Contracts, Procurement, & Risk Management

1. Contracts, Procurement, & Risk Management Open forum OCTOBER 11, 2011

2. Agenda Introduction Auto Inspections & Repair Program How to Buy Events Planning Process Copier Program Update Reminders- Zip Cars, Ipads, Volunteers Q&A

3. Cal Poly’s Vehicle Fleet • Decentralized fleet –All departments are responsible for meeting the minimum requirements • State Education Code - 89031.5 - The trustees shall perform inspections of all motor vehicles owned by the California State University or under their jurisdiction. These inspections shall be provided for in the appropriate administrative manual of the California State University. • CSU Use of University and Private Vehicles Policy • All documentation is sent to transportation services

4. Minimum Vehicle Requirements Preventative Maintenance (lube, oil, filter) - 4,000 or annually, whichever comes first. Annual inspections - 12,000 miles or annually, whichever comes first. Smog Checks – every 2 years (transportation will notify departments) Vehicle Usage Tracking – Log must be kept for each state vehicle.

5. Using Cal Poly vs. University Contract • Maintenance & Repairs • Several steps must be taken prior to deciding to use an outside vendor instead of Cal Poly, Transportation Services. See website for details: http://www.afd.calpoly.edu/facilities/services_transportation.asp?pid=3#Maintenance

6. University Contracts Preventative Maintenance Smog Annual Inspections Repairs Services beyond capabilities of Transportation Services include: Towing Upholstery Windshields

7. Your Responsibility Make sure all dept. vehicles are being properly inspected annually All documentation of repairs are being sent to Transportation Services You are following the procedure for using the University Contracts found at the Transportation webpage: http://www.afd.calpoly.edu/facilities/services_transportation.asp?pid=3#Maintenance Vehicle use logs are complete and maintained by the department. Retain for 7 years after vehicle disposal.

8. Contact for Questions • Specific Vehicle and Transportation Related questions contact: • Skip Montgomery at 6-6022 • Jim Cullins at 6-2452 • Kevin Shaw at 6-5206

9. How to Buy Overview

10. Requisition Enhancement • You can now upload your back-up paperwork into PeopleSoft when you are creating your Requisition. • No longer need to send your back-up paperwork separately. • Reduces the risk of lost paperwork. • Speeds up processing time!

11. ProCard & Hospitality Reminder • No Hospitality Charges on the Procard • Regardless of the Funding Source • For Example: No Awards • No Flowers • No Gifts • No Food • No Drinks

12. DirectPay Form/Guest Lecturerhttp://www.afd.calpoly.edu/fiscalservices/forms.asp

13. University Contracts • University Contracts can be used quickly and easily when ordering available Goods (Commodities) and Services up to established limits. • When ordering from a University Contract simply refer to the • The PO number on our website when placing your order • Mark the invoice with the PO# and your chart field string after goods received and/or services rendered. • Please look at our website for a list of Vendors we have established University Contracts with.

14. University Contracts

15. University Contracts

16. University Contracts-Examples • Fisher Scientific • Villa Automotive, Perry Ford • Ken’s Auto Body, SLO Tow • Ring 2 Audio Conferencing • Dining Services-Cal Poly Corp.

17. Events Planning 101 Scenario: A dept head asks you to make arrangements for a team to come to Cal Poly to review your department’s pedagogy, meet the faculty and have some meetings to accomplish the program review. What is your first step? Pedagogy: is the study of being a teacher or the process of teaching. The term generally refers to strategies of instruction, or a style of instruction

18. University Sponsored Events • Identify what you know • Outline what details you HAVE been given • What details are missing? • For On-Campus events, meetings, etc. • START with University Scheduling • For Off-Campus events, meetings, etc. • Start by contacting CPRM

19. Planning – then - Paperwork • Perform a risk management review • Ask for written proposals and review them • Send to CPRM and we’ll sign off on them for you • Follow up with payment processing after contract is approved.

20. Reminders from Matt • Cal Poly has many different ways to buy things • Depends on what it is • How much it costs • When and where we need it • Contracts, Procurement & Risk Mgt (CPRM) is the place to start • Call and ask questions • Ext 6-2232 • email questions to • Purchasing@calpoly.edu

21. More Reminders • Zip Cars • Business (Cal Poly) and Personal programs available • Volunteer forms • Go to CPRM (Risk Management) • iPad purchase process • New simplified process • http://servicedesk.calpoly.edu/content/mobiledevice/ipad • Risk Management Open Forum • Nov 9, UU 220, 10:00 am • University Contracts • Many are set up already and more will be • Event Planning • Default is University Event for things department puts on • Brand Licensing • Use CLC licensed vendors for any apparel

22. Q&A Questions? You can find a copy of this PowerPoint presentation on our website at www.afd.calpoly.edu/cprm Thank you for attending!