HOW DO I RECERTIFY?

1. HOW DO I RECERTIFY? Submitting a CTP/CTPM/CTCM renewal application that won’t be returned! Revised: August 1, 2012

2. Step One GET ORGANIZED AND PREPARED BY REVIEWING THIS SLIDESHOW IN ITS ENTIRETY. (PLEASE NOTE: To request an Excel spreadsheet to track your training class hours s you complete them, and your documentation, please email: cert_renewal@cpa.state.tx.us. THIS EXCEL SPREADSHEET IS NOW REQUIRED FOR YOU TO SUBMIT ALONG WITH COMPLETING THE ON-LINE CERTIFICATION RENEWAL APPLICATION.) • Gather all documentation. • Use binders, folders, color coded tabs, etc. to help you organize and retain your documents. • Keep this binder in a safe place so you will always know where this information is. • Certificates (must include the following information) • The division or job title of the person conducting the training. • The name of the person receiving the training. • The date(s) of the training. • Number of training hours conducted. • Procurement OR Contract Manager Management (manager or director)Approval Documentation For: • Non-Standard Training only…UNLESS…you are missing another required document i.e. class agenda or class objective.

3. Step Two • Sort documentation by certification year. • Certification year is one year counting backwards from your certification expiration date. • If your certification expires on 08/01/10, your certification years will be: • Certification Year One – 08/01/2005 - 07/31/2006 • Certification Year Two – 08/01/2006 - 07/31/2007 • Certification Year Three – 08/01/2007 - 07/31/2008 • Certification Year Four – 08/01/2008 - 07/31/2009 • Certification Year Five – 08/01/2009 - 08/01/2010 • NOTE: All certifications expire on the 1st of the month. • Your Certification Expiration Date is found on the bottom right corner of your CTP/CTPM/CTCM certificate. • See example on the next slides. DID YOU KNOW: To request an Excel spreadsheet to track your training classes/hours as you complete them, please email: cert_renewal@cpa.state.tx.us. THIS EXCEL SPREADSHEET IS NOW REQUIRED FOR YOU TO SUBMIT ALONG WITH COMPLETING THE ON-LINE CERTIFICATION RENEWAL APPLICATION.)

4. EXAMPLE

5. Step Three • After documentation is divided by certification year, starting with the first year, sort documentation in to the following training type categories: • Standard Procurement/Contract Management Related Training • http://www.window.state.tx.us/procurement/prog/training-cert/purchtrn_cert/continuing-education/standard-procurement-related-training/ • Non-Standard Training • http://www.window.state.tx.us/procurement/prog/training-cert/purchtrn_cert/continuing-education/non-standard-training/ • Instructor Credit • http://www.window.state.tx.us/procurement/prog/training-cert/purchtrn_cert/continuing-education/trn-coned4/ DID YOU KNOW: THERE IS NO LONGER AN “INTERNAL TYPE TRAINING” CATEGORY. HOWEVER, INTERNAL TRAINING IS STILL ACCEPTED AND NOW FALLS UNDER THE “STANDARD OR NON-STANDARD TYPE TRAINING.”

6. Standard Procurement/Contract ManagementTraining(MUST BE PURCHASING/CONTRACT MANAGEMENTRELATED TRAINING) Acceptable types of training in this category include but are not limited to: • Discussion Forums. • Procurement, Contract Management, or Professional Development Classes offered by the Comptroller of Public Accounts (TPASS). • College courses regarding procurement/contract management. • Meetings of Procurement Agencies, Organizations, Committees, or Councils (must submit proof of attendance). • Typically, staff meetings will not be considered for continuing education credit. DID YOU KNOW:1 HOUR OF CLASS TIME EQUALS TO 1 HOUR OF CEH. UP TO 45 HOURS PER CERTIFICATION YEAR WILL BE ACCEPTED IN THIS “TYPE TRAINING” CATEGORY. YOU CAN ONLY CLAIM 1 OF THE SAME SUBJECT CLASS PER CERTIFICATION YEAR.

7. Standard Procurement/Contract ManagementTraining (Continued) Requirements for Standard training: • Again, the training must be procurement/contract management related. • The training must have a written agenda or course outline or equivalent for record and audit purposes. PLEASE…do not submit the handouts and/or workbooks. • Each participant must receive some form of documentation that they attended and completed the training, preferably a class attendance certificate or class sign in sheet. If a certificate and/or any required document is not available, a memo from your manager or director with the following information: • The name of the person receiving the training. • The date(s) of the training. • Number of training hours conducted. DID YOU KNOW: A good indication that training can be classified as standard procurement/contract management related training is the presence of the words "Procurement" , "Purchasing", “Buying“, “Contracting”, “Negotiating,” in the class title.

8. Non-Standard Procurement/Contract ManagementTraining (MUST BE NON PURCHASING/CONTRACT MANAGEMENTRELATED TRAINING) Acceptable types of training in this category include but are not limited to: • Any training that is not typically associated with the procurement/ contract management process/functions, but for needs unique to your agency or personal development. This type of training may require procurement/ contract management personnel to attend and may or may not be conducted internally within your agency. • Example: Sexual Harassment, Cultural Diversity, Ethics, New Employee Orientation, Computer Skills, Teambuilding, Personality Types, How to Handle Difficult People, etc. DID YOU KNOW: 1 HOUR OF CLASS TIME EQUALS TO 1 HOUR OF CEH. UP TO 16 HOURS PER CERTIFICATION YEAR WILL BE ACCEPTED IN THIS TRAINING CATEGORY. YOU CAN ONLY CLAIM 1 OF THE SAME SUBJECT CLASS PER YEAR.

9. Non-StandardProcurement/Contract ManagementTraining(Continued) Requirements for Non-Standard training: • Again, the training must be NONprocurement/contract management related. • Each participant must receive some form of documentation that they attended and completed the training, preferably a class attendance certificate or sign in sheet, AND a memo from your manager or director with the following information: • The name of the person receiving the training. • The date(s) of the training. • Number of training hours conducted. • Why you should receive CEH for this particular training class.

10. Instructor Credit Acceptable types of training in this category include: • Instruction of procurement/contract management topics. • Presentations on procurement/contract management topics. DID YOU KNOW: 1 HOUR OF INSTRUCTION OR PRESENTATION TIME EQUALS TO 1 HOUR OF CEH. UP TO 16 HOURS PER CERTIFICATION YEAR WILL BE ACCEPTED IN THIS TRAINING CATEGORY; HOWEVER, ONLY 1 OF THE SAME CLASS/ PRESENTATION PER CERTIFICATION YEAR WILL BE ACCEPTED.

11. Instructor Credit(Continued) Requirements for Instructor Credit: • Again, the training/presentation must be procurement/contract management related. • Class agenda and outline must be submitted to CPA for approval. To insure approval…please submit your document prior to instruction or presentation to: cert_renewal@cpa.state.tx.us • Some form of documentation must also be submitted as proof that you were the instructor/presenter , i.e. brochure/flyer, agenda, instructor certificate, sign in sheet with name of instructor OR a memo from your manager or director with the following information: • The name of the person instructing the training or making the presentation. • The date(s) of the training or presentation. • Number of training hours conducted.

12. Step Four After each certification year is sorted into categories, make sure to provide supporting documentation: • Standard Procurement/Contract Management Related Training - Certificate AND Written Agenda or Course Outline. • Non-Standard – Certificate AND letter/memo from manager OR director approving the class for CEH. • Instructor Credit – Instructor Certificate, brochure/flyer/agenda (that indicates you as an instructor) OR a memo from your manager or director verifying that you were indeed the instructor/presenter.

13. Post Document Organization • Because you have taken the time to organize your information, first by year, and then by training type, using the system should be simple. • To request an Excel spreadsheet to track your training classes/hours as you complete them, please email: cert_renewal@cpa.state.tx.us

14. CONGRATULATIONS!!! You are now ready to complete the application for renewal.

15. Filling-out the Form • Section One • Personal Information • This section just helps us ensure that the right person is getting re-certified at the right time. • Fill in all blanks and double check for accuracy before clicking on next step. ***See example on next page.

17. Step Two - Continuing Education Training(You will provide the following Training Info: Date/Course Name/ Agency or Organization/Type/Hours )

18. Step Two - Continuing Education Training (Continued) • After filling in the information for the class, click “Add Class Below.” • You should see the class added in the correct certification year if the information is correct. • Beware of information that does not compute: • If class dates are outside your active certification dates, they will be sent to the yellow “Bad Records” area. • If you have exceeded the 45 hours per year maximum, the problem area will be highlighted in red. • Click the edit key to correct information, or delete the entry to proceed. ***See example on next page.

20. IMPORTANT!!! • If you cannot complete your application in one setting, you have the option of saving and returning to complete the application. • When you save, you will receive a link via email with your access information. • Keep track of that email until you have completed the application. ***See example on next 2 pages.

23. Only after you have input your information in the prescribed format will you be able to continue filling out the application. • The “Next Step” button will not activate until you have entered at least 120 hours and there are no red highlights or “Bad Records” in any field. ***See example on next page.

25. Filling-out the Form • Section Three • Payment Information • Cost of re-certification • CTP or CTPM or CTCM= $50 • Dual certification= $75 • Methods of Payment • State Agency Purchase Order/ITV • Check • Money Order • Please do not send any payment until you have been invoiced by CPA.An invoice will be (e)mailed to you after your application has been reviewed and approved. • If using an ITV, please identify your agency ITV payable point of contact . • If making personal payment, please put your personal information in the point of contact fields. ***See example on next page.

27. Step Six • Click “Finish” to submit your application. • Submit the application and all supporting documentation at least 30 but no more than 60 days prior to your certification expiration date. • Re-certifications should be issued within 30 days after submission if: • all necessary information is submitted • information is submitted in the prescribed format • payment is received DID YOU KNOW : If payment is not received within 60 days of the receipt of your invoice, your certification renewal will then be denied for non-payment.

28. After submitting your application, you must EMAILyour Excel Spreadsheet. An application will NOT be considered complete until the Excel Spreadsheet is emailed to: cert_renewal@cpa.state.tx.us • A confirmation email will be sent to you after you submit your application. This email will contain a link where you can view the status of your application as it is being reviewed by Training and Certification staff. • Please view this link PRIOR to calling staff about the status of your application. DID YOU KNOW: Hard copy submittals of the on-line application and/or Excel Spreadsheet will not be accepted.

29. Customer Service • All questions or concerns about the renewal process should be sent to: cert_renewal@cpa.state.tx.us • Renewal applications will only be accepted through the on-line application system. • The Excel Spreadsheet will only be accepted by email or CD IF the file is too large to send via email. • Renew your certification at http://purchcert.cpa.state.tx.us/.