Comptroller of Public Accounts

1. Comptroller of Public Accounts TCPPD State Use Program Training Manual • Sandy Cardiff • Business Practices & Statewide Use Coordinator • 512-463-3034, Fax 512-475-0851 • sandy.cardiff@cpa.state.tx.us

2. TCPPD State Use Program Tutorial Table of Contents • Rules & Regulations • Adding New Users • Reporting Overview • Entering Exceptions for Main Offices • Importing & Uploading Data • Entering Exceptions for Branch Offices • Viewing Reports • Reporting Issues

3. Section I • Rules & Regulations

4. Exception ReportsHuman Resources Code Title 8, Chapter 122, §122.016 • Exceptions from the operation of the mandatory provisions of §122.014 may be made in any case where: • (1) under the rules of the commission, the product or service so produced or provided does not meet the reasonable requirements of the office, department, institution, or agency; or • (2) the requisitions made cannot be reasonably complied with through provision of products or services produced by persons with disabilities.

5. Exception ReportsHuman Resources Code Title 8, Chapter 122, §122.016 (cont’d) • (b) each month, the commission shall provide the council with a list of all items purchased under the exception provided by Subsection (a) of this section. The council shall adopt the form in which the list is to be provided and may require the list to include the date of requisition, the type of product or service requested, the reason for purchase under the exception, and any other information that the council considers relevant to a determination of why the product or service was not purchased in accordance with §122.014.

6. Exception ReportsHuman Resources Code Title 8, Chapter 122, §122.016 (cont’d) • (c) No office, department, institution, or agency may evade the intent of this section by slight variations from standards adopted by the commission, when the products or services produced or provided by persons with disabilities, in accordance with established standards, are reasonably adapted to the actual needs of the office, department, institution, or agency.

7. Exception ReportsHuman Resources Code Title 8, Chapter 122, §122.095 • Each state agency that purchases products or services through a program under this chapter shall: • (1) designate an agency employee to ensure that the agency complies with this chapter; and • (2) report to the commission and the council the purchase of products or services available from a central nonprofit agency or community rehabilitation program under this chapter, but purchased from another business that is not a central nonprofit agency or community rehabilitation program under this chapter.

8. Exception ReportsHuman Resources Code Title 8, Chapter 122, §122.095 (cont’d) • (b) A report under this section may be based on a sampling of purchases by the agency in an audit conducted after the purchases. • (c) Information in the report under this section shall be included with the exception reports provided under §122.016. • The commission shall post the reports required by Subsection (a)(2) on the commission’s web site.

9. Exception ReportsHuman Resources Code Title 8, Chapter 122, §122.095 (cont’d) • (e) The council shall review the information contained in the reports under this section and Sections 122.012 and 122.016. The commission shall assist the council in reviewing and analyzing the reports in order to improve state agency compliance with this chapter.

10. TCPPD State Use Program 34 TAC Part 1, Chapter 20, Subchapter C, Rule §20.38 • (3) Products of persons with mental or physical disabilities. A preference shall be given to manufactured products of workshops, organizations, or corporations whose primary purpose is training and employing persons with mental or physical disabilities, if the products meet state specifications as to quantity, quality, and price. Competitive bids are not required for purchases of blind-made goods or services offered as a result of efforts by the Texas Council on Purchasing from People with Disabilities, if the goods or services meet state specifications as to quantity, quality, price, delivery, life cycle costs, and costs no more than the fair market price of similar items.

11. TCPPD State Use Program 40 TAC Part 7, Chapter 189, Rule §189.8 • The commission shall provide the council with a list of items known to have been purchased under the exceptions provided in subsection (c) of this section monthly, in the format adopted by the council. • The Council, subcommittee, or staff shall review and process the exception reports received from state agencies, and the commission that purchase products or services available from a central non-profit agency or community rehabilitation program under this chapter, but purchased from another business that is not a central non-profit agency or community rehabilitation program under this chapter.

12. TCPPD State Use Program 40 TAC Part 7, Chapter 189, Rule §189.8 (cont’d) • The Council shall coordinate with the respective employee, designated by each state agency, to assist in attaining future compliance with this chapter, when an agency makes and reports an unjustified purchase or purchases of a product available under the programs authorized by this chapter. • Council may request an Attorney General opinion prior to engaging in alternative dispute resolution.

13. Web site Links • CPA–http://www.window.state.tx.us • Web Application Portal - https://portal.cpa.state.tx.us • TCPPD–http://www.tcppd.state.tx.us • TIBH – http://www.tibh.org • Shop TIBH - http://www.tibh.org/shop.html • Texas Administrative Code -http://www.sos.state.tx.us/tac/ • Texas Human Resource Code -http://tlo2.tlc.state.tx.us/statutes/hr.toc.htm • ***Save these links in your favorites list***

14. Section II • Adding New Users

15. CPA Web Application Portal Login into Portal. For lost User/ID Password enter your e-mail address below and click send.

16. CPA Web Application Portal (cont’d) Click on Portal Administration

17. CPA Web Application Portal(cont’d) Click Add/Edit/Delete Agency Users

18. CPA Web Application Portal(cont’d) Click Add New User

19. CPA Web Application Portal(cont’d) Fill in information below for new user and click Add to finalize. Super-user serves as the “Security Coordinator” for all portal users for your agency. Limit this function to one or two personnel and use discretion when allowing super-user status.

20. CPA Web Application Portal(cont’d) After adding new user, click on Portal Administration.

21. CPA Web Application Portal(cont’d) Click on Manage Group Membership by User. This will allow you to grant new user access for required applications.

22. CPA Web Application Portal(cont’d) 1. Ensure agency number and user name are correct before proceeding. 3. After adding membership – click on Portal Administration and follow instructions located on the next slide. 2. To add or delete groups follow these instructions.

23. CPA Web Application Portal(cont’d) After adding new employee membership access (as shown on previous slide), search for new member, highlight e-mail, right click on e-mail and choose “copy” then click on the Home button located at the top left of this screen. Paste the e-mail address into the “Send someone their Password” field located at the bottom of the Portal Homepage and click send. The Portal generates and sends User ID and Password information.

24. CPA Web Application Portal(cont’d) Paste e-mail address and click send. The Portal generates and sends User ID and Password information.

25. Section III • Reporting Overview

26. TCPPD State Use ProgramReporting Overview Main User (State Use Coordinator) Branch User Branch User Main User (State Use Coordinator) collects and files State Use Reports. The application used by the Main User is: TCPPD – State Use Report. Branch User files exceptions, main user imports data which is then incorporated into the main user’s report and filed with CPA. The application used by the Branch User is: TCPPDDIST – State Use Reporting for Branch Offices.

27. Section IV • Entering Exceptions for Main Offices

28. TCPPD State Use ProgramEntering Exceptions Click TCPPD State Use Reporting

29. TCPPD State Use ProgramEntering Exceptions (cont’d) Click Add New Reporting Period

30. TCPPD State Use ProgramEntering Exceptions (cont’d) Enter and VERIFY all data. ***You will not be able to change data once the report has been approved so leave approved box unchecked until you enter & confirm all data.*** When you are ready to submit report, check the Approved box and click Add . (Even if you do not have exceptions – the approved box must be checked or data will not be included in your monthly report – it will remain in pending status).

31. TCPPD State Use ProgramEntering Exceptions (cont’d) Click Add/Edit Exceptions. These actions are only available for current reporting period. At 5:00 p.m. on the 15th of each month these actions are closed.

32. TCPPD State Use ProgramEntering Exceptions (cont’d) Click Add New to begin entering exceptions. Utilize this screen to Edit, Copy, or Delete data only during current reporting period. At 5:00 p.m. on the 15th of each month all functions are closed with the exception of the view field.

33. TCPPD State Use ProgramEntering Exceptions (cont’d) Complete the fields in this screen to enter exceptions. If you have more than one exception to enter, click the “Continue Adding box”. Click the “Carry Data Forward box” to facilitate data entry. After you have entered and verified required information, click Add to finalize and record the exception.

34. Section V • Importing & Uploading Data

35. TCPPD State Use ProgramImporting & Uploading Data Click Import Data to retrieve exceptions from branch sites.

36. TCPPD State Use ProgramImporting & Uploading Data(cont’d) Click Browse to select file. Click “Column Headings box”ifyour report contains a heading (this will disable the heading from being added to the report). Data uploaded to the CPA server will be checked for validity. If ALL records confirm as valid, your data will be accepted. To be valid, the data MUST be converted to a tab delimited file and be in the specified format. An Excel Export help tutorial is provided below for converting to the correct format. A “Sample Import File” is also available for viewing. To finalize click “Upload File”.

37. TCPPD State Use ProgramImporting & Uploading Data(cont’d) Once you have uploaded the data, any errors will be displayed as shown. Data successfully uploaded will be accepted and added to the monthly report.

38. Section VI • Entering Exceptions for Branch Offices

39. TCPPD State Use ProgramEntering Exceptions for Branch Offices Click TCPPDDIST - State Use Reporting for Branch Offices.

40. TCPPD State Use ProgramEntering Exceptions for Branch Offices (cont’d) Main User must Add New Reporting Period before a Branch Office can enter exceptions. Click Add/Edit Exceptions. Branch offices do not have the ability to enter a new reporting period, add, edit, delete or import other branch data.

41. TCPPD State Use ProgramEntering Exceptions for Branch Offices (cont’d) Click Add New to begin entering exceptions. Click Add New to begin entering exceptions. Utilize this screen to Edit, Copy, or Delete data only during current reporting period. At 5:00 p.m. on the 15th of each month all functions are closed with the exception of the view field.

42. TCPPD State Use ProgramEntering Exceptions for Branch Offices (cont’d) Complete the fields in this screen to enter exceptions. Be sure to enter in Branch/Department number. If you have more than one exception to enter, click the “Continue Adding box”. Click the “Carry Data Forward box” to facilitate data entry. After you have entered and verified required information, click Add to finalize and record the exception.

43. Section VII • Viewing Reports

44. TCPPD State Use ProgramViewing Exception Reports To view uploaded reports, click on either Exception ReportsorAdd/Edit Exceptions.

45. TCPPD State Use ProgramViewing Exception Reports (cont’d) Finalized report view.

46. Reporting Issues • Reports are due prior to 5:00 p.m. on the 15th of each month. The Portal closes at 5:00 p.m. • If an item is not available through TIBH (they do not carry it), you do not need to submit an exception for that particular item.It’s not an exception. • Exception reports are required for items that are reasonably adapted to the actual needs of the office, department, institution or agency and are carried by and offered through TIBH but were purchased elsewhere. • Do not list items that were purchased from TIBH as an exception (they are not exceptions). If you do not have exceptions to report - then only record the total dollar amounts of products and services purchased through TIBH.

47. Reporting Issues (cont’d) • Please ensure you report correct amounts, print a copy for your file and approve the report. Afterthe reporting period closes, these functions can not be performed. • Date of report represents the previous month’s expenditures. (example: November expenditures would be reported no later than December 15). • You must click the approved box for any data to be incorporated into your monthly report. If approved box is not checked your data will remain in “pending status”. • Username must contain at least 6 characters. No symbols. Password must be at least 8 characters (max 10) and must contain at least two letters A-Z and at least two numbers 0-9. No symbols.

48. End of Manual Sandy Cardiff Business Practices & Statewide Use Coordinator 512-463-3034, Fax 512-475-0851 sandy.cardiff@cpa.state.tx.us