and utilize the eMall in an efficient manner was greatly hampered. Unfortunately, the performance issue was not resolved quickly and the situation stretched into late Wednesday evening. I want to personally apologize for these issues and I’m truly sorry that you are your staff had to deal with such poor performance of one of our major eVA tools.
I do have good news to share. After many days of research and analysis it was discovered that the storage area network (SAN) in which the eVA production databases reside had an issue. That issue was resolved late Wednesday and eVA eMall performance has improved dramatically.
Thank you to everyone for your patience as we worked to resolve this issue. Thank you also for your feedback as we look to explore additional communication channels to share information about outages/issues. Any and all comments are welcome.
-Shane Caudill, Director, eVA
eVA Extra 3/8/2017
User Guides in the Report & Resource Center
Hot off the press! UPDATED eMall version 1 and 2 user guide and the NEW Sourcing & Contracting Quick Guides available on the Documents tab in the Report & Resource Center.
Use of Class (Parent) Commodity Codes in VBO Buyer and Sourcing & Contracting
Target the business who provide the goods and services you are procuring.
When businesses sign up to use eVA as their market place, they sign up to be notified for specific commodity codes for goods and services they provide. If they provide all goods and services listed under a class (parent) commodity code, they choose to receive notifications for the class (parent) commodity code.
With that in mind, VBO Buyer and Sourcing & Contracting ---like Quick Quote---- buyers will only be able to select specific (child) commodity codes. Have no fear, the buyer is able to select additional commodity codes AND businesses registered with parent (class) commodity codes will continue to receive notifications for corresponding specific (child) commodity codes.
QQ Notification Summary
Great news! Now on the Vendor Notification screen on Quick Quote, the notification summary provided to buyers by email will be available above the list of businesses being notified.
Sourcing & Contracting Users: New Feature – Upload Template of Authorized Organizations
Save time, upload by template!
Sourcing & Contracting allows end users within or outside of your agency to select YOUR contract numbers in eMall ( just like the Statewide Contract #’s). You identify the agencies able to purchase off your contract. Quickly add many agencies using the template feature.
eVA Extra 1/5/2017
Get Schooled in 2017 – FREE eMall & Quick Quote Classes Offered All Year
Happy 2017! Don’t miss the opportunity to attend one of the FREE eMall and/or Quick Quote training classes this year.
Quick Quote – The paperless alternative to getting fax-back and telephone quotes
This half-day “hands-on” course will train you on how to get quotes quickly and efficiently. Replacing the traditional method of faxing or calling, the user will create a quote request, obtain an automated vendor list, receive quotes electronically, evaluate on-line or with Excel and make the award.
eMall Shopper-Basic Training – The tool that allows you to shop online
This half-day “hands-on” course covers creating a requisition, on-line approvals and order creation with a variety of “shopping” exercises designed to develop the participant’s catalog searching skills. Local government users may also enroll in this class.
Classes start in February. Click on the link to view the full class schedule and/or sign up:
UPDATED eMall Training Guide Now Available
The eMall Vol 1 Training Guide had been updated. It’s available in the Report and Resource Center under the Documents tab/Training Guides for Buyers. (Updated Vol 2 coming soon!)
eVA Extra 7/12/2016
How You Buy Vehicles Just Got BETTER
Introducing the improved vehicle punchout catalog! You still access the online vehicle catalog from the eMall in eVA, but now there’s a whole new look.
Along with a new look, new functionality allows you to delete the shipping charge when you’re picking-up direct from the dealer.
Buy from ALL the vehicle contracts, with exception of 3 contracts that are currently not part of the vehicle catalog (used vehicles, BOC vehicles & electric utility vehicles).
Need help ordering? View the Vehicle Ordering Guide
eVA Extra 6/15/2016
Public Posting Page (Solicitations)
The date label has been changed from Bid Opening Date to Open Responses Date on the public posting page of the eVA website (Solicitations, Quick Quotes & Awards), as well as within the VBO Buyer and Sourcing & Contracting (Advanced VBO) tools
The date and time entered for Open Responses Date unlocks sealed electronic responses for buyer viewing.
**New! Want to share the date you are having a public opening for your solicitation? Answer YES, to “
For contract officers using Sourcing & Contracting to issue Solicitations & receive electronic responses, the timestamp for online responses has been improved on the Online Bidders page to now include the time vendors submit electronic responses.
To help buyers remember to attach Special Terms and Conditions to Quick Quote, a friendly reminder is
eVA Extra 5/6/2016
NEW Quick Access to eForms
Would you like a quick, easy way to select an eForm right from your eMall home page? Simply follow the directions linked below to customize your eMall home page with one-click access to any eForms for which you have access.
Remember the Contract Number on Your Order
Remember when placing a non-catalog order and buying off a contract in the eMall to select the contract number from the drop down menu!
TIP! Remember if there are multiple Vendors with the same name and/or multiple locations for one Vendor to select the CORRECT contract Vendor based on their eVA Vendor ID.
eVA Extra 4/20/2016
New eVA Features
Using the DPS Exemption eForm? What Are You Waiting For…
Use the DPS Exemption eForm to quickly and easily request an exemption from DPS! The DPS Exemption eForm can be set-up by your DPS Account Executive and/or eVA Lead for your agency.
For those already using the DPS Exemption eForm, we’ve made some enhancements! Additional checkboxes have been added to distinguish between the Type of Request (e.g. VCE Release, Contract Exemption, etc.) and the Type of Procurement (e.g. Unsealed Bidding, Quick Quote, etc.)—making it easier for both buyer and approver to communicate/evaluate the request.
**There’s also a DPS Sole Source eForm available! Reach out to DPS Account Executive and/or eVA Lead for access**
Automatic “Award” Status for Quick Quotes
Tired of having to “check that box” to set your Quick Quote to Awarded status?? Well, now you don’t! NOW, when the fully approved requisition reverts to Ordered status, the system automatically updates your corresponding Quick Quote to Awarded.
Also, for our Vendors…all Quick Quote email notifications have been updated, providing better details and helpful links to assist businesses responding to Quick Quotes in various stages.
We’re Taking You Straight to Award (for Sole Source & Emergency Award Posts)
No more multi-step process to get your Sole Source & Emergency Award posts publically posted! Users of the Sourcing & Contracting application (sorry, NOT VBO Buyer), will be taken straight to creation of a Sole Source or Emergency award document (which simultaneously post in Awarded status and subsequently creates a procurement folder). This means no more creating solicitation and evaluation documents! See attached guide to help walk you through this new process!
Business to Business Connect
Whether it’s a large business looking for subcontracting partners, a small business looking to fulfi ll a specific portion of a large project, or even several small businesses partnering together, B2B Connect creates an online space for businesses to meet, connect, and collaborate.
• FREE, online & publicly accessible business-to-business message board
• Easy, electronic way for large businesses to fi nd subcontractors &
SWaM businesses to look for subcontracting and partnering opportunities
• Automatic notifi cation when new messages post
• Direct access to business contact information
• Unique search feature allows businesses to connect faster
• All businesses—eVA registered & non-registered—have posting access
• Stay connected on-the-go with additional access through the eVA Mobile 4 Business app