welcome to the bcug business community users group meeting tuesday, march 22, 2011
TRANSCRIPT
Welcome to the BCUG
Business Community Users Group Meeting
Tuesday, March 22, 2011
Agenda
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Topic Presenter
Lora Meyers & UNL Access Management Program………........Sara Barent
Procurement Fiscal Year Deadlines…..….…Carl Hutchison
Deb Dahlke & Signature Authority & Conflict of Interest.......Carl Hutchison
How To Buy Furniture………….………………....Jerry Welch
Hotels.com Program………………………………..Jim Vogel
Adobe Connect
Recording will be available on-line Screen size can be adjusted using the
buttons found in the lower left hand corner
Participants can use the “chat” function to ask questions of the presenter
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Scale to fit Scroll
http://breeze.unl.edu/bcug Participants can connect live from their office computer
to see and hear presentation in real time
UNL Access UNL Access Management Management ProgramProgram
Lora Meyers Lora Meyers - Building Access Specialist Sara Barent Sara Barent - Building Access SpecialistJulie Dosch Julie Dosch - Communications Supervisor
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UNL Key/Facility Access Policy
““The University of Nebraska-Lincoln The University of Nebraska-Lincoln developed this policy to ensure developed this policy to ensure reasonable access to its Lincoln reasonable access to its Lincoln
campus facilities while maintaining campus facilities while maintaining appropriate levels of security.”appropriate levels of security.”
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UNL Departments
Building Systems Maintenance: Building Systems Maintenance: Createsphysical keys, and installs door locks and card readers.
Police Department: Police Department: Maintain official records of High Security assignments and manage the centralized database used to track and order department issued keys. All key requests and card access requests will be
processed online through the Access Management Program.
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Definitions Authorized PersonAuthorized Person: UNL person granted
departmental authority to have access to areas within their departmental control, in order to perform the necessary functions of their job
High Security Access: High Security Access: Areas requiring tighter access or restrictions (for example: exterior doors)
Interior Key: Interior Key: Key that provides access to interior space Key Manager: Key Manager: Designated person to manage and control keys and access to specific departments
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High Security Access
High Security Access is issued by UNL PoliceHigh Security Access is issued by UNL Police1. Building Access Request to UNL Police
Submitted by Key Manager with name of person requiring access This named person is responsible for obtaining the High Security Key from UNL Police
2. Deans / Directors are responsible for approving High Security Access
3. Electronic High Security Access will be granted by UNL Police via NCard
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Non-High Security Access
Key Managers will request Interior Keys and Card Access for areas assigned to their department
Key Managers distribute and manage interior keys for department personnel Key Managers are responsible for tracking the
key distribution to its personnel Key Manager submits a building access request with
the department’s cost object to UNL Police via the Access Management Program
Issued Interior Keys will be picked up from UNL police by the requesting department’s Key manager(s)
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On-line Site UNL Login: my.unl information Username: unique to each person Password: unique to each user
Forgot password/username helps in red at bottom of page
https://scsapps.unl.edu/keyappweb/login.aspx
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Personnel Responsibilities
Protect NCard and Keys from theft or loss Do Not Duplicate, loan or allow others to use keys or
NCard for entry Assure doors are relocked after entering or leaving Assume responsibility for the conduct of any person
the key holder allows to enter a locked facility Immediately notify UNL Police of NCard or key loss Return keys to designated department on demand
and prior to separation from the University
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QuestionsPolicy HighlightsLogin/OutOrdering KeysChecking Out/In KeysReportsProblem ReportingTroubleshooting Contacts
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Contact Information
Lora Meyers [email protected]
Sara Barent [email protected]
Julie Dosch [email protected]
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ProcurementProcurementFiscal Year DeadlinesFiscal Year Deadlines
2010-2011
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April Deadline
s April 29-Last day for submitting Requisitions to
Procurement Services for items needing Board of Regents approval and encumbrance in FY 2010-11 (over $400,000)
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May 13-Last day for Requisitions to be received in Procurement Services for items requiring a SEALED BID (over $150,000)
May 20-Bid Specifications for SEALED BIDS due at the bid desk.
May 30-Last day for Requisitions to be received in Procurement Services for items requiring vendor QUOTATIONS less than $150,000
May Deadline
s
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June 17th-Last day to receive Requisitions in Procurement Services (or appropriate Store) for inclusion in FY 2010-2011 business.
June 30th-3:00 pm cut off for end-users to CREATE Purchase Orders online for FY 2010-2011 business NOTE: Delivery date must be no later than June 30 for
encumbrance in FY 2010-2011 business. All invoices parked June 30 thru July 12 for FY 2010-2011 must have a posting date of June 30, 2011 in period 12.
June Deadline
s
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Specific questions related to PO documents (Requisition, Purchase Orders, Framework Orders,
Commitment/Removal of Funds, etc.)
should be referred to
Martha Young (472-5050)
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Signature Authorityand Conflict of Interest
Deb Dahlke and Carl Hutchison
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WebsitesWebsitesSignature Authority - Signature Authority - http://bf.unl.edu/policies/bf/
SignatureAuthority.pdf
Procurement policies - Procurement policies - http://bf.unl.edu/policies/procurement/
Board of Regents Policy Prohibiting Purchases Board of Regents Policy Prohibiting Purchases for Personal Use - for Personal Use - http://nebraska.edu/docs/board/RegentPolicies.pdf
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Signature Authority
Legal Authority to Purchase Legal Authority to Purchase Only those individuals specifically designated
in writing by the Board of Regents can authorize purchases. Procurement Services will not approve unauthorized purchases on a retroactive basis. Please involve Procurement Services before committing University funds.
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Signature Authority
The types of contracts discussed today are below, but a more extensive list is included in the Signature Authority policy referenced previously
Procurement of Personal Property Sole Source Procurement of Personal Property Professional Services Procurement for Construction Services and
Change Orders General Services, Supplies & Commodities Not
Otherwise Specifically Identified Revenue Producing Contracts
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Signature Authority
Forward to Procurement Services for review any contracts with: Incomprehensible language; Ambiguous language; or Unclear dollar values.
Any contract that gives you any level of discomfort should be forwarded to Procurement Services.
Procurement Services will either advise you how to proceed or forward the contract to a higher authority for review.
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Signature Authority
Procurement of Personal Property Procurement of Personal Property Contracts greater than $400,000 Contracts less than $400,000
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Signature Authority
Sole Source Procurement of Personal Sole Source Procurement of Personal Property of $400,000 or lessProperty of $400,000 or less
Definition of Sole SourceUp to $149,999From $150,000 to $399,999Greater than $400,000
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Signature Authority
Professional ServicesProfessional ServicesDefinition of Professional ServicesUp to $4,999From $5,000 to $249,999From $250,000 to $399,999Greater than $400,000
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Signature Authority
Procurement for Construction Services and Procurement for Construction Services and Change OrdersChange Orders
Involvement of FMP and/or Procurement Services
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Signature Authority
General Services, Supplies & Commodities General Services, Supplies & Commodities Not Otherwise Specifically Identified in the Not Otherwise Specifically Identified in the Signature Authority Signature Authority
All contracts can only be made by individuals with Legal Authority to Purchase
Price negotiations and discounts are not allowed unless previously arranged through Procurement Services
Procurement Services is available to develop a procurement plan for an anticipated continuous procurement
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Signature Authority
Revenue Producing ContractsRevenue Producing ContractsAny amount of revenue producing contracts
with entities outside of UNL must be approved by Procurement Services
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Conflict of Interest
BOR Policy 6.2.1.11.aBOR Policy 6.2.1.11.a"No officer or employee of the University
involved in an advisory or decision-making capacity relating to any University purchase and no member of his or her immediate family shall be financially interested, or have any beneficial personal interest, either directly or indirectly, in such purchase, or in any bidder, contractor, lessor or vendor for such purchase..."
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Conflict of Interest
ResponsibilityResponsibilityThe responsibility for compliance with the
policy rests with both the employee-owned business and the campus department.
Employees must disclose to the department that the business is university employee-owned. The campus department is then required to obtain approval from the Vice Chancellor of Business and Finance's Office.
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Conflict of Interest
Definition of Immediate FamilyDefinition of Immediate Family"Immediate family shall mean wife, husband,
children, grandchildren, parents, grandparents, brother, sister, daughter-in-law, son-in-law, guardian, ward, stepfather, stepchildren, or persons
bearing the same relationship to the spouse of the employee."
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Conflict of Interest
ExamplesExamples Not Acceptable (without additional approval) -
A UNL employee purchases departmental supplies from a vendor, where the UNL employee's husband receives commissions from the specific departmental purchases.
Acceptable - Outlaw Spice
(See Scarlet Article from
November 13, 2008)
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Questions?
Procurement Services #472-2126
Operations Analysis #472-6285
Jerry Welch Sourcing Specialist Procurement Services472-5780 / [email protected]
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How To Buy FurnitureHow To Buy Furniture
ReviewResources
Facilities Management & ConstructionAccommodation Resource Center Procurement Services
Four Phases of the Procurement ProcessCustomer Feedback
Vendor Evaluation36
The Procurement Services web page http://procurement.unl.edu/ provides information relating to commodity purchases, prime vendors, contracts, and contact information.
There are basically (3) three options available to procure furniture and the dollar amount of the purchase will determine which option to use.
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Options:1. Procurement “P” card.
2. Procurement Bid Process for purchases expected to be >$150,000. This process will be managed by Procurement Services in cooperation with the requesting department.
3. Guidelines published on the Procurement web page when purchasing from “Prime Vendors” <$150,000.
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There are 4 Phases:Phase 1: Phase 1: Project Consideration
Department - Recognized Need Funding approval Department “Go To” Person FM&C Review – Web page http://fmp.unl.edu/ –
472-1550 Accommodation Resource Center – Ergonomic –
472-5852 Procurement Services – Phone 472-5780 –
Training – Project Management39
Phase 2: Phase 2: Quote & Vendor Selection Interaction with Vendor base Define needs, design, materials, colors, trim, etc. Quote analysis Vendor Selection – Specification acceptance
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Phase 3: Phase 3: Purchase Order, Vendor Product Ordering, Installation Purchase order content, product due date,
warranty information Coordinate and communicate installation
process and approval Warranty Period
Phase 4:Phase 4: Invoice Processing, Project Closure SAP entry - AP information Payment
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Feedback to Procurement Services Did the vendor's product meet your expectations?
(example; Quality, value for price paid etc.) Did the vendor, employees, and/or subcontractors
meet your expectations? (Example: Were they knowledgeable, courteous, professional
in their discussion & actions). Would you make a future purchases from this Vendor on behalf of UNL? Comment:
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By: Jim Vogal
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Contact InformationHotels.com Customer Care
Reservation changes - 800-568-1972
Jim Vogel – 472-3330 [email protected]
Kim Cheney – 472-3650 [email protected]
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http://travel.unl.edu > Hotels.com Reservation Program
Full Email AddressEnding with @unl.edu,@unlnotes.unl.edu,@nebraska.edu
Are you a travel arranger?
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Select CampusLocation
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An email will be sentTo the traveler
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First three classifications Can use the UniversityPreferred Vendor Card
Last two ClassificationsMust use a Personal
Credit Card
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Required FieldsCC# no spaces or dashes
1234567890SAP Trip # optional
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Select or add Traveler
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CC# no spaces or dashes
1234567890
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Since this is a personal reservation, you will use a personal credit
card
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Since this is a personal reservation, you will use a personal credit
card
Enter City and State
No Children Allowed on University Business
If more than onePerson in room
List name, email later
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Enter Holiday Inn
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Read Cancelation Policy
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Add other roommates With Name and
Full email address
“Jim Vogel” <[email protected]>Preferred
Vendor Card
Cancelation Policy
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Hotel FolioWhen the traveler arrives at the hotel to
check-in there will be a zero balance on the Hotel room folio
Traveler will need personal credit card for Meals/Internet charges
Only the other charges will show on the Hotel room folio
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Posting of charges – Thursday of the following week.
Changes or Cancelation of Hotel roomCancel Hotel ReservationBook new Hotel Room
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Thanks for Attending!Thanks for Attending!
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The next BCUG meeting will be
May 24, 2011May 24, 2011
University of Nebraska–Lincoln
Adobe Connect recording and PowerPoint will be available on SAPPHIRE under Reference Guides:
http://sapphire.nebraska.edu