Instructions for Entering Information into VISION
A Statewide Marketing Contract cannot receive charges against it directly. Invoices received must be billed to a specific department, which is tracked using a unique, department-created sub-contract number (known as a vendor contract in VISION). A vendor (sub-) contract needs to be set-up in VISION for your department to pay for services out of your budget.
Scope of Work with More than One Statewide Marketing Contract Services
If your marketing project involves multiple services (such as creative services and media planning and buying), the services must be entered separately in VISION. This makes it so the appropriate Statewide Marketing Contract number (a.k.a., ACCD Statewide Marketing Contract Number) is referenced for the correct service.
The ACCD Statewide Marketing Contract Number is the number associated with the overarching contract between the State and the vendor that is held by the Agency of Commerce and Community Development (ACCD) for the Chief Marketing Office.
When you complete the Statement of Work Agreement and Statement of Work Change Order Form the overarching ACCD Statewide Marketing Contract Number for the selected vendor is included on the PDF and Word document that you receive in a summary email.
It is vital when you set up that vendor (sub-) contract in VISION, that you reference the Statewide Marketing Contract number being used, and that you take care to reference the correct contract number (especially for creative services vs. media buys). This allows marketing expenditures to be easily tracked.
Please also share with your business office that vendor (sub-) contracts in VISION that reference a Statewide Marketing Contract should be created as Purchase Order contracts and not General contracts.
Your business office will need to supply you with the following two numbers to add to the Statement of Work Agreement or Statement of Work Change Order Form:
Vendor Contract Number: This is the number your business office will create when a new contract is entered into VISION.
VISION Vendor Number: This is the number that identifies the firm doing the work so they can get paid.
Example: The Department of Health (VDH) has a grant totaling $100,000 for a smoking-cessation marketing program. Of the total budget, the VDH spent $30,000 on development of a TV ad, and spent $70,000 on a media buy to run that ad on various TV stations.
While all of that work was done with HMC Advertising (which holds a Master Contract for creative services work as well as the single, statewide Master Contract for media buying), that $100,000 must be entered and referenced separately in VISION ($30,000 referencing the Creative Services Master Contract number, and $70,000 referencing the Media Buying Master Contract number). This extra step is important because it allows the CMO to track marketing expenditures by type of service.
Step-by-Step Vision Instructions
For complete step-by-step instructions on VISION, please refer to the VISION manuals issued by the Department of Finance & Management. The documents can be downloaded online at: http://finance.vermont.gov/training-and-support/vision-manuals .