OFFICE OF THE ASSISTANT VICE CHANCELLOR - BUSINESS AND FINANCIAL SERVICES
DISBURSEMENTS DIVISION
PURCHASING DIVISION
September 19, 1997
KEY ADMINISTRATORS/KEY SUPPORT STAFF
Subject: Procurement Information Forums - Clarification of Forum Times
We are distributing this notice again to clarify the dates, times and locations for the forums. Please note that there are three forums, lasting no more than 1 1/2 hours each.
---------------------------------------------------------------------------- We all recognize that ordering and paying for materials and services by departmental buyers is a significant part of UCSD's overall procurement activity. During the past year, a focused effort has been placed on developing and enhancing procurement processes at UCSD. Results of these efforts include the planned increase in the departmental purchasing authority to $2500, the Express Card program (procurement card), and the Express Procurement Information Center (EPIC).
Three procurement forums have been scheduled so that you can learn more about these and other procurement initiatives. Everyone is invited, and those involved with any aspect of the procurement process should plan to attend one of the sessions:
Tuesday Sept. 23 9:00 - 10:30 A.M. Center Hall, Rm109 UCtr Thursday Sept. 25 1:00 - 2:30 P.M. Garren Auditorium, SOM Thursday Oct. 2 9:00 - 10:30 A.M. SIO Hubbs Hall Conf. Room
Highlights of the major forum topics...
INCREASE OF DEPARTMENTAL PURCHASING AUTHORITY TO $2500:
In compliance with the UC policy, it is planned to increase the delegation of purchasing authority from $500 to $2500 for low dollar value, high volume purchases. Restrictions and limitations to this authority are listed at (http://www-bfs.ucsd.edu/pur/services/pursvcs/restrict.htm). Plans to implement the increased departmental purchasing authority, and requirements for integrating departmental business systems to support this increased authority, will be presented at the forums and through subsequent campus notices.
EXPRESS CARD (PROCUREMENT CARD):
An overview about Express Card will be presented which will address the plan for a campus wide roll-out. The Express Card allows authorized UCSD buyers to use a procurement card to purchase routine, low dollar supplies and services that are currently being processed using a departmental low value purchase order, personal reimbursements, blanket purchase order releases, and petty cash.
Using Express Card benefits all:
- providing flexibility when dealing with low dollar, high volume transactions - streamlining the acquisition process
- reducing paperwork and on-line IFIS processing for customers, Purchasing, and Disbursements
- expediting deliveries to the requester
- providing prompt payment to the supplier within 48 hours of the transaction
One of the important aspects about Express Card roll-out is our plans to provide training to departmental administrators and cardholders. This training will offer both functional and procedural information about departmental purchasing authority and use of the Express Card. The roll-out of the Express Card program will be phased-in to accommodate availability of staff resources who offer this training. Guidelines regarding how to measure departmental readiness for the Express Card program will be presented at these forums. We invite the campus to visit our Express Card planning web site for more information about this beneficial procurement tool at ( http://www-bfs.ucsd.edu/teams/ecap/ ).
EXPRESS PROCUREMENT INFORMATION CENTER (EPIC):
EPIC is a web-based reference point to an electronic procurement center which delivers information, management tools, and provides news about Express Order and the Express Card. This site is currently under development but you will be introduced to the initial components at the forum. We also invite you to visit this site in advance of the forums at http://bfsweb2.ucsd.edu/epic/.
CHECK STOREHOUSE FIRST FOR BEST VALUE:
UCSD's Storehouse is often the best place to purchase office, computer, furniture, ergonomic, scientific and research products. The Storehouse offers not only competitive prices, but also eliminates the cost and time associated with shopping for products, traveling to vendor sites, shipping costs, handling costs, and costs associated with processing lvpo's and paying invoices. Please visit UCSD Storehouse web site for more information about product and price offerings at http://www-bfs.ucsd.edu/mss/mssord.htm.
These forums will provide lots of valuable information and there will be handouts, promotional give-away items, testimonials, and a moderated panel discussion to address issues of concern and questions.
We look forward to this opportunity to meet you and to show you how these programs will favorably affect the way in which departmental buyers, administrators, faculty and staff procure goods and services.
Linda Collins, Purchasing Faye McCullough, Disbursements