Welcome to the BCUG Business Community Users Group Meeting Tuesday, March 22, 2011

1. Welcome to the BCUG Business Community Users Group Meeting Tuesday, March 22, 2011

2. Agenda TopicPresenter Lora Meyers & UNL Access Management Program………........Sara Barent Procurement Fiscal Year Deadlines…..….…Carl Hutchison Deb Dahlke & Signature Authority & Conflict of Interest.......Carl Hutchison How To Buy Furniture………….………………....Jerry Welch Hotels.com Program………………………………..Jim Vogel

3. Adobe Connect • Recording will be available on-line • Screen size can be adjusted using the buttons found in the lower left hand corner • Participants can use the “chat” function to ask questions of the presenter http://breeze.unl.edu/bcug • Participants can connect live from their office computer to see and hear presentation in real time Scale to fit Scroll

4. UNL Access Management Program Lora Meyers - Building Access Specialist Sara Barent- Building Access Specialist Julie Dosch- Communications Supervisor

5. UNL Key/Facility Access Policy “The University of Nebraska-Lincoln developed this policy to ensure reasonable access to its Lincoln campus facilities while maintaining appropriate levels of security.”

6. UNL Departments • Building Systems Maintenance: Creates physical keys, and installs door locks and card readers. • Police Department: Maintain official records of High Security assignments and manage the centralized database used to track and order department issued keys. • All key requests and card access requests will be processed online through the Access Management Program.

7. Definitions • Authorized Person: UNL person granted departmental authority to have access to areas within their departmental control, in order to perform the necessary functions of their job • High Security Access: Areas requiring tighter access or restrictions (for example: exterior doors) • Interior Key: Key that provides access to interior space • Key Manager: Designated person to manage and control keys and access to specific departments

8. High Security Access High Security Access is issued by UNL Police • Building Access Request to UNL Police • Submitted by Key Manager with name of person requiring access • This named person is responsible for obtaining the High Security Key from UNL Police • Deans / Directors are responsible for approving High Security Access • Electronic High Security Access will be granted by UNL Police via NCard

9. Non-High Security Access • Key Managers will request Interior Keys and Card Access for areas assigned to their department • Key Managers distribute and manage interior keys for department personnel • Key Managers are responsible for tracking the key distribution to its personnel • Key Manager submits a building access request with the department’s cost object to UNL Police via the Access Management Program • Issued Interior Keys will be picked up from UNL police by the requesting department’s Key manager(s)

10. On-line Site • UNL Login: my.unl information • Username: unique to each person • Password: unique to each user • Forgot password/username helps in red at bottom of page https://scsapps.unl.edu/keyappweb/login.aspx

11. Personnel Responsibilities • Protect NCard and Keys from theft or loss • Do Not Duplicate, loan or allow others to use keys or NCard for entry • Assure doors are relocked after entering or leaving • Assume responsibility for the conduct of any person the key holder allows to enter a locked facility • Immediately notify UNL Police of NCard or key loss • Return keys to designated department on demand and prior to separation from the University

12. Questions • Policy Highlights • Login/Out • Ordering Keys • Checking Out/In Keys • Reports • Problem Reporting • Troubleshooting Contacts

13. Contact Information Lora Meyers 472-0591 lmeyers3@unl.edu Sara Barent 472-8428 sbarent2@unl.edu Julie Dosch 472-8418 jdosch2@unl.edu buildingaccess@unl.edu

14. ProcurementFiscal Year Deadlines 2010-2011

15. April Deadlines • April 29-Last day for submitting Requisitions to Procurement Services for items needing Board of Regents approval and encumbrance in FY 2010-11 (over $400,000)

16. May 13-Last day for Requisitions to be received in Procurement Services for items requiring a SEALED BID (over $150,000) • May 20-Bid Specifications for SEALED BIDS due at the bid desk. • May 30-Last day for Requisitions to be received in Procurement Services for items requiring vendor QUOTATIONS less than $150,000 May Deadlines

17. June 17th-Last day to receive Requisitions in Procurement Services (or appropriate Store) for inclusion in FY 2010-2011 business. • June 30th-3:00 pm cut off for end-users to CREATE Purchase Orders online for FY 2010-2011 business • NOTE: Delivery date must be no later than June 30 for encumbrance in FY 2010-2011 business. All invoices parked June 30 thru July 12 for FY 2010-2011 must have a posting date of June 30, 2011 in period 12. June Deadlines

18. Specific questions related to PO documents (Requisition, Purchase Orders, Framework Orders, Commitment/Removal of Funds, etc.) should be referred to Martha Young (472-5050)

19. Signature Authority and Conflict of Interest Deb Dahlke and Carl Hutchison

20. Websites Signature Authority - http://bf.unl.edu/policies/bf/ SignatureAuthority.pdf Procurement policies - http://bf.unl.edu/policies/procurement/ Board of Regents Policy Prohibiting Purchases for Personal Use - http://nebraska.edu/docs/board/RegentPolicies.pdf

21. Signature Authority Legal Authority to Purchase • Only those individuals specifically designated in writing by the Board of Regents can authorize purchases. Procurement Services will not approve unauthorized purchases on a retroactive basis. Please involve Procurement Services before committing University funds.

22. Signature Authority The types of contracts discussed today are below, but a more extensive list is included in the Signature Authority policy referenced previously • Procurement of Personal Property • Sole Source Procurement of Personal Property • Professional Services • Procurement for Construction Services and Change Orders • General Services, Supplies & Commodities Not Otherwise Specifically Identified • Revenue Producing Contracts

23. Signature Authority • Forward to Procurement Services for review any contracts with: • Incomprehensible language; • Ambiguous language; or • Unclear dollar values. • Any contract that gives you any level of discomfort should be forwarded to Procurement Services. • Procurement Services will either advise you how to proceed or forward the contract to a higher authority for review.

24. Signature Authority Procurement of Personal Property • Contracts greater than $400,000 • Contracts less than $400,000

25. Signature Authority Sole Source Procurement of Personal Property of $400,000 or less • Definition of Sole Source • Up to $149,999 • From $150,000 to $399,999 • Greater than $400,000

26. Signature Authority Professional Services • Definition of Professional Services • Up to $4,999 • From $5,000 to $249,999 • From $250,000 to $399,999 • Greater than $400,000

27. Signature Authority Procurement for Construction Services and Change Orders • Involvement of FMP and/or Procurement Services

28. Signature Authority General Services, Supplies & Commodities Not Otherwise Specifically Identified in the Signature Authority • All contracts can only be made by individuals with Legal Authority to Purchase • Price negotiations and discounts are not allowed unless previously arranged through Procurement Services • Procurement Services is available to develop a procurement plan for an anticipated continuous procurement

29. Signature Authority Revenue Producing Contracts • Any amount of revenue producing contracts with entities outside of UNL must be approved by Procurement Services

30. Conflict of Interest BOR Policy 6.2.1.11.a • "No officer or employee of the University involved in an advisory or decision-making capacity relating to any University purchase and no member of his or her immediate family shall be financially interested, or have any beneficial personal interest, either directly or indirectly, in such purchase, or in any bidder, contractor, lessor or vendor for such purchase..."

31. Conflict of Interest Responsibility • The responsibility for compliance with the policy rests with both the employee-owned business and the campus department. • Employees must disclose to the department that the business is university employee-owned. The campus department is then required to obtain approval from the Vice Chancellor of Business and Finance's Office.

32. Conflict of Interest Definition of Immediate Family • "Immediate family shall mean wife, husband, children, grandchildren, parents, grandparents, brother, sister, daughter-in-law, son-in-law, guardian, ward, stepfather, stepchildren, or persons bearing the same relationship to the spouse of the employee."

33. Conflict of Interest Examples • Not Acceptable (without additional approval) - A UNL employee purchases departmental supplies from a vendor, where the UNL employee's husband receives commissions from the specific departmental purchases. • Acceptable - Outlaw Spice (See Scarlet Article from November 13, 2008)

34. Questions? Procurement Services #472-2126 Operations Analysis #472-6285

35. Jerry Welch Sourcing Specialist Procurement Services 472-5780 / jwelch2@unl.edu How To Buy Furniture

36. Furniture Procurement Process • Review • Resources • Facilities Management & Construction • Accommodation Resource Center • Procurement Services • Four Phases of the Procurement Process • Customer Feedback • Vendor Evaluation

37. Furniture Procurement Process The Procurement Services web page http://procurement.unl.edu/ provides information relating to commodity purchases, prime vendors, contracts, and contact information. There are basically (3) three options available to procure furniture and the dollar amount of the purchase will determine which option to use.

38. Furniture Procurement Process Options: • Procurement “P” card. • Procurement Bid Process for purchases expected to be >$150,000. This process will be managed by Procurement Services in cooperation with the requesting department. • Guidelines published on the Procurement web page when purchasing from “Prime Vendors” <$150,000.

39. Furniture Procurement Process There are 4 Phases: Phase 1: Project Consideration • Department - Recognized Need • Funding approval • Department “Go To” Person • FM&C Review – Web page http://fmp.unl.edu/ – 472-1550 • Accommodation Resource Center – Ergonomic – 472-5852 • Procurement Services – Phone 472-5780 – Training – Project Management

40. Furniture Procurement Process Phase 2: Quote & Vendor Selection • Interaction with Vendor base • Define needs, design, materials, colors, trim, etc. • Quote analysis • Vendor Selection – Specification acceptance

41. Furniture Procurement Process Phase 3: Purchase Order, Vendor Product Ordering, Installation • Purchase order content, product due date, warranty information • Coordinate and communicate installation process and approval • Warranty Period Phase 4: Invoice Processing, Project Closure • SAP entry - AP information • Payment

42. Furniture Procurement Process Feedback to Procurement Services • Did the vendor's product meet your expectations? (example; Quality, value for price paid etc.) • Did the vendor, employees, and/or subcontractors meet your expectations? (Example: Were they knowledgeable, courteous, professional in their discussion & actions). • Would you make a future purchases from this Vendor on behalf of UNL? • Comment:

43. By: Jim Vogal Hotels.com Program

44. Hotels.com Contact Information • Hotels.com Customer Care • Reservation changes - 800-568-1972 • Jim Vogel – 472-3330 • jvogel1@unl.edu • Kim Cheney – 472-3650 • kcheney1@unl.edu

45. Hotels.com http://travel.unl.edu > Hotels.com Reservation Program

46. Hotels.com Full Email Address Ending with @unl.edu, @unlnotes.unl.edu, @nebraska.edu Are you a travel arranger?

47. Hotels.com

48. Hotels.com Select Campus Location

49. Hotels.com An email will be sent To the traveler

50. Hotels.com First three classifications Can use the University Preferred Vendor Card Last two Classifications Must use a Personal Credit Card