MAGIC Logistics (LO)

MAGIC Logistics (LO)

Logistics is the coordination of supplies, facilities, and people to manage the operations of an organization. The State of Mississippi uses Logistics functionality in MAGIC to administer Procurement, Fleet Management, and Inventory Management processes. This section provides:

  • a high level explanation of each area within Logistics
  • an understanding of the Logistic security roles in MAGIC
  • links to purchasing manuals
  • links to control agencies for these functions
  • other important tools and topics

 

NIGP Look up

MAGIC Logistics (LO)

NIGP Lookup

 

The NIGP Commodity/Services Code is the product of the National Institute of Governmental Purchasing, Inc. (NIGP) and is copyrighted material.
Click on the NIGP Lookup below to search for the full description associated with the codes that are entered on all MAGIC procurement documents (shopping carts, purchase orders, RFxs, etc.) 
NIGP Lookup
  
NIGP Code (Product Category) Mapping to MAGIC G/L Accounts
Click on the NIGP GL Mapping link below to access a spreadsheet that maps each NIGP 3-digit and 5-digit code to the associated MAGIC General Ledger (G/L) account.  This spreadsheet also provides a cross reference to SAAS G/L Accounts, and indicates if a PO is required for a particular product category and G/L combination.
NIGP GL Mapping 

 

LO Procurement

MAGIC Logistics (LO)

LO Procurement

 

Procurement consists of Purchasing, Contract Management, Registration of Supplier (ROS)/Supplier Self-Service (SUS), and Competitive Procurements (RFxs). The Supplier Relationship Management (SRM) module is utilized for these Procurement-related activities and is fully integrated with the Finance modules within MAGIC.

All public, active RFxs and associated attachments can be viewed at MS Contract / Procurement Opportunity Search once published in MAGIC, and the advertisement date is reached. Statewide Contracts and EPLs can also be viewed at this link. This link provides the ability to locate specific RFxs and contracts using multiple search criteria.

SRM is also integrated with the Human Capital Management (HCM) module to maintain workflow for procurement approvals. MAGIC offers a Universal Worklist (UWL) tool for managing approval tasks, receiving alerts, and handling notifications. Purchasing approval, dollar approval thresholds are applied to each manager within the agency’s organizational structure where procurement activities occur.

LO Purchasing and Catalogs

MAGIC Logistics (LO)

LO Purchasing and Catalogs

Purchasing

MAGIC’s Supplier Relationship Management (SRM) module offers e-procurement to buyers and suppliers for the entire procure-to-pay lifecycle. Users of the system can create Purchase Requisitions (Shopping Carts) to initiate the purchasing process or can create a Purchase Order.

The SRM system is integrated with the Finance module to offer real-time budget checks. Funds are pre-encumbered when a Shopping Cart, with proper account assignment information, is approved. The Purchase Order is created from the approved Shopping Cart. After the Purchase Order is approved, the pre-encumbrance is released and the encumbrance is created.

MAGIC provides for the following types of Purchase Orders:

  • General Purchase Order 
  • Sole Source Purchase Order 
  • Emergency Purchase Order 
  • Catastrophic Purchase Order

   

Catalogs

MAGIC will provide round trip (punch-out to vendor's website) and internal catalogs in SRM for many of the statewide contracts. Catalogs can be used to view and select products when creating a shopping cart or purchase order in SRM. Catalogs are available for non-MAGIC users via the Statewide Contract web page.

 

LO Strategic Sourcing and Bid Types

MAGIC Logistics (LO)

LO Strategic Sourcing and Bid Types

Strategic sourcing is a procurement process that continuously improves and re-evaluates the purchasing activities of the State. MAGIC utilizes the Supplier Relationship Management (SRM) module to accomplish Strategic Sourcing.

Competitive procurements, such as Invitation for Bids (IFBD) and Requests for Proposals (RFPR), are called RFxs. MAGIC allows agencies to create and post RFxs, receive supplier responses, and award procurement opportunities electronically. 
 

Bid Types

MAGIC offers a variety of bid types to accommodate different business processes:
  

IFBD – Invitation for Bid

LOCG – Letter of Configuration

MSDA – MDA RFx

NBID - Negotiated Bid

NEGC – Negotiated Contract

OVAR – Oversight Approval Request

OVEX – Oversight Exempt

PREQ – Procurement Request

RFIN – Request for Information

RFPR – Request for Proposal

RFQF – Request for Quote Formal

RFQI – Request for Quote Informal

LO Contracts

MAGIC Logistics (LO)

LO Contracts

Statewide and agency contacts are managed in the Supplier Relationship Management (SRM) module in MAGIC. Management of contracts includes creation, termination, and amendments. Contract workflow processes will include agency and oversight approvals.

The MAGIC Contract module provides the reporting information required to meet the Mississippi Accountability and Transparency Act of 2008 (MATA), SB2923 (2009 Regular Legislative Session), SB3166 (2010 Regular Legislative Session), and the American Recovery and Reinvestment Act of 2009 (Stimulus).

Contracts managed within MAGIC include:

  • Statewide Contracts for Commodities 
  • Statewide Service Contracts 
  • Statewide IT/EPL Contracts 
  • Service Contracts with Independent Contractors 
  • Legal Contracts 
  • Property Leases 
  • P1s (Authority to Purchase for commodities) 
  • CP1s (Authority to Purchase for information technology) 
Converted Contract Information 
Contract Download Report Job Aid
Contracts Included in Conversion 
SAAS Contracts Not Converted to MAGIC 
How to Terminate a Contract 
How to Search for Converted Contracts in MAGIC using the Advanced Search
Legacy to MAGIC Contract Crosswalk
How to Process a P1 in MAGIC 

 

LO Registration of Supplier & Supplier Self-Service

MAGIC Logistics (LO)

LO Registration of Supplier & Supplier Self-Service

Suppliers are able to interact electronically with the State of Mississippi in MAGIC. Suppliers register online via the Registration of Supplier (ROS) page. After registering, vendors use the Supplier Self-Service (SUS) portal as their one-stop shop for doing business with the State.

Within SUS, registered suppliers are able to maintain addresses, create and manage contacts, and update product categories for the items they supply. Suppliers can search for bid opportunities; respond to bids, review submitted responses, and display purchase orders.

For more information about supplier registration and supplier self-service, view the Vendors page.

LO Fleet Management

MAGIC Logistics (LO)

LO Fleet Management

Fleet Management utilizes the Plant Maintenance module in MAGIC to track maintenance, fuel usage, and mileage for state-owned vehicles. Users of this module are also able to reserve pooled vehicles, create maintenance plans, and run reports on vehicle statistics.

Fleet Records synchronize with the Asset Records to capture cost-related data with the maintenance history of the vehicle. Reports are available in the Business Warehouse for Total Cost of Ownership, Total Cost per Mile, etc.
DFA’s Office of Purchasing, Travel, and Fleet Management (OPTFM) is responsible for coordinating and promoting efficiency and economy in the acquisition, use, maintenance, and disposal of all vehicles owned by the State of Mississippi.
State of Mississippi Fleet Forms 
State of Mississippi Fleet Manual 

 

LO Inventory Management

MAGIC Logistics (LO)

LO Inventory Management

Inventory Management aids in efficient management of low-cost goods. MAGIC uses the Inventory Management module to track receipt of goods, total items on hand, location of the items, price, and issuance of goods. Agencies are also able to project the need for items by week, month, or season. Inventory Management is available to all state agencies.
Inventory Management allows agencies to build a structure for management of its inventory. Agencies can manage inventory at the agency level or manage inventory at multiple locations (local offices, warehouses, storage rooms, or bins).
Inventory Management uses moving average price to determine the cost of a specific item in inventory. Each time a new purchase is made, the value of the inventory item will be calculated.
 
How to get your agency ready to start using MAGIC’s Inventory Management

Inventory Management is a new statewide system for Mississippi, and MAGIC will be using two agencies to pilot this module. After Go-Live, other agencies may use the Inventory Management module. If your agency is interested in implementing Inventory Management, follow the steps below:
 

  • Contact MMRS to discuss a timeline and the steps necessary
  • Map each inventory item to the appropriate NIGP code
  • Build a file in the correct layout, with the NIGP codes and their current inventory counts
  • Indicate a starting price for each item

 

Once all the tasks are completed, MMRS will upload the file into MAGIC. The agency will then be able to use the Inventory Management module.

 

LO Business Process Flowcharts

MAGIC Logistics (LO)

LO Business Process Flowcharts

The Business Process Flowchart (BPF) is a graphical representation of how the process will be completed after MAGIC Go-Live.  The flowchart documents the steps or activities involved in the process, from the agency end user’s point of view. The Process Flowchart “Swim Lane” refers to the specific format of the flowchart that groups steps and activities according to the roles and/or organizational areas involved in the process.  Each “lane” of the diagram shows the responsibilities of a particular security role, organizational area, or controlling agency in completing the process. 

 

Most processes in MAGIC involve multiple security roles, organizational areas, and often multiple agencies to complete.  The Process Flow diagrams depict the connections, communications, and hand-offs between individuals, departments, and agencies and can help users visualize the participants, stages, decisions, inputs, and outputs of the process. 

   
How To - MAGIC BPF  
How to Read a Business Process Flowchart  

Agency Readiness Worksheet Business Process Flows 

  
   
Business Process Workflows  
Contract Management   
CM1 - Strategic Sourcing - RFx to Award BP_LO   
SM1 - Vendor Bidding Process   
CM2 - Contract Creation Modification to Release on Behalf of Agency BP_LO   
CM3 - Contract Creation Modification to Release BP_LOG   
AP1 - Procure-to-Goods Receipt With Contract and Without Contract   
AP2 - Goods Service Receipt to Pay by PayMode   
AP3 - Goods Service Receipt to Pay by Non-PayMode   
     
Fleet Management   
FM1 - Planned and Unplanned Maintenance BP_LO   
FM2 - Pooled Asset Management BP_LO   
FM3 - Preventive Maintenance Planning BP_LO   
   
Procurement   
CM1 - Strategic Sourcing - RFx to Award BP_LO   
AP1 - Procure-to-Goods Receipt With Contract and Without Contract BP_LO   
CM2 - Contract Creation Modification to Release on Behalf of Agency BP_LO   
AP2 - Goods Service Receipt to Pay by PayMode BP_AP   
AP3 - Goods Service Receipt to Pay by Non-PayMode   
FA1 - Asset Acquisition to Capitalization BP_LO   
   
Supplier Management   
SM1 - Vendor Bidding Process   
SM2 - Supplier Evaluation Process BP_LO