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.
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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