Contracts, Procurement, & Risk Management

Open forumOCTOBER 11, 2011Contracts, Procurement, & Risk Management

1AgendaIntroduction Auto Inspections & Repair ProgramHow to BuyEvents Planning Process Copier Program UpdateReminders- Zip Cars, Ipads, Volunteers

Q&ACal Polys Vehicle FleetDecentralized fleet All departments are responsible for meeting the minimum requirementsState 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

During this training we will (read bullets)

3Minimum Vehicle RequirementsPreventative 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.Using Cal Poly vs. University ContractMaintenance & RepairsSeveral 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

University ContractsPreventative MaintenanceSmogAnnual InspectionsRepairs

Services beyond capabilities of Transportation Services include:TowingUpholsteryWindshields

Your ResponsibilityMake sure all dept. vehicles are being properly inspected annuallyAll documentation of repairs are being sent to Transportation ServicesYou 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#MaintenanceVehicle use logs are complete and maintained by the department. Retain for 7 years after vehicle disposal.

Contact for QuestionsSpecific Vehicle and Transportation Related questions contact:

Skip Montgomery at 6-6022Jim Cullins at 6-2452Kevin Shaw at 6-5206

As procedures are updated or added to the inventory all shop supervisors and leads will be notified of the changes. They will then be added to the O drive, online, and to each shop binders. The shop supervisors and leads will be presenting any new or updated procedures during your biweekly shop safety meetings.8How to Buy Overview

Goods $50.00Goods $3500.00 (No Services)Services $3500.00Goods & Services $3500Petty CashDirect Pay FormDirect Pay FormLimited UsePlease refer to the direct pay formProCardProCardProcard Off Campus OnlyPlease refer to ProCard HandbookUniversity ContractUniversity ContractUniversity ContractRequisitionRequisitionRequisitionRequisitionRequisition EnhancementYou 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!

ProCard & Hospitality Reminder No Hospitality Charges on the Procard

Regardless of the Funding SourceFor Example: No Awards No Flowers No Gifts No Food No Drinks

Direct Pay Form/Guest Lecturer http://www.afd.calpoly.edu/fiscalservices/forms.asp

University ContractsUniversity 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 orderMark 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.

University Contracts

University ContractsUniversity Contracts-ExamplesFisher Scientific

Villa Automotive, Perry Ford Kens Auto Body, SLO Tow

Ring 2 Audio Conferencing

Dining Services-Cal Poly Corp.

Events Planning 101Scenario: A dept head asks you to make arrangements for a team to come to Cal Poly to review your departments 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 For the new folks in the audience and I look around the room and in only 5 short years of being here, I do see a lot of new faces, Id like to introduce you to the Events Planning brochure that we made available a few years ago. For those of you whove been here and heard this presentation before I hope you take away some new bit of information that will help you do your jobs a little bit more easily, effectively and efficiently.

17University Sponsored EventsIdentify what you knowOutline what details you HAVE been givenWhat details are missing?

For On-Campus events, meetings, etc. START with University Scheduling

For Off-Campus events, meetings, etc.Start by contacting CPRMPlanning then - PaperworkPerform a risk management review

Ask for written proposals and review them

Send to CPRM and well sign off on them for you

Follow up with payment processing after contract is approved.

Reminders from MattCal Poly has many different ways to buy thingsDepends on what it isHow much it costsWhen and where we need itContracts, Procurement & Risk Mgt (CPRM) is the place to startCall and ask questionsExt 6-2232email questions toPurchasing@calpoly.eduMore RemindersZip CarsBusiness (Cal Poly) and Personal programs availableVolunteer formsGo to CPRM (Risk Management)iPad purchase processNew simplified process http://servicedesk.calpoly.edu/content/mobiledevice/ipad

Risk Management Open ForumNov 9, UU 220, 10:00 amUniversity ContractsMany are set up already and more will be Event PlanningDefault is University Event for things department puts onBrand LicensingUse CLC licensed vendors for any apparelQ&AQuestions?You can find a copy of this PowerPoint presentation on our website at www.afd.calpoly.edu/cprm Thank you for attending!