Appropriate use of HOT Procurement Designation

To: Management Council Members, VPs of Finance, and all eVA end-users

From: Shared Services Center

Area: Business Transformation Office

Reason: Appropriate use of HOT Procurement Designation

Date: May 4, 2020

Customers may request that a requisition be expedited when the requested goods/services are needed quickly. The SSC will give expedited requisitions first priority and will work on them prior to all other requisitions. A request to expedite a purchase requisition is made by including the signal word “HOT” in the requisition title. The SSC Business Transformation Office has reviewed requisitions submitted prior to the COVID-19 emergency, and found a high rate of requests, in excess of 20%. Expediting represents a deviation from standard procurement procedures, and such requests should be limited to genuine needs. When routine requests are expedited, all other purchase requisitions are delayed, including purchases that are based on unforeseen circumstances.

In an effort to better serve our customers and understand their needs, the SSC BTO will be conducting further analysis of expedited requisitions. This will include reaching out to individuals who most frequently request expediting.

If you have questions about this effort, or when to use HOT on a requisition, please contact the SSC Help Center at 877-340-5577 or Help.