Finance Initiatives Update. KPPA Procurement Month Presentation April 28, 2015

Transcription

1 Finance Initiatives Update KPPA Procurement Month Presentation April 28, 2015

2 TRAINING AND CERTIFICATION

3 Future Commonwealth Vision Build a training and certification program that: 1. Establishes a consistent training framework for procurement professionals 2. Establishes certification as a procurement professional that is based in the training framework 3. Creates a clear career ladder for procurement professionals 4. Creates a clear framework to delegate procurement authority in a meaningful way 5. Raises the profession of procurement across the Commonwealth

4 Why Certification? For the Individual - Certification demonstrates that a professional has certain knowledge and skills Certification provides and individual with a sense of pride and professional accomplishment Certifications stand out on resumes and can often be a deciding factor in applicant selection and salary determination For the State - Certification helps to document that an employer has well trained and knowledgeable staff and requires continued learning and skill development to maintain Certification can be tied to delegated authority and may be required for certain purchases Certification helps provide a clear career ladder and job classification progression for staff in the profession

5 Building Strategic Value Training & Certification Templates & Processes Strategic Value Merit Based Delegation Procurement Manual / Strategic Plan

6 Program Development Training will be developed and delivered in modules with a test at the end of each module to check knowledge of topics covered Certificates will be issued to those who complete the test with a passing score (TBD) Correct compilation of Certificates enable ability to apply for certification status NIGP/UPPCC training and certification will be considered in development of final program

7 Kentucky Training - Fundamentals Training will focus on the basic policies and procedures to perform small purchases Modules and Topics to Include Introduction to Kentucky Public Purchasing Statute & Regulation Ethics Policies, Processes & Tools Basic Specification Writing Purchasing Methods (Standard & Special) Getting Bids Evaluating Bids Awarding Logistics (Shipping, Receiving, Inspection, etc.) Reporting Requirements 7

8 Kentucky Certification Vision NIGP courses will provide the foundation for the Kentucky Certification Program KCPA Kentucky Certified Procurement Associate KCPA will require successful completion of NIGP Introduction to Public Procurement & Legal Aspects of Public Procurement Provide required knowledge and skills document that lists expectations for test (compilation of the certificate tests for Intro to KPP, PSC, APP courses) KCPM Kentucky Certified Procurement Manager KCPM will require successful completion of NIGP Introduction to Public Procurement, Legal Aspects of Public Procurement & Developing and Managing Requests for Proposals Requires Management & Leadership Certificate Other certificate requirements may be required. 8

9 PROCUREMENT MANUAL

10 Procurement Manual Organized based on the Acquisition Lifecycle Model with individual sections dedicated to each of the four stages of lifecycle Prioritize Plan Procure Manage Establishes process, expectations and roles and responsibilities across the entirety of the procurement lifecycle Will ensure the application of consistent and sound business practices in the acquisition of goods and services 10

11 The Prioritize Phase Prioritze Prioritize Plan Procure Manage Seven major steps in the Prioritize process flow Define Agency Priorities Identify Needs Acquire Budget Prioritize Needs Develop Annual Procurement Plan Submit Annual Procurement Plan Execute Annual Procurement Plan

12 Annual Procurement Plan Prioritize Plan Procure Manage Per KRS 45A.045(1)(a), agencies will be required to develop and submit an Annual Procurement Plan to OPS outlining anticipated: Purchases of non-it goods and services exceeding their small purchase authority and Personal Service Contracts exceeding $5,000

13 Plan The Plan Phase Prioritize Plan Procure Manage Four major steps in the Plan process flow Complete Strategic Procurement Request Review Process If necessary Define Need Develop Specifications Select Procurement Method 13

14 The Procure Phase Procure Prioritize Plan Procure Manage Nine major steps in the Procure process flow Submit Purchase Request Build Solicitation Publish Solicitation Manage Solicitation Solicitation Open/Close Evaluation Negotiation (RFP Only) Award Contract 14

15 The Manage Phase Manage Prioritize Plan Procure Manage Five major steps in the Manage process flow Manage Contract / Vendor Receive Good / Service Pay Vendor Dispose of Goods Measure Performance 15

16 Other Procurement Manual Elements Sourcing tools and templates Glossary with definitions of key procurement terms References to emars documents and processes but not a replacement for emars training Addresses ethical and professional conduct

17 STRATEGIC PROCUREMENT REQUEST

18 SPR Process Eliminating the EO1 process would be the single greatest improvement to the ability to get work done. The focus of the new SPR review process is expenditures with an Enterprise Impact or a Strategic Value to the Commonwealth 18

19 SPR Process Business Expertise Agency reviews only expenditures exceeding $1,000 with an enterprise impact or strategic in nature IT hardware, software, services, maintenance and task orders Competitive Exemptions for PSC & A&E Vehicles & Vehicle repairs, Postal & Printing Review other expenditures through inline processes currently in place Requisition, SAS-5, Space Requests, PON2 review

20 Business Expertise Agencies Fleet Management - Vehicles Postal Services - Postal COT - IT OPS PSC s DECA A&E KYTC - Printing

21 Benefits Daily review rather than weekly meetings No weekly deadline for agencies Reduced review timeframes for specified procurements Improved efficiency in the procurement review process If the proposed process had been in place in FY2014, 23% of the 9,141 EO1 s would have been reviewed.

22 Office of Procurement Services OPS