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Comptroller of Public Accounts

Comptroller of Public Accounts. TCPPD State Use Program Training Manual. Sandy Cardiff Business Practices & Statewide Use Coordinator 512-463-3034, Fax 512-475-0851 sandy.cardiff@cpa.state.tx.us. TCPPD State Use Program Tutorial Table of Contents. Rules & Regulations Adding New Users

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Comptroller of Public Accounts

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  1. Comptroller of Public Accounts TCPPD State Use Program Training Manual • Sandy Cardiff • Business Practices & Statewide Use Coordinator • 512-463-3034, Fax 512-475-0851 • sandy.cardiff@cpa.state.tx.us

  2. TCPPD State Use Program Tutorial Table of Contents • Rules & Regulations • Adding New Users • New Reporting Overview • Entering Exceptions for Main Offices • Importing Data • Entering Exceptions for Branch Offices • Viewing Reports • Reporting Issues

  3. Section I • Rules & Regulations

  4. Exception ReportsHuman Resources Code §122.016 • Exceptions from the operation of the mandatory provisions of §122.014 may be made in any case where: • (1) under the rules of the commission, the product or service so produced or provided does not meet the reasonable requirements of the office, department, institution, or agency; or • (2) the requisitions made cannot be reasonably complied with through provision of products or services produced by persons with disabilities.

  5. Exception ReportsHuman Resources Code §122.016 (cont’d) • (b) each month, the CPA shall provide the council with a list of all items purchased under the exception provided by Subsection (a) of this section. The council shall adopt the form in which the list is to be provided and may require the list to include the date of requisition, the type of product or service requested, the reason for purchase under the exception, and any other information that the council considers relevant to a determination of why the product or service was not purchased in accordance with §122.014.

  6. Exception ReportsHuman Resources Code §122.016(cont’d) • (c) No office, department, institution, or agency may evade the intent of this section by slight variations from standards adopted by the commission, when the products or services produced or provided by persons with disabilities, in accordance with established standards, are reasonably adapted to the actual needs of the office, department, institution, or agency.

  7. Exception ReportsHuman Resources Code §122.0095 • Each state agency that purchases products or services through a program under this chapter shall: • (1) designate an agency employee to ensure that the agency complies with this chapter; and • (2) report to the commission and the council the purchase of products or services available from a central nonprofit agency or community rehabilitation program under this chapter, but purchased from another business that is not a central nonprofit agency or community rehabilitation program under this chapter.

  8. Exception ReportsHuman Resources Code §122.0095(cont’d) • (b) A report under this section may be based on a sampling of purchases by the agency in an audit conducted after the purchases. • (c) Information in the report under this section shall be included with the exception reports provided under §122.016. • The commission shall post the reports required by Subsection (a)(2) on the commission’s web site.

  9. Exception ReportsHuman Resources Code §122.0095 (cont’d) • (e) The council shall review the information contained in the reports under this section and Sections 122.012 and 122.016. The commission shall assist the council in reviewing and analyzing the reports in order to improve state agency compliance with this chapter.

  10. TCPPD State Use Program 34 TAC §20.38 • (3) Products of persons with mental or physical disabilities. A preference shall be given to manufactured products of workshops, organizations, or corporations whose primary purpose is training and employing persons with mental or physical disabilities, if the products meet state specifications as to quantity, quality, and price. Competitive bids are not required for purchases of blind-made goods or services offered as a result of efforts by the Texas Council on Purchasing from People with Disabilities, if the goods or services meet state specifications as to quantity, quality, price, delivery, life cycle costs, and costs no more than the fair market price of similar items.

  11. TCPPD State Use Program 40 TAC §189.8 • The CPA shall provide the council with a list of items known to have been purchased under the exceptions provided in subsection (c) of this section monthly, in the format adopted by the council. • The Council, subcommittee, or staff shall review and process the exception reports received from state agencies, and the commission that purchase products or services available from a central non-profit agency or community rehabilitation program under this chapter, but purchased from another business that is not a central non-profit agency or community rehabilitation program under this chapter.

  12. TCPPD State Use Program 40 TAC §189.8 (cont’d) • The Council shall coordinate with the respective employee, designated by each state agency, to assist in attaining future compliance with this chapter, when an agency makes and reports an unjustified purchase or purchases of a product available under the programs authorized by this chapter. • Council may request an Attorney General opinion prior to engaging in alternative dispute resolution.

  13. Web site Links • CPA–http://www.window.state.tx.us • Web Application Portal - https://portal.cpa.state.tx.us • or • Click on State Purchasing Tab • In Resources Section on the Left Hand Side of the Screen - Click on Purchasing Publications • Click on State Use Reports • Click on Login to State Use Reporting Portal • TCPPD–http://www.tcppd.state.tx.us • TIBH – http://www.tibh.org • Save these links in your favorites list

  14. Section II • Adding New Users

  15. CPA Web Application Portal Sign into Portal. For lost User ID/Password: enter your e-mail address below and click send.

  16. CPA Web Application Portal (cont’d) ClickPortal Administration

  17. CPA Web Application Portal(cont’d) Click Add/Edit/Delete Agency Users

  18. CPA Web Application Portal(cont’d) Click Add New

  19. CPA Web Application Portal(cont’d) Fill in information for “new user” then click Add to finalize. Super-user serves as the Security Coordinator for all portal users within an agency. Use discretion when allowing super-user status.

  20. CPA Web Application Portal(cont’d) After adding a new user, click on Portal Administration.

  21. CPA Web Application Portal(cont’d) Click on Manage Group Membership by User to grant the new user access to required applications.

  22. CPA Web Application Portal(cont’d) Ensure agency # and user name are correct. Highlight the correct group and click Add Membership

  23. Section III • New Reporting Overview

  24. TCPPD State Use ProgramNew Reporting Overview Main User (State Use Coordinator) Branch User Branch User Main User (State Use Coordinator) collects and files State Use Reports. The application used by the Main User is: TCPPD – State Use Report. Branch User files exceptions which are automatically sent and compiled with other branch offices into the State Use Report to be filed by the Main User (State Use Coordinator). The application used by the Branch User is: TCPPDDIST – State Use Reporting for Branch Offices.

  25. Section IV • Entering Exceptions for Main Offices

  26. TCPPD State Use ProgramEntering Exceptions Click TCPPD State Use Reporting to file report.

  27. TCPPD State Use ProgramEntering Exceptions (cont’d) Click Add New Reporting Period

  28. TCPPD State Use ProgramEntering Exceptions(cont’d) Be sure to read the information provided in the Field Name section so that the correct data is entered. After all data has been entered and verified – click the Approved box. This approved box must be checked in order for the report to be accepted by CPA. You will not be able to change data once the report has been approved so leave approved box unchecked until you confirm data.

  29. TCPPD State Use ProgramEntering Exceptions(cont’d) Click Add/Edit Details to begin entering exceptions. These actions areonly available for current reporting period.

  30. TCPPD State Use ProgramEntering Exceptions(cont’d) Click Add New to begin entering exceptions.

  31. TCPPD State Use ProgramEntering Exceptions(cont’d) Complete the fields on this page to enter an exception. After you have entered all required information, click Add at the bottom of this screen to record your exception. ** The bottom portion of this screen is continued on the next slide…

  32. TCPPD State Use ProgramEntering Exceptions(cont’d) **cont’d from previous slide Used to verify what branch entered the exception. If you have more than one exception to enter, click the Continue Adding box at the bottom. Click the Carry DataForward box to facilitate data entry. Remember to click Add when finished.

  33. Section V • Importing Data

  34. TCPPD State Use ProgramImporting Data Click Import Data to retrieve exceptions from branch sites.

  35. TCPPD State Use ProgramImporting Data(cont’d) Click Browse to select file. Click Column Headings Box if report contains a heading to prevent heading from being added to report. Click Upload File Data uploaded to the CPA server will be checked for validity. If ALL records confirm as valid, data will be added. To be valid, the data MUST be converted to a tab delimited file and be in the specified format. **The bottom portion of this screen is continued on the next slide……

  36. TCPPD State Use ProgramImporting Data(cont’d) • **cont’d from previous slide • Sample Import File – provided for viewing a sample report. • Excel Export Help – illustrates how to alter a file before it can be added to the report.

  37. TCPPD State Use ProgramImporting Data(cont’d) Once you have uploaded the data, any errors will be displayed in this format. Provided the data is successfully uploaded, it will be added to the report.

  38. Section VI • Entering Exceptions for Branch Offices

  39. TCPPD State Use ProgramEntering Exceptions for Branch Offices To report exceptions from a Branch Office use this application.

  40. TCPPD State Use ProgramEntering Exceptions for Branch Offices(cont’d) Click Add/Edit Exceptions. Branch offices have the ability to Add/Edit details when reporting exceptions. Branch offices do not have the ability to enter a new reporting period, edit/delete other branch office data, or import data.

  41. TCPPD State Use ProgramEntering Exceptions for Branch Offices(cont’d) Once the main user has approved the report, Branch offices are unable to accessAdd/Edit Exceptions or Delete/Edit Period.

  42. TCPPD State Use ProgramEntering Exceptions for Branch Offices(cont’d) The above window displays after Add/Edit Exceptions is clicked. Click on Add New to begin entering exceptions.

  43. TCPPD State Use ProgramEntering Exceptions for Branch Offices(cont’d) Complete the fields on this page to enter an exception. After you have entered all required information, click Add at the bottom of this screen to record your exception. **The bottom portion of this screen is continued on the next slide…

  44. TCPPD State Use ProgramEntering Exceptions for Branch Offices(cont’d) **cont’d from previous slide Used to verify what branch entered the exception. If you have more than one exception to enter, click the Continue Adding box at the bottom. Click the Carry DataForward box to facilitate data entry. Remember to click Add when finished.

  45. Section VII • Viewing Reports

  46. TCPPD State Use ProgramImporting Data To view uploaded and branch site data, click either Exception Report or Add/Edit Exceptions. Once the Main User has approved the report, the Branch user is unable to Add/Edit Exceptions.

  47. TCPPD State Use ProgramViewing Exception Report Use this screen to view, edit, copy or delete information.

  48. TCPPD State Use ProgramViewing Exception Report (cont’d) This screen displays, after clicking Exceptions Report.

  49. TCPPD State Use ProgramViewing Reports www.window.state.tx.us/procurement/pub/state-use-report/state-use-rpts

  50. TCPPD State Use ProgramViewing Reports(cont’d) Click here to choose and view various reports

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