PROCUREMENT TRAINING

(The following files are Microsoft Powerpoint, unless indicated otherwise.)

State Purchasing Forum - May 2011

• Keynote Address - Michael Asner
  "Searching for Savings: Strategic Choices for Today" 
  Recognized as one of North America's leading speakers, consultants, and authors dealing with public sector procurement and the Request for Proposal process. His clients include cities, counties and public agencies in U.S. and Canada. He offers RFP training and workshops throughout North America. Michael has published extensively about the RFP Process. His textbook, The Request For Proposal Handbook, now in its fourth edition, is in use in more than 4000 organizations. View and download class materials:
  Powerpoint    |  Keynote Text    |  Windows Media Player  
  
  
• New York State Finance Law
  This class will focus on the New York State Finance Law statutes that guide the state’s procurement process. In addition to an overview of the laws, it will include a synopsis of procurement terminology, discretionary purchasing, procurement methods, the order of purchasing priority and utilizing OGS contracts. View and download class materials:
  Powerpoint    |  Windows Media Player 
  
  
• Contract Components
  Guidance from agencies that impact the contracting process: panel discussion with representatives from the Department of Labor, OSC, and Workers Compensation. View and download class materials: DOL Powerpoint  | OGS Powerpoint | WCB Powerpoint  | WCB Powerpoint
  OSC Guide (PDF)  |  OSC Checklist (PDF)  |  WCB Checklist (PDF)
  
   
  
• MWBE Utilization
  Learn about state agency requirements for posting utilization plans to agency websites. Receive guidance and best practice resources to establish goals and monitor contract compliance. Representatives from Empire State Development will be on hand to answer questions and address your concerns. View and download class materials:
  Powerpoint
  
• Statewide Financial System (SFS) - Transacting Purchase Order and Contract Business
  Learn how to create contracts and purchase order encumbrances, stand alone purchase orders, grant procurement records and other related transactions in the new SFS. View and download class materials:
  Powerpoint    |  Windows Media Player
  
• Statewide Financial System (SFS) - Impacts on NYS VendRep System
  Learn how the VendRep System will change with the implementation of SFS. What else is going on? Get an update on the Not-For-Profit Vendor Responsibility Questionnaire, new Resources, helpful Hints, available Training at OSC computer center. View and download class materials:
  Powerpoint |  Windows Media Player
  
• Statewide Financial System (SFS) - Try It! Learn Procure-To-Pay Process using User Productivity Kit (UPK Training)
  User Productivity Kit (UPK), is an Oracle product and on-demand training tool that will allow you to learn how to use SFS at your work station, at your own pace, and at a time that fits in your work schedule. The UPK is the Statewide Financial System Program's primary training and support tool. A representative from the SFS Training Team will be on hand to highlight the benefits of learning the SFS Procure-to-Pay Process via the UPK. View and download class materials:
  Powerpoint |  Windows Media Player
  
• Statewide Financial System (SFS) - Preview of the Procurement-To-Pay Process in the New System
  Using screen-shots from the system and other resources, representatives from the Procure-to-Pay team will give Conference participants a preview of how procurement will work in the new SFS system. View and download class materials:
  Powerpoint |  Windows Media Player
  
• Statewide Financial System (SFS) - Vendor Management
  In January 2011, the Office of the State Comptroller implemented the first stage of the new Statewide Financial System (SFS) - the central vendor management function. All suppliers of goods and services to New York State must be registered in the Vendor File. Recipients of grants and/or aid must also be registered in the Vendor File as it is recognized that these entities supply service to the citizens of New York through the grant or aid received. This session will focus on the central vendor management concept and how it changes New York State business practices and provide a first-hand look inside the SFS vendor functionality. View and download class materials:
  Powerpoint |  Windows Media Player
  
• Debriefing
  State Finance Law requires New York State agencies to offer a debriefing as part of public procurement. This pre-recorded session will provide the legal basis and requirements for debriefing and some guidance on best practices. The recording includes a “mock debriefing” by a fictitious agency with vendor representatives, to illustrate the types of issues that may arise during a typical debriefing. The recording will run as a continuous loop in a designated training room at the Forum, allowing interested attendees to drop in and view it as their schedule allows. View class materials:
    Windows Media PlayerWindows Media Player
  
• Travel Coordinator Training
  State agency travel coordinators are invited to attend this two hour class which will provide guidance on using the existing OGS travel contracts, useful information on current agency policy travel directives, travel payment methods, and tips for avoiding common travel pitfalls. This class is only for New York State agency personnel who are responsible for their agency travel programs: it is not designed for individuals who either make travel arrangements for others or who travel in their work capacity. View and download class materials:
  OGS Powerpoint  |  OSC Powerpoint
  Reduce Handout  (PDF)  |  Inactivity Handout  (PDF) 
  Report Handout  (PDF)  |  GOER Website Handout   (PDF) 
  
• Risk Management and Insurance in Public Contracting (New)
  State This session will provide information about the Procedure Manual for Insurance Requirements in Agreements adopted by the Council of Contracting Agencies. In addition to discussing the standard insurance language and requirements for use in contract documents presented in the manual and documentation procedures, the session will address basic risk management principles that should be applied to public contracting and important considerations in formulating insurance requirements for public contracts, including the need for indemnity language. View class materials:
  Powerpoint |  Windows Media Player 
  CCA Checklist Handout  (PDF)  |  Disability Handout  (PDF) 
  Liability Handout  (PDF)  |  Workers Compensation Handout  (PDF) 
  |  Windows Media Player
  
• Preferred Sources
  This year’s Preferred Source class will offer practical “how to” advice to assist participants in understanding and complying with statutory requirements. Best practices on identifying Preferred Source offerings will be included, and representatives from the Preferred Sources will be available. View and download class materials:
  OGS Powerpoint |  Windows Media Player

• Ethics For Public Procurement
  The Public Employees Reform Act of 2007 re-examined and changed ethics laws and ethical requirements. This presentation will summarize and discuss changes such as acceptance of gifts, conflicts of interest, post-employment restrictions, political activities and outside employment. An overview will also be presented relative to the recently enacted restrictions on procurement lobbying (“communications with state agencies during the solicitation and contracting period”). View and download class materials:
  Powerpoint   |  Handout
  
• RFP Basics
  This class will provide a solid overview of what to do and what not to do when creating an effective Request for Proposal and the accompanying evaluation instrument. View and download class materials:
  Powerpoint 
  
• Internal Controls(New)
  A sound system of internal controls is the foundation for successfully achieving an organization’s mission. When operating effectively, internal controls also help managers fulfill an organization’s responsibility of stewardship and public trust for its constituents. For agencies to have an effective system of internal controls, managers must ensure that employees understand what internal controls are, why they are important, and how they impact roles and responsibilities at all levels in the organization. In this class, presenters will introduce key concepts of internal controls related to the purchasing process. Participants will learn the definitions and objectives of the five components of internal controls, New York State’s Standards for Internal Control, and the roles and responsibilities of employees involved in the purchasing process. View and download class materials:
  Powerpoint |  Windows Media Player
   
  
• Navigating the OGS Procurement Website
  This class will offer basic step by step instructions on how to find and use OGS contracts via the internet. If you struggle to find contract information on the OGS website, this is the class for you! (Note: You may be contacted by the trainer for this class for your input prior to the session.) View and download class materials:
  Powerpoint |  Windows Media Player
  
• Using the NYS Contract Reporter Website (New)
  This session will provide information about how to use the NYSCR effectively to advertise your procurements. Live site demonstration will cover proper use, common pitfalls, and how to upload your bid documents and edit ads when using the NYSCR. This interactive session will give an overview of the advertising and posting processes, and allow questions pertinent your needs. In addition, participants will receive information about Omnibus Procurement Act (OPA) reporting requirements for state agencies and authorities; learning how, when, and where to report using the latest forms for filing OPA waivers, notices and annual reports (OPA reporting does not apply to municipalities). View and download class materials:
  OPA Powerpoint    |  NYCR Handout
  
• Environmentally Preferable Procurement
  Discussion of strategies to “green” procurement including buying for durability, energy efficiency, avoidance of toxic substances, and pollution prevention. Panelists will discuss end-of-life considerations such as take-back, reuse and recycling. This class aims for audience participation to enable attendees to exchange ideas and expand on each others’ successes. View and download class materials:
  Powerpoint    |  Windows Media Player
  
• Expanding Procurement Card Usage
  This session will provide information on expanding the use of Procurement Cards in your agency including card controls, internal controls, and auditing tools agencies can utilize while increasing card usage. In addition, a representative from Citibank will discuss the new CitiManager portal. Both State agencies and non-State entities may find this course particularly useful given governments’ current fiscal climate. View and download class materials:
  Powerpoint
  

State Purchasing Forum - May 2010

• Keynote Address - Laura Birou, Ph.D
  "Buying Under The Influence"  Laura Birou, Ph.D., currently a professor at Louisiana Tech University.
  Known for her innovative educational approaches in the areas of Purchasing, Operations, Supply Chain Management, Knowledge Management, Diversity, International Business, and Strategy & Ethics. She is a highly sought after public speaker and educator as well as a widely published author. View and download class materials:
  Powerpoint
  
• Basic Purchasing
  Overview of the 2009 revised Procurement Guidelines including a synopsis of procurement terminology, discretionary purchasing, procurement methods, the order of purchasing priority and utilizing OGS contracts. View and download class materials:
  Powerpoint
  
• Contract Components
  Guidance from agencies that impact the contracting process: panel discussion with representatives from the Department of Labor (Prevailing Wages), OSC (encumbering funds-AC 340) and Workers Compensation (Disability & Workers Compensation insurance). View and download class materials: DOL Powerpoint  | OGS Powerpoint | WCB Powerpoint
  OSC Guide and Checklist (PDF)
  Windows Media Player
  
• Contract Administration/Vendor Responsibility
  Basic tools and techniques for promoting optimal contractor performance by effectively managing a contract. Includes topics such as promoting desired contract performance during the bidding process, documenting contractor performance, holding contractors accountable, requiring the continued responsibility of contractors as well as tips on how to conduct a responsibility meeting. View and download class materials:
  Handouts  |  Powerpoint 
  
• New York State Finance Law
  Examination of the New York State Finance Law statutes which are directly related to State procurement and contract administration. View and download class materials:
  Powerpoint
  
• MWBE Utilization
  Learn about State agency requirements for posting utilization plans to the OGS web site. Receive guidance and best practice resources to establish goals and monitor contract compliance. View and download class materials:
  Powerpoint  |  Windows Media Player
  
• Introducing New For-Profit Vendor Responsibility Questionnaire
  The revised NYS Vendor Responsibility Questionnaire used by for-profit non-construction vendors will be introduced and reviewed at this session. Learn new terminology, changes from the current questionnaires and how these changes impact you and your vendors. Information will be presented on how the New York State VendRep System manages questionnaire changes, maintains the vendor’s history and eliminates the need to submit questionnaires to OSC. View and download class materials:
  Definitions (PDF)  |  Questionnaire (VRQ) (PDF)  | Powerpoint  |  Windows Media Player
  
• Discretionary Purchasing
  Overview of the specific requirements related to discretionary purchasing, including: the order of procurement; discretionary purchasing limits; numerous practical examples; and the importance of maintaining proper documentation. View and download class materials:
  Discretionary Purchasing Guidelines (PDF)  |  Powerpoint
  
• Debriefing (New)
  State Finance Law requires New York State agencies to provide debriefing. Representatives from the Office of the State Comptroller and OGS share their best practices for debriefing and provide guidance on how to conduct a debriefing session. View class materials:
   Windows Media Player
  
• Travel Coordinator Training (New)
  State agency travel coordinators are invited to attend this two hour class which will provide guidance on using the existing OGS travel contracts, useful information on current agency policy travel directives, travel payment methods, and tips for avoiding common travel pitfalls. View and download class materials:
  Handouts  |  OGS Powerpoint  |  OSC Powerpoint  |  Windows Media Player
  
• Expanding Procurement Card Usage (New)
  The Office of Taxpayer Accountability’s directive and Office of State Comptroller’s Multi-Agency Small-Dollar Purchases audit report both recommend agencies expand use of procurement cards to reduce costs and maximize rebates offered to the State. This session will provide information on card controls, internal controls, and auditing tools agencies can use to effectively increase card usage. MWBE reporting on procurement card spend and rebates will also be discussed. View and download class materials:
  Powerpoint  |  Windows Media Player
  
• Preferred Sources
  Overview of Preferred Source guidelines and how to identify and procure Preferred Source offerings. Representatives from the Preferred Sources will describe many examples of their offerings. View and download class materials:
  OGS Powerpoint   |  Corcraft Powerpoint
  IBNYS Powerpoint   |  NYSID Powerpoint Windows Media Player
  
  

• Ethics For Public Procurement
  Summary of the changed ethics laws and ethical requirements resulting from the Procurement Lobbying Law of 2005 and the 2010 amendments to that law, and the Public Employees Reform Act of 2007. Topics include acceptance of gifts, conflicts of interest, post-employment restrictions, political activities, outside employment and procurement lobbying restrictions. View and download class materials:
  Powerpoint  |  Windows Media Player
  
• RFP Basics
  Overview of what to do and what not to do when creating an effective Request for Proposal and the accompanying evaluation instrument View and download class materials:
  Powerpoint   |  Windows Media Player
  
• Contract Administration/Vendor Responsibility
  Basic tools and techniques for promoting optimal contractor performance by effectively managing a contract. Includes topics such as promoting desired contract performance during the bidding process, documenting contractor performance, holding contractors accountable, requiring the continued responsibility of contractors as well as tips on how to conduct a responsibility meeting. View and download class materials:
  Handouts  |  Powerpoint 
  
• Navigating the OGS Procurement Website
  Step-by-step instructions on how to find and use OGS contracts via the internet. If you struggle to find contract information on the OGS website, this is the class for you! View and download class materials:
  Powerpoint  |  Windows Media Player
  
• Using the NYS Contract Reporter Website (New)
  Overview of how to use the NYSCR effectively to advertise your procurements. Live site demonstration will cover proper use, common pitfalls, new requirements, and future features planned for the NYSCR. This interactive session will give an overview of the advertising and posting processes, and allow questions pertinent your needs. View and download class materials:
  Handouts  |  Powerpoint  |  Windows Media Player
  
• What's New In Procurement? (New)
  Discussion of recent Office of Taxpayer Accountability (OTA) initiatives. Also discussed will be new procurement legislation, trends in OGS contracts, upcoming contract changes and other items of interest to contract users. View and download class materials:
  Powerpoint 
  
• Executive Order No. 4 and Your Procurements
  Focus on commodity and services acquistion. Learn how to "close the loop" to address the environmental aspects of reusing, reducing and recycling products when they have reached "end of life." View and download class materials:
  Powerpoint