Cal Poly Procurement Activities for Year-End Closing

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Cal Poly Procurement Activities for Year-End Closing. Matthew Roberts, C.P.M., CPP, MBA Director of Contracts, Procurement & Risk Management, Cal Poly State University Year-End Legal Training May 2010. Overview of Y/E Procurement Activities. Campus Business Practices Y/E Finance Team - PowerPoint PPT Presentation

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  • Cal Poly Procurement Activities for Year-End ClosingMatthew Roberts, C.P.M., CPP, MBADirector of Contracts, Procurement & Risk Management, Cal Poly State UniversityYear-End Legal TrainingMay 2010

    Year-End Legal Training

  • Overview of Y/E Procurement ActivitiesCampus Business Practices Y/E Finance TeamProcurement Y/E Closing Steps

    May 2010*Year-End Legal Training

    Year-End Legal Training

  • Campus Business PracticesYear-End Balances Roll ForwardNot the same Rule for all CSU campusesRequisitions (pre-encumbrances) removed from Balancing CalculationsMemo notation onlyMulti-Year Agreements Only funded for the current year encumbranceY/E line closed - LiquidatedNext fiscal year funds added after Y/E closingMay 2010*Year-End Legal Training

    Year-End Legal Training

  • Year-End Finance TeamY/E Finance team includes ProcurementProcurement participates in all status meetingsProcurement activities start in February annuallyFront-end efforts facilitate a smooth closingPO staff take responsibility for their agreementsMay 2010*Year-End Legal Training

    Year-End Legal Training

  • PO Closing OutlineMarchFinance issues Year-End MemoCampus cut-offs (aka, Deadlines)Start updating draft in FebruaryPO milestones through Y-E scheduledWeekly PO team meetings start upMay 2010*Year-End Legal Training

    Year-End Legal Training

  • PO Closing OutlineAprilPO staff review all Multi-years (MYs)ExpirationsExtensionsChangesPublic Works (PWs) agreements reviewedChangesClose outsExtensionsMay 2010*Year-End Legal Training

    Year-End Legal Training

  • PO Closing OutlineMayHigh Dollar Reqs are processedBid, Sole Sources, ContractsHigh Dollar Cut-off monitoredFuture Year (FY) PO process Identify and monitor FY Reqs & POsOnly place critical FY in this fiscal yearFYs processed after Y-E close May 2010*Year-End Legal Training

    Year-End Legal Training

  • PO Closing OutlineJuneReview Annual Agreements (AAs) Renew as appropriateEvaluate for possible MYsClose AAs to actuals when neededReview all open ReqsProcess or cancelReview all open orders (POs)Run Open PO Query and reviewClose and change as neededRun PO reconciliation to close danglers

    May 2010*Year-End Legal Training

    Year-End Legal Training

  • PO Closing OutlineJune continuedDaily team meetings with Finance teamReqs are continually reviewed until closingLooking for expedites and FYsPlace Low Value POsLast cut-off = First week June for POProcess final Change OrdersPlace any remaining High Dollar POs

    May 2010*Year-End Legal Training

    Year-End Legal Training

  • PO Closing OutlineJune ContinuedJune 30th (Last day activities)Between 7 am & 2 pm all PO activities completedBetween Noon & 2 pm all receiving and AP activities completedCurrent Year Purchasing Module closed at 2 pmPO runs PO Activity report and exports .csv file Between 2 & 4 pm Finance team runs GL15Between 4 & 5 pm Finance team completes all accruals5:00 pm go home

    May 2010*Year-End Legal Training

    Year-End Legal Training

  • PO Closing OutlineJuly = New YearPO staff take a well deserved vacation!The fun begins for the rest of the finance teamVery soon after that Finance team closes the campus legal books.PO staff add new lines for new fiscal year to MYsMay 2010*Year-End Legal Training

    Year-End Legal Training

  • ResourcesYear-end Memo (example)Year-end Activity Schedule (PO area) Year-end Checklist (Finance area)Open Purchase Orders Query (example) Open Purchase Order Activity Report (PS example)Departmental MY Listing (XL spread sheet)

    May 2010*Year-End Legal Training

    Year-End Legal Training

  • www.calstate.eduMay 2010*Year-End Legal Training

    Year-End Legal Training

    **The California State Universitywww.calstate.edu

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