Print/Copy Mail Services Vice President FAOAR
Changes
Tracking High-Risk Minor Equipment
Commodity Codes
PSC
Long Form Changes
New
Training Classes
Travel Updates
Oregon Administrative Rules 571 (OAR) Changes
Anticipate approximate September 1 effective date
Competition Limits
Current Proposed
Direct Buy < $5,000 < $50,000
Informal Competition $5,000 < $25,000 PSC $50,000 < $200,000
$5,000 < $50,000 goods
& services
Formal Competition above informal limits
New section for Professional Service Contracts (PSC)
Policy and Procedures
Purchase Order requirements
Contract approvals and routing
Purchasing using contracts and preferred vendors
Feedback
Sign up sheet - put yes and email address if willing to meet with us
Tracking and Monitoring High-Risk Minor Equipment
Concerns with current practice
Policy is very vague
Encourages department to track
Does not specifically identify what to track
Requires departments to come up with their own method to track
Does not allow for efficient central monitoring
Internal Audit Recommendation
Develop a university wide policy that requires tracking specific types of high-risk minor equipment.
Reasons to track high-risk minor equipment
Safeguard university assets that are portable and easily misplaced or stolen
Improve accuracy of reporting for insurance purposes
Improve ability to comply with federal reporting requirements
Provide information about the purchasing cycle and useful life of specified equipment
Provide ability to monitor disposition of regulated waste
Current challenges
Commodity codes must be developed and consistently used
How to update commodity codes for procurement card purchases
Commodity Codes
What are Commodity Codes used for?
Commodity codes track purchases.
High level providing general information such as “office supplies”.
Detail level such as “red pens”.
Why do we want commodity Codes for UO purchases?
Provide useful information to support strategic purchasing decisions.
Accommodate asset-tracking requirements for high-risk items.
Facilitate use of state contracts.
What is wrong with our current commodity code system?
Does not provide meaningful information because of how we use the system. Users have the option to type in a description and not use a number.
Needs to be updated.
Too many codes, digits and descriptions. We have 500 codes of 5 or 8 digits and over 4000 written descriptions.
What have we considered previously?
Considered NIGP 5 digit commodity code system.
Received campus input and reevaluated how to accommodate user needs and purchasing goals.
What is our proposal and plan?
Use NIGP 3 digit code and add specific additional codes as needed.
Implement July 1st, 2006.
Commodity Codes vs. Account Codes Example
Professional Services Contract – Long Form >$5,000
Background
Change to our own OARs
Revised short form PSC for under $5,000.
Desire to improve long form PSC
Campus users group reviewed and provided feedback
Goals
Reduce the amount of paper used.
Reduce duplication & streamline where possible.
Increase the ease of using the documents.
Increase clarity.
Update content to reflect statue, rule or policy changes.
Results
More “white” space around text.
More “check-boxes” to answer questions.
Continued use of on-line and fill-able fields.
Selection form reduced to one page.
Amendment form reduced to one page.
Future Revisions
Your feedback after using forms
Legislative or policy changes in the future (new UO OARs)
Navigation Overview Classes
June 6 Tuesday, 3pm - Walnut Room
June 13
Tuesday, 9:30am - Walnut Room
Training Program and New Classes
Travel
Travel Form – Signature Block
Procedures for comparison quotes
Travel policy and procedures review