1 APS’ Customer Advisory Group Meeting/Training November 4, 2004.

11

APS’ Customer Advisory APS’ Customer Advisory Group Meeting/TrainingGroup Meeting/Training

November 4, 2004November 4, 2004

22

AgendaAgenda

• Opening CommentsOpening Comments

• Annual Inventory Annual Inventory – Becky Franklin & Mary Ann Howard, APSBecky Franklin & Mary Ann Howard, APS

• Right Sizing InitiativeRight Sizing Initiative – Paula Miner, OTISPaula Miner, OTIS

• Keeping Facility ServicesKeeping Facility Services “in the loop” “in the loop” – Michelle Herold-Oliver, Facility ServicesMichelle Herold-Oliver, Facility Services

• Procard Process is ChangingProcard Process is Changing – – Phase I of II Phase I of II – Jenny Murphy, Becky Franklin, and Michael Valdez, APSJenny Murphy, Becky Franklin, and Michael Valdez, APS

• Update on Initiatives and Helpful Update on Initiatives and Helpful SuggestionsSuggestions

33

Opening CommentsOpening Comments

• Employee Changes in APSEmployee Changes in APS– Rita George, moved into our Rita George, moved into our

Administrative Associate position when Administrative Associate position when Orlando Castenada transferred to OFPC.Orlando Castenada transferred to OFPC.

– Michael Valdez, moved into our Senior Michael Valdez, moved into our Senior Accountant position.Accountant position.

– Kim Tucker, ORM, will take an Kim Tucker, ORM, will take an Accounting Assistant position with APS Accounting Assistant position with APS on November 17.on November 17.

44

ChancellorMark Yudof

Vice Chancellor for AdministrationTonya Brown

Assistant Vice Chancellor for Administration

vacant

Assistant Director of APSJenny Murphy

BuyerKyle Hayes

Supervisor of Accounts PayableBecky Franklin

Administrative AssociateRita George

Accounting AssistantMary Ann Howard

Senior AccountantMichael Valdez

Accounting AssistantKim Tucker

Accounting AssistantJennifer Ramos

Accounting AssistantBecky Mendez

Clerical Assistant (75%)

Sally Rankin

APS Organizational Chart

55

Annual InventoryAnnual Inventory

• Results from 2004 Annual InventoryResults from 2004 Annual Inventory

• 2005 Annual Inventory2005 Annual Inventory

• Materials are included in your folder.Materials are included in your folder.

Presenters & Contacts:Presenters & Contacts:

Becky Franklin, Becky Franklin, APS Accounts Payable Supervisor (4579)APS Accounts Payable Supervisor (4579)

Mary Ann Howard, Mary Ann Howard, APS Accounting Assistant (4572)APS Accounting Assistant (4572)

66

Right Sizing InitiativeRight Sizing Initiative

Presenter & Contact:Presenter & Contact:

Paula MinerPaula MinerManager, Information Technology SupportManager, Information Technology Support

Office of Information ResourcesOffice of Information Resources512-499-4597512-499-4597

[email protected]@utsystem.edu

77

Keeping Facility Services Keeping Facility Services “in the loop”“in the loop”

Presenter & Contact:Presenter & Contact:

Michelle Herold-Olivier Michelle Herold-Olivier Senior Interiors Coordinator Senior Interiors Coordinator

Facilities ServicesFacilities Services

322-3703 322-3703

[email protected]@UTSYSTEM.EDU

88

The Procard Process is The Procard Process is Changing – Changing – Phase I of IIPhase I of II

• Phase I – Phase I – Awareness & TrainingAwareness & Training

• Phase I Implementation:Phase I Implementation: November November 20042004

99

The Procard Process is The Procard Process is Changing – Changing – Phase II of IIPhase II of II

• Phase II –Phase II – DEFINE Coding and DEFINE Coding and ApprovalApproval

• Phase II Implementation Date:Phase II Implementation Date:– This will vary by department. Michael This will vary by department. Michael

Valdez, APS, will work with appropriate Valdez, APS, will work with appropriate individuals from each department to individuals from each department to implement the process. He will begin implement the process. He will begin setting up meetings in November.setting up meetings in November.

1010

What you need to know when you What you need to know when you leave the training/meeting today:leave the training/meeting today:

– Processing and approving Procard and Processing and approving Procard and Office Depot transactions (aka VP7s) will Office Depot transactions (aka VP7s) will be the responsibility of System be the responsibility of System Administration departments.Administration departments.

– Phase I of II is in progress.Phase I of II is in progress.

1111

What you need to know when you What you need to know when you leave the training/meeting today leave the training/meeting today (cont.):(cont.):• Summary of Phase I:Summary of Phase I:

– Phase I begins with the VP7 documents that APS Phase I begins with the VP7 documents that APS will receive, via DEFINE, from U. T. Austin on will receive, via DEFINE, from U. T. Austin on November 8November 8thth or 9 or 9thth..

– APS has training scheduled with Procard holders APS has training scheduled with Procard holders on November 10on November 10thth and at that time, APS will return and at that time, APS will return all documentation that we have received for all documentation that we have received for procard transactions that have not been approved procard transactions that have not been approved in DEFINE.in DEFINE.

– A A Procard Authorization Form Procard Authorization Form is no longer required is no longer required or desired on the front of every procard purchase. or desired on the front of every procard purchase.

– A NEW A NEW Monthly Procard Transaction Log Monthly Procard Transaction Log needs to needs to be maintained by your department.be maintained by your department.

1212

What you need to know when you What you need to know when you leave the training/meeting today leave the training/meeting today (cont.):(cont.):

• Summary of Phase I Summary of Phase I (cont.):(cont.):

– Your department needs to enter an Your department needs to enter an object code for each transaction on the object code for each transaction on the procard log before submitting the log procard log before submitting the log and other supporting documentation to and other supporting documentation to APS. The deadline is November 16.APS. The deadline is November 16.

– All approvals should be documented All approvals should be documented when the information is submitted to when the information is submitted to APS.APS.

1313

What you need to know when you What you need to know when you leave the training/meeting today leave the training/meeting today (cont.):(cont.):

• Summary of Phase I Summary of Phase I (cont.):(cont.):

– APS will review your support and object codes. APS will review your support and object codes. An APS contact will call to discuss any changes An APS contact will call to discuss any changes to the object codes that are necessary and to the object codes that are necessary and why. This type of dialogue should continue why. This type of dialogue should continue going forward as your procard holder or going forward as your procard holder or designated employee learns object codes.designated employee learns object codes.

– APS will enter the codes and final approve your APS will enter the codes and final approve your procard and office depot transactions in procard and office depot transactions in DEFINE, while your department is in Phase I.DEFINE, while your department is in Phase I.

1414

Object Code Training & Object Code Training & ResourcesResources

• Becky Franklin’s KnowledgeBecky Franklin’s Knowledge• There are a set of “most commonly There are a set of “most commonly

used” object codes used for Procard used” object codes used for Procard and Office Depot transactions.and Office Depot transactions.

• Use DEFINE resources.Use DEFINE resources.• If you have questions after checking If you have questions after checking

these resources please call an APS these resources please call an APS employee for assistance. employee for assistance.

1515

Examples of ?’s to Consider Examples of ?’s to Consider before sending the support for before sending the support for ApprovalApproval• Is there supporting documentation attached to Is there supporting documentation attached to

ensure the dollar amount paid is accurate?ensure the dollar amount paid is accurate?• Did an authorized departmental approver approve Did an authorized departmental approver approve

the purchase?the purchase?• Is the purchase for something that also needs Is the purchase for something that also needs

approval by someone outside of your department approval by someone outside of your department (i.e., OTIS -because it is a printer or something that (i.e., OTIS -because it is a printer or something that will be hooked up to the network. Facilities - will be hooked up to the network. Facilities - because it is something that will require electrical because it is something that will require electrical work.)?work.)?

• Are all columns filled out on the procard spreadsheet Are all columns filled out on the procard spreadsheet to insure compliance with rules & regulations?to insure compliance with rules & regulations?

1616

Examples of ?’s to Consider before Examples of ?’s to Consider before

sending the support for Approvalsending the support for Approval (cont.):(cont.):

• Is the purchase for a Is the purchase for a Disallowed ItemDisallowed Item? If yes, ? If yes, please contact APS.please contact APS.

• Is the purchase for office supplies to a vendor Is the purchase for office supplies to a vendor other than Office Depot? If yes, the purchase other than Office Depot? If yes, the purchase documentation must specify why the Office Depot documentation must specify why the Office Depot program was not utilized. program was not utilized.

• For Office Depot purchases did someone other For Office Depot purchases did someone other than the person that created the order sign that than the person that created the order sign that the merchandise was received?the merchandise was received?

• Was tax charged on any purchases?Was tax charged on any purchases?• Did a charge get split in two to circumvent the per Did a charge get split in two to circumvent the per

transaction limit of $999? If yes, contact APS.transaction limit of $999? If yes, contact APS.

1717

Summary of Changes at the dept’l Summary of Changes at the dept’l levellevel• What will be different when Phase I and II are What will be different when Phase I and II are

implemented?implemented?– The procard holder or a different designated The procard holder or a different designated

department employee will receive a monthly set department employee will receive a monthly set of VP7’s through DEFINE (normally on the 8of VP7’s through DEFINE (normally on the 8 thth/9/9thth).).

– An employee in your department will add object An employee in your department will add object codes for the VP7 documents that are received codes for the VP7 documents that are received from U. T. Austin, via DEFINE, once a month.from U. T. Austin, via DEFINE, once a month.

– The procard holder in your department will be The procard holder in your department will be responsible for obtaining and maintaining responsible for obtaining and maintaining required supporting documentation for charges. required supporting documentation for charges. The procard holder is responsible for providing The procard holder is responsible for providing this information to the person in your this information to the person in your department that will approve all charges in department that will approve all charges in DEFINE by the monthly deadline established by DEFINE by the monthly deadline established by U. T. AustinU. T. Austin..

1818

Summary of Changes at the dept’l Summary of Changes at the dept’l levellevel• What will be different when Phase I and II are What will be different when Phase I and II are

implemented (cont.)?implemented (cont.)?– A person in your department will be given the A person in your department will be given the

authority to approve VP7s in DEFINE. APS will authority to approve VP7s in DEFINE. APS will train this person on what they need to review train this person on what they need to review before he/she approves.before he/she approves.

– APS will continue to offer to scan your APS will continue to offer to scan your department’s procard payment documentation department’s procard payment documentation into FileNet if you send it to us “ready to scan”.into FileNet if you send it to us “ready to scan”.

– Mike Valdez, APS, will monitor the Procard Mike Valdez, APS, will monitor the Procard activity by reviewing a sample of departments activity by reviewing a sample of departments and transactions monthly. Similar to the and transactions monthly. Similar to the process Internal Audit performed at one time.process Internal Audit performed at one time.

1919

U. T. Austin’s Policy on VP7 U. T. Austin’s Policy on VP7 ProcessingProcessing• The designated departmental personnel must The designated departmental personnel must

verify the charges and approve the VP7s in a verify the charges and approve the VP7s in a timely manner. Failure to timely review and timely manner. Failure to timely review and approve VP7s will result in actions by the approve VP7s will result in actions by the Procurement Card Program as follows:Procurement Card Program as follows:– First failure to timely approve VP7s: warning letterFirst failure to timely approve VP7s: warning letter– Second failure to timely approve VP7s: 30-day Second failure to timely approve VP7s: 30-day

suspension of card privileges suspension of card privileges – Third failure to timely approve VP7s: loss of card Third failure to timely approve VP7s: loss of card

privilegesprivilegesNote: This has always been the policy; APS just wanted to make Note: This has always been the policy; APS just wanted to make

sure the departments are aware of it during this transition.sure the departments are aware of it during this transition.

2020

Update on Initiatives and Update on Initiatives and Helpful SuggestionsHelpful Suggestions

• Printing & Copying – Require three Printing & Copying – Require three bids regardless of dollar amountbids regardless of dollar amount

2121

Printing/Copying at UT System Printing/Copying at UT System AdministrationAdministration

• NoNo distinction is made between distinction is made between printingprinting and and copyingcopying (duplicating) of materials (including CDs) at (duplicating) of materials (including CDs) at UT System Administration. UT System Administration. BothBoth require a minimum require a minimum of three (3) documented bids, regardless of dollar of three (3) documented bids, regardless of dollar amount, according to the recent opinion rendered by amount, according to the recent opinion rendered by OGC regarding this old Texas State law. OGC regarding this old Texas State law. • If the dollar amount exceeds $5,000.00, then two If the dollar amount exceeds $5,000.00, then two (2) HUB documented bids are also required – one (1) (2) HUB documented bids are also required – one (1) from an from an ethnic-minority ownedethnic-minority owned vendor and one (1) vendor and one (1) from a from a woman-ownedwoman-owned vendor. vendor.

****Exception:Exception: you are NOT required to obtain competitive bids if you are NOT required to obtain competitive bids if printing is done by a University facility such as University printing is done by a University facility such as University Printing or University Duplicating. Document the bids that you Printing or University Duplicating. Document the bids that you received. For more information on University Printing or received. For more information on University Printing or University Duplicating, please visit University Duplicating, please visit http://www.utexas.edu/services/printing/index.html http://www.utexas.edu/services/printing/index.html

2222

• Point Plus Update – Kyle Hayes, APSPoint Plus Update – Kyle Hayes, APS

• Contracts are going to FileNet!Contracts are going to FileNet!

• Reconciliation Training is Coming – Reconciliation Training is Coming – Sherill Boline, Controller’s OfficeSherill Boline, Controller’s Office

• Interagency envelopes are on order for Interagency envelopes are on order for all departments to use!all departments to use!

Update on Initiatives and Update on Initiatives and Helpful SuggestionsHelpful Suggestions

2323

Update on Initiatives and Update on Initiatives and Helpful Suggestions Helpful Suggestions

• Helpful SuggestionsHelpful Suggestions– Please use forms from our website. Please use forms from our website.

Several have been updated; the date of Several have been updated; the date of update has been added.update has been added.

– Please sent hard copy travel vouchers Please sent hard copy travel vouchers single sided for scanning purposes.single sided for scanning purposes.

– If you use PSACCT, please remember If you use PSACCT, please remember that a payment will not be made until it that a payment will not be made until it is approved in DEFINE.is approved in DEFINE.

2424

Update on Initiatives and Update on Initiatives and Helpful SuggestionsHelpful Suggestions

• Helpful SuggestionsHelpful Suggestions– Be sure to date-stamp all invoices and Be sure to date-stamp all invoices and

documentation related to payables at the time documentation related to payables at the time they are received by your department. This is a they are received by your department. This is a legal requirement and affects the calculation of legal requirement and affects the calculation of late payment penalties to vendors.late payment penalties to vendors.

– When you send loose documents to APS, please When you send loose documents to APS, please document what we need to do with it.document what we need to do with it.

– Please do not turn in delivery tickets for food Please do not turn in delivery tickets for food into APS until you have an invoice that is into APS until you have an invoice that is requesting payment.requesting payment.

2525

Questions?Questions?

Thank you for attending Thank you for attending today’s meeting! today’s meeting!

We appreciate you.We appreciate you.