Contracts, Procurement, and Risk Management (CPRM)

Wednesday, March 10, 20109:00 a.m.

Open Forum

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

Year-end Review

Imaging

Driving Tips

Field Trip Review

P-card Update

Accessibility Update

Department Spending

Website Updates

Q & A

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

ImagingBrenda Tesch

CPRM going paperlessImaging 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.

Vehicle Usage TipsGreg MelnykOn State or University businessApproved University drivers onlyEnterprise car, van and small truck rentalRental vehicles may not leave the stateTo take a rental vehicle out of state –

contact Procurement for arrangementsFor large truck rentals from Enterprise or

any other rental agencies – contact Procurement for arrangements

Handout of draft for Vehicle Usage Tips

LearnerWeb

DepartmentalSpending ReviewContact Greg/Brenda in ProcurementGive 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

Departmental Spending ReviewCampus and system wide contracts OfficeMax (by user)P-card (by user)Fixed expenses (copiers, service contracts)State/University entitiesPO’s and otherStaff reimbursementsTravel

Sample Departmental SpendingTravel

OfficeMax

Misc other

Campus contracts

P-Card

Staff

State

Fixed

OfficeMax

Misc other

Campus contracts

P-Card

StaffState Fixed

Sample Departmental Spending

Transportation ~ our most common riskDriver formsPlanningSupervision

Field Trip ReviewDavid Carroll

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

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

Supervision

Maintain the inventorySet clear expectationsPlan for a successful tripStick to the plan

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

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

New P-CardMatt Roberts

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

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

AFD Customer Connection

Website UpdatesAshleigh Lee

CPRM Website

Website Updates

Procurement CSU Policy Manual Trademark Licensing

Risk Management Special Events Foreign Travel Field Trips

Small Business & DVBE InformationFuture: Driving Tips

Website Updates

Questions?

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