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Open Forum. Contracts, Procurement, and Risk Management (CPRM). Wednesday, March 10, 2010 9:00 a.m. 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. Accessibility Update

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Contracts, Procurement, and Risk Management (CPRM)

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Contracts procurement and risk management cprm

Open Forum

Contracts, Procurement, and Risk Management (CPRM)

Wednesday, March 10, 2010

9:00 a.m.

Credit cards

Credit cards

  • A love - hate relationship

My niece loved it

My niece loved it

My brother in law hated it

My brother in-law hated it

Our amex p card

Our Amex P-Card

  • A love - hate relationship

Topics of the day

Topics of the Day

  • Accessibility Update

  • Department Spending

  • Website Updates

  • Q & A

  • Year-end Review

  • Imaging

  • Driving Tips

  • Field Trip Review

  • P-card Update

Year end review georgia wells

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

Imaging brenda tesch

ImagingBrenda Tesch

  • CPRM going paperless

  • Imaging 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 [email protected], with reference to requisition # in the Subject field, by end-user.

Vehicle usage tips greg melnyk

Vehicle Usage TipsGreg Melnyk

  • On State or University business

  • Approved University drivers only

  • Enterprise car, van and small truck rental

  • Rental vehicles may not leave the state

  • To take a rental vehicle out of state – contact Procurement for arrangements

  • For large truck rentals from Enterprise or any other rental agencies – contact Procurement for arrangements

  • Handout of draft for Vehicle Usage Tips



Departmental spending review

DepartmentalSpending Review

  • Contact Greg/Brenda in Procurement

  • Give 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 review1

Departmental Spending Review

  • Campus and system wide contracts

  • OfficeMax (by user)

  • P-card (by user)

  • Fixed expenses (copiers, service contracts)

  • State/University entities

  • PO’s and other

  • Staff reimbursements

  • Travel

Sample departmental spending

Sample Departmental Spending

Sample departmental spending1

Sample Departmental Spending

Field trip review david carroll

Field Trip ReviewDavid Carroll

  • Transportation ~ our most common risk

  • Driver forms

  • Planning

  • Supervision



  • 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

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



  • Maintain the inventory

  • Set clear expectations

  • Plan for a successful trip

  • Stick to the plan

For more information

For more information …

  • Review field trip procedures:

  • Risk Management:

  • International Education programs


New p card matt roberts

New P-CardMatt Roberts

  • 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

Accessibility update brenda tesch mary shaffer

CSU Projects and Resources

VPAT Database - Email [email protected] to request access to

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

CSU ATI Coded Memorandum Revision

Accessibility UpdateBrenda Tesch, Mary Shaffer

Accessibility update

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

Website updates ashleigh lee

Website UpdatesAshleigh Lee

  • AFD Customer Connection

Website updates

Website Updates

  • CPRM Website

Website updates1

Website Updates

  • Procurement

    • CSU Policy Manual

    • Trademark Licensing

  • Risk Management

    • Special Events

    • Foreign Travel

    • Field Trips

  • Small Business & DVBE Information

  • Future: Driving Tips



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