Certified Procurement Officer Training Overview

1. Certified Procurement Officer Training Overview Steve Hagar Deputy Director State Purchasing / Knowledge Center 405-522-3369 Steve.Hagar@omes.ok.gov October 9, 2012

2. Facilitation Legislation • The Central Purchasing Act (CPA) was created in 1959 • In 1991, Oklahoma called upon the Council of States Government (CSG)* to review CPA • CSG noted a lack of formal or informal training • In 1998 legislation was passed requiring the State Purchasing Director (SPD) to provide buyer training and certification * CSG was once a parent organization to NASPO

3. In 1998, HB1822 reforms Central Purchasing Act: • The State Purchasing Director shall provide training for state agency purchasing officials and other purchasing staff • The training shall include principles of state procurement practices, basic contracting, provisions of the Oklahoma Central Purchasing Act, rules… • State agency purchasing officials that demonstrate proficiency shall be certified as “Certified Procurement Officers“ (CPO) by the State Purchasing Director… • In 2002, SB1381 provided: The State Purchasing Director shall assess a fee to state agencies for the training….

4. Origin of Program • First class took place in Fall of 1998 • 3 day, on site, live class in a theater setting with close to 100 students • Centrally located in OKC • 100 question, paper, multiple choice test developed and administered by Personnel Management • Results delivered within about one week • One re-test opportunity • Provided large folder with all course materials • 18 Continuing Education Units (CEUs) required annually to maintain certification

5. Lessons Learned • 3 days of training is difficult to digest, very difficult for those new to purchasing • Theater environment compromises the learning experience • Static material is expensive to compile and becomes dated very quickly • Maintaining Continuing Education is an expensive proposition • Students have tremendous anxiety • Control the environment • Set expectations: pre-class, during and post class • Show enthusiasm!!

6. Recent Program Changes • CEUs from 18 annually to 24 every two years • Free brown bag sessions offered • 5 on-line pre-education modules developed and required prior to 3 day class • Provided advanced “what and why” information • Moved to classroom setting with class size around 50 students • Replaced folder of information with training on how to find “current” information • Classes now offered twice annually • Testing administered by Office of Personnel Management (OPM) electronically with immediate results to student

7. Blended Learning • Students need to be stimulated by multiple learning methods • Advanced, on-line education • “The Sessions” presentation provided in advance • On-line demonstrations • Game show quizzes with prizes • Hands on exercise • You Tube • Topic specific • Humorous • Students need to know how and why the topics relate to their jobs, show the relevance • “The Sessions” • Students need to now what to expect to reduce anxiety • “The Sessions”

8. The Sessions…. • Scott Schlotthauer – Opening Remarks: • How we, as buyers for the state, receive authority to spend the state’s funds • The three branches of government and how they relate to procurement • Hierarchy of guidance for spending taxpayer money, State Constitution, Statutes, Rules and Policies Why do I need this information? By understanding the flow of delegated authority to purchase for the state, you will be armed with information to defend your decisions and more alert to your accountability for pubic funds.

9. On-line class summary: • Modules 1, 2, & 3: Introduction to Public Procurement • Methods, ethics, private vs. public • Regulations, CPA, CP website • Responsibilities, fair and open competition • Module 4 - Introduction to Acquisition Methods • Decisions points, State resources, how methods affect award • Module 5 - Introduction to Solicitation Development • Stages of Solicitation development All modules have a short test at the conclusion, all of which must be passed prior to live training

10. Live class summary: • Overview of State Government • Overview of CPA and Rules • Foundations of Public Procurement • State Audit • On-line resources • State Use program • Performance Information Procurement (PIPS) • State Legal • State Leasing • Common Sense Negotiations • Strategic Sourcing • Specification Writing • Proposal Evaluation • Purchase Card • Information and Telecommunication • Construction and Properties • Internal Agency Procedures

11. Going Forward • Increase utilization of Skill Soft software to create additional on-line training opportunities • Provide on-line CEU opportunities • Additional hands on and roll playing • The less you (as an instructor) do, the more they learn • Develop training curriculum to justify “CPO II” designation • CPOs currently authorized to spend up to $50,000 • CPO II will be allowed to purchasing up to $100,000

12. For discussion……. • What topics should be included in advanced certification classes? • What methods have you found to “blend well” in training? • How much time should be allowed between training and testing? • What topics do buyers struggle with the most? • What is the primary distinction between good and excellent training? • Should re-certification be required or is continuing education sufficient?

13. Steve Hagar Deputy Director State Purchasing / Knowledge Center 405-522-3369 Steve.Hagar@omes.ok.gov October 9, 2012