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Contracts, Procurement, and Risk Management (CPRM)

Open Forum. Contracts, Procurement, and Risk Management (CPRM). Wednesday, March 10, 2010 9:00 a.m. 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. Accessibility Update

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Contracts, Procurement, and Risk Management (CPRM)

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  1. Open Forum Contracts, Procurement, and Risk Management (CPRM) Wednesday, March 10, 2010 9:00 a.m.

  2. Credit cards • A love - hate relationship

  3. My niece loved it

  4. My brother in-law hated it

  5. Our Amex P-Card • A love - hate relationship

  6. Topics of the Day • Accessibility Update • Department Spending • Website Updates • Q & A • Year-end Review • Imaging • Driving Tips • Field Trip Review • P-card Update

  7. 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

  8. ImagingBrenda Tesch • CPRM going paperless • Imaging 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 purchasing@calpoly.edu, with reference to requisition # in the Subject field, by end-user.

  9. Vehicle Usage TipsGreg Melnyk • On State or University business • Approved University drivers only • Enterprise car, van and small truck rental • Rental vehicles may not leave the state • To take a rental vehicle out of state – contact Procurement for arrangements • For large truck rentals from Enterprise or any other rental agencies – contact Procurement for arrangements • Handout of draft for Vehicle Usage Tips

  10. LearnerWeb

  11. DepartmentalSpending Review • Contact Greg/Brenda in Procurement • Give 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

  12. Departmental Spending Review • Campus and system wide contracts • OfficeMax (by user) • P-card (by user) • Fixed expenses (copiers, service contracts) • State/University entities • PO’s and other • Staff reimbursements • Travel

  13. Sample Departmental Spending

  14. Sample Departmental Spending

  15. Field Trip ReviewDavid Carroll • Transportation ~ our most common risk • Driver forms • Planning • Supervision

  16. 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

  17. 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

  18. Supervision • Maintain the inventory • Set clear expectations • Plan for a successful trip • Stick to the plan

  19. 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

  20. New P-CardMatt Roberts • 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

  21. CSU Projects and Resources VPAT Database - Email mshaffer@calpoly.edu 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

  22. 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

  23. Website UpdatesAshleigh Lee • AFD Customer Connection

  24. Website Updates • CPRM Website

  25. Website Updates • Procurement • CSU Policy Manual • Trademark Licensing • Risk Management • Special Events • Foreign Travel • Field Trips • Small Business & DVBE Information • Future: Driving Tips

  26. Questions? Thank you for attending! Please fill out a survey and leave it on the table on your way out.

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