Contracts, Procurement, and Risk Management (CPRM)
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Transcript of Contracts, Procurement, and Risk Management (CPRM)
Contracts, Procurement, and Risk Management (CPRM)
Wednesday, March 10, 20109:00 a.m.
Open Forum
Credit cards
A love - hate relationship
My niece loved it
My brother in-law hated it
Our Amex P-Card
A love - hate relationship
Topics of the Day
Year-end Review
Imaging
Driving Tips
Field Trip Review
P-card Update
Accessibility Update
Department Spending
Website Updates
Q & A
Year-end ReviewGeorgia Wells
Year-End Memo
Important Purchasing Dates $50,000+ - Requisitions must be budget checked, approved, and
all back-up received by FRIDAY, APRIL 30, 2010.
$3,501 to $49,999 - Requisitions must be budget checked, approved, and all back-up received by FRIDAY, MAY 14, 2010.
$3,500 or Less - Requisitions must be budget checked, approved, and all back-up received by FRIDAY, JUNE 4, 2010.
Change Orders - All change orders must be received in CPRM by FRIDAY, JUNE 4, 2010
ImagingBrenda Tesch
CPRM going paperlessImaging all purchase orders and related
materials.All purchase orders and backup sent to
contractor via email or electronic FAX.Goal: All backup submitted via email to
[email protected], with reference to requisition # in the Subject field, by end-user.
Vehicle Usage TipsGreg MelnykOn State or University businessApproved University drivers onlyEnterprise car, van and small truck rentalRental vehicles may not leave the stateTo take a rental vehicle out of state –
contact Procurement for arrangementsFor large truck rentals from Enterprise or
any other rental agencies – contact Procurement for arrangements
Handout of draft for Vehicle Usage Tips
LearnerWeb
DepartmentalSpending ReviewContact Greg/Brenda in ProcurementGive us your Dept ID number and we’ll:
run the analysis reports for you send you a summary schedule a meeting with you suggest areas of cost reductions help implement the changes and track your success
Departmental Spending ReviewCampus and system wide contracts OfficeMax (by user)P-card (by user)Fixed expenses (copiers, service contracts)State/University entitiesPO’s and otherStaff reimbursementsTravel
Sample Departmental SpendingTravel
OfficeMax
Misc other
Campus contracts
P-Card
Staff
State
Fixed
OfficeMax
Misc other
Campus contracts
P-Card
StaffState Fixed
Sample Departmental Spending
Transportation ~ our most common riskDriver formsPlanningSupervision
Field Trip ReviewDavid Carroll
Transportation
Field Trips and Activities should always start and end at the site, if possible.
Have the students meet at the site Responsible for their own transportation Just as they are every day to get to/from class
Do not direct students to drive, route to take, stops to make, or Reimburse For Mileage
Do not organize car pools
Arranging Transportation
If you decide you must arrange the transportation or reimburse mileage for a trip or activity there are several ways to do so including…
Chartered Transportation Service (Bus rental)- Contact Contracts and Procurement (CPRM) for assistance
University Vehicles driven by Employee Rental* Vehicles driven by Employee Rental* Vehicles driven Students (Identified Volunteers) Personal Vehicles driven by Students (Identified Volunteers)
*Enterprise Rent-A-Car
Supervision
Maintain the inventorySet clear expectationsPlan for a successful tripStick to the plan
For more information …
Review field trip procedures: http://www.afd.calpoly.edu/cprm/fieldtrips.asp
Risk Management: http://www.afd.calpoly.edu/cprm/riskmanage.asp
International Education programs http://www.iep.calpoly.edu/aboutiep.html
http://www.afd.calpoly.edu/cprm/riskforms/FieldTripandActivityPresentation.pps
Chancellor’s Office has signed a new agreement with US Bank Visa
CPRM to attend a card implementation meeting next week
Cal Poly test group implementation to take place thru June
Campus wide use by mid-Sept
New P-CardMatt Roberts
CSU Projects and Resources VPAT Database - Email [email protected] to
request access to https://diva.sfsu.edu/vpat VPAT Wizard – Online tool to help departments
generate a VPAT for their particular purchase and for vendors to complete. Coming soon!
ATI Professional Development Website - Online training resources, including VPAT training http://teachingcommons.cdl.edu/access/index.html
CSU ATI Coded Memorandum Revision
Accessibility UpdateBrenda Tesch, Mary Shaffer
Self-Assessment Reports Not mandatory this year but will be next year Cal Poly procurement self-assessment B+ E&IT purchases approved: 78 in 2008; 43 in
2009; 19 pending in 2010; none denied Identified areas for improvement, e.g., Equally
Effective Access Plans need to be on file Renewals to be reviewed starting July 1st
Future Goal: P-Card, other low-value purchases
Accessibility Update
AFD Customer Connection
Website UpdatesAshleigh Lee
CPRM Website
Website Updates
Procurement CSU Policy Manual Trademark Licensing
Risk Management Special Events Foreign Travel Field Trips
Small Business & DVBE InformationFuture: Driving Tips
Website Updates
Questions?
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