ePro Roles

When goods and/or services are purchased through ePro, six key roles come into play:

  • Requester: This is the person who requests a good and/or service for purchase
  • Technical Representative: This is the person who provides technical direction on a contract and monitors contractor performance
  • Requisition Preparer: This is the person who enters purchase requisition data into the ePro system
  • Requisition Approver: This is the person who electronically approves the ePro requisition
  • Procurement Specialist: This is the person in Procurement responsible for the solicitation, negotiation, award, administration and closure of contracts
  • Invoice Certifier: This is the person designated to review invoices and validate the receipt of goods and/or services prior to invoice payment

Choose a role below for more information.

This individual is the requester of  a good and/or service for purchase. If a technical representative (see definition below) is not required, the requester will be identified in the contract.

The requester’s responsibilities include:

  • Notifying Procurement of non-conformance, schedule delays, and cost overruns
  • Confirming acceptance of goods and services required on contracts (i.e., quantity, quality, installation, written reports, and scientific data)
  • Maintaining, reviewing, and approving non-contract documentation produced or used in contract performance
  • Ensuring that the subcontractor’s obligations related to patents, data, and copyrights are fulfilled (e.g., reporting of inventions and tangible data such as software and user documentation)
  • Working with Procurement on managing contract changes, resolution of termination actions, and subcontractor claims and disputes
  • Assisting Procurement & Property Management in managing government property during contract performance and government property disposition when work is complete
  • Coordinating with the invoice certifier to assure that goods and services have been received in accordance with  contract requirements prior to final invoice payment
  • Assisting Procurement to close out contracts, as needed. This includes verifying that work is complete; reports are received; proper certifications have been obtained; and no issues, claims, or invoices are outstanding.

A technical representative is the individual who provides technical direction on a contract and monitors contractor performance. A technical representative must be assigned by the division and designated in the contract prior to award for the following types of contracts and agreements:

  • Design and Construction
  • Fabrication
  • Research and Development
  • Any Other Contracts and Agreements
    • With quality assurance requirements (e.g., inspection, acceptance testing, acceptance, and/or training)
    • For complex equipment configuration  (e.g. telecommunications, scientific equipment with multiple parts, IT data or storage systems)
    • With project milestones
    • That require technical direction and/or performance monitoring related to the scope of work stated in the subcontract

If you need to become a technical representative, please complete Berkeley Lab’s online Technical Representative training (Course CFO 0330).

This individual’s roles and responsibilities include:

  • Providing technical direction on the subcontract and monitoring performance to ensure that quality, deliverables, and milestones are met
  • Notifying Procurement of technical non-conformance, schedule delays, and cost overruns
  • Ensuring that the subcontractor’s obligations related to patents, data, and copyrights are fulfilled (e.g., reporting of inventions and tangible data such as software and user documentation)
  • Maintaining, reviewing, and approving non-contract documentation produced or used in contract performance
  • Confirming acceptance of goods and services required on contracts (i.e., quantity, quality, installation, acceptance testing and associated training, written reports, and scientific data)
  • Working with Procurement on managing contract changes, resolution of termination actions, and subcontractor claims and disputes
  • Assisting Procurement & Property Management on managing government property during contract performance and government property disposition when work is complete
  • Coordinating with the invoice certifier and/or requester to certify that goods and services have been received per contract requirements prior to final invoice payment
  • Assisting Procurement to close out contracts, as needed. This includes verifying that work is complete; reports are received; proper certifications have been obtained; and no issues, claims, or invoices are outstanding

This is the person who enters purchase requisition data into the ePro system. Online ePro Requisition Preparer course FMS 1406 must be completed in order to obtain access to ePro as a Requisition Preparer.

The Requisition Preparer is responsible for:

  • Working with the requester to identify the scope of the procurement and provide documentation to Procurement applicable to purchase
  • Identifying the invoice certifier, as necessary

This is the requester’s supervisor unless the supervisor does not have signature authority.  In that case, another Authorized Signer from the division with sufficient signature authority for the requisition can be selected. See below information regarding additional requisition approvals that might be applicable.

This is an individual in Procurement responsible for the solicitation, negotiation, award, administration, and closure of subcontracts. The procurement specialist is responsible for:

  • Ensuring that a trained technical representative is designated in the subcontract when applicable
  • Managing the administrative aspects of the subcontract (i.e., pricing, contract provisions, award, and modifications)
  • Maintaining all subcontract documentation
  • Working with the requester and technical representative regarding subcontractor performance and deliverables, and to resolve quality issues, disputes, and claims
  • Evaluating and administering subcontract changes, including notices to proceed, in coordination with the requester and technical representative
  • Reviewing invoices for conformance to contract terms when concurrence of the procurement specialist is required (invoices over $100,000 for all high value (>$1M) subcontracts)
  • Working in conjunction with the requester and technical representative as needed to close the subcontract upon completion and acceptance of the work.

This is an individual who is designated by a division to review and certify invoices, and to validate the receipt of goods or services prior to payment (see RPM Section – Invoice Certifications). The Invoice Certifier is responsible for:

  • Using the online certification system to certify in a timely manner that services have been performed and/or goods have been received and include all required supporting detail. For example, a Time and Material contract would require labor cost detail including names, positions, job classifications, hourly rates, the number of hours worked per day; the materials used, and the extended amount.
  • Ensuring that invoices conform to all purchase order/subcontract requirements.
  • Consults with the technical representative and/or requestor as necessary to confirm the above.
  • Notifies the supplier and the procurement specialist of any discrepancies to resolve them in a timely manner.

Splitting Orders

The intentional splitting of an order into multiple orders to circumvent required approvals or the single order approval threshold (purchases greater than $1,000) is prohibited. It is the responsibility of all Requesters, Technical Representatives, Requisition Preparers and Approvers to avoid possible order splitting.

The single order approval threshold was established to ensure that purchases are approved as an appropriate business expense and are being charged to the proper project.

Approvals/Workflow

ePro requisition transactions are subject to dollar amounts and may require the permission of an Approver. Hazardous and restricted items also require Approver permission. Division users must obtain department financial guidance and determine appropriate projects to charge before creating requisitions. The Requester is responsible for gaining approval on all orders.

Below are some of the approvals that may be required, depending on the type of purchase:

  • Division Approval may be additionally required when a division wants all requisitions routed to a certain division approver, regardless of requisition amount. This allows the division to maintain centralized control over all requisitions being issued.
  • Division Project Approval may also be required when a division wants to have all of its requisitions routed to the named individuals on its projects for requisitions with over $1,000 charged to their projects.
  • Signature Authorization System (SAS) Dollar Amount Approval is required for all requisitions over $1,000. Here, the Requisition Preparer selects a division approver from the Signature Authorization System (SAS) with sufficient dollar authority in SAS to cover the total requisition amount.
  • Requisition Line Item Category Approval is required for Item Category codes that require routing to EH&S or other departments for approval.  These items may only be purchased when specified requirements are met related to controls or safety measures (see the Restricted Items List for Item Category Codes that require approval).
  • OCFO Division Management Approval is added for requisitions over $500,000 and routed to a high level financial group reviewer for approval.  The approver is assigned by the system based on the division assigned to the Project ID for the highest dollar amount on the Requisition.