Public Data Request - Purchase Order - Guidelines

Guidelines — Purchase Order Data & Contract Research Requests

These guidelines explain how to properly request purchase order (PO) data and institution-specific contract research within Minnesota State. The process ensures transparency, compliance with the Minnesota Government Data Practices Act, and consistency in how data requests are handled.

Overview

• Purchase Order Data: Use the central request form to submit PO data requests. Data is pulled systemwide and returned in Excel format.
• Contract Research: Requests for information on specific campus contracts or vendor solutions must go directly through the campus procurement or contracts office.
• If both PO data and contract research are needed, submit the PO data form and contact the relevant institution separately.

Purchase Order Data Requests

• Requests are fulfilled using data from JAGGAER and Workday systems.
• Information provided includes institution name, PO number, creation date, supplier name and number, item descriptions, unit prices, and total PO value.
• The form also collects basic requester information, including contact details and date ranges for the requested data.
• Results are delivered via email as an Excel file.

Contract Research (Institution-Specific)

• Handled by the individual institution, not the system office.
• Submit requests directly to the campus procurement or contracts office, including supplier names, contract types, or date ranges as applicable.
• Used for inquiries such as whether a campus uses a particular vendor or software solution.

Data Practices & Compliance

• All data requests must be submitted in writing. The PO form satisfies this requirement.
• Every request must receive a response, even if the data is not held by the responding unit.
• Standard processing time is approximately 30 days if data is available and within scope.
• Reasonable fees may be charged for large or complex research efforts, following campus policy.
• Records of requests, correspondence, and responsive documents must be retained for seven years.

Public vs. Non-Public Data

• Public: Executed contracts, purchase orders, spend data, solicitation documents, policies, and procedures.
• Not Public: Trade secrets, legal communications, draft documents, and security-sensitive or personal information.

Frequently Asked Questions

• Can I request both PO data and contract data at once? No — PO data requests and contract research are separate processes.
• What if I don’t know which campus holds the contract? Start with the program or department. If unclear, submit a ticket to Contracts Support.
• Can I charge a fee? Yes, but only for substantial research and with prior notice to the requester.
• Can I request a custom PO data layout? No — PO data is provided in a standardized Excel format.

Contacts

• For questions about PO data or the request form, submit a ticket to Procurement General Information.
• For contract routing or questions, contact Contracts Support.