Section: Procurement & Contracting Number: 70.001
Title: Roles and Responsibilities - Procurement

 

Index

POLICY

APPENDIX

  • None.
  • POLICY

    .100  POLICY STATEMENT 

    The policy sets forth high-level Procurement roles and responsibilities for the Chancellor's Office and the Institutions.

    .110  POLICY RATIONALE

    OUS seeks to ensure that the high-level roles and responsibilities of the Chancellor's Office and the Institutions related to Procurement are documented, communicated, and clearly understood and applied.

    .120  AUTHORITY

    .130  APPROVAL AND EFFECTIVE DATE OF POLICY

    Approved by the Budget and Finance Committee of the Board on 2/15/02 as part of the Fiscal Accountability Framework Final Report.  The effective date of the policy is 3/1/02.

    .140  KNOWLEDGE OF THIS POLICY

    All Chancellor's Office and institutional personnel with procurement and related responsibilities should be knowledgeable of this policy.

    .150  DEFINITIONS

    None.

    .160  HIGH LEVEL ROLES AND RESPONSIBILITIES

    A.  CHANCELLOR'S OFFICE 

    High level roles High level responsibilities
    Advisor Acts as an advisor as well as advisee for all institutions.
    Advocate Acts as an advocate on behalf of the System to DAS and other agencies.
    Authority on Contract Language Modifications Reviews standard contract language changes by institutions.
    Banner Finance System Administrator Monitors and enforces consistency of data for reporting purposes.
    Compliance Manager Reviews contracts for compliance with laws and regulations.
    Contracting Agent Contracts for Board and CO activities, and System-wide contracts.
    Delegator of Authority Delegates the authority for Procurement to the institutions; responsible for the initial approvals of OARs related to purchasing.  Note: roles, responsibilities, and authority relative to the institutions are unclear.

    B.  INSTITUTION

    High level roles High level responsibilities
    Banner Finance Support Tests and implements all upgrades/new features; provides training to end users; monitors encumbrance balances and open PO's in the system; answers user questions (help desk).
    Capital Asset Management Involved in the capital asset management function, including the disposition of surplus assets; performs centralized purchases of capital assets over $5,000.
    Compliance Management Reviews contracts for compliance with policy, laws, and procedures.
    Coordinator/Institutional Liaison Identifies and facilitates inter- and intra-institutional collaboration.
    Procurement Card Administration Manages the institutional execution of the System-wide procurement card program, including training relative to policy and procedures; reviews and audits card use.
    Procurement/Contract Administration Contract negotiation, placement, and administration for all institutional procurement contracts; identifies and implements best-value and best-practice procurement strategies for their institution.
    Vendor Support Represents the campus to vendor community and facilitates vendor relationships with the institution; interprets procurement process for vendors; investigates and resolves vendor complaints.

    .690  CONTACT INFORMATION

    Direct questions about this policy to the following offices:

    Subject Contact
    General questions from institutional personnel Institution Office of Business Affairs
    General questions from institutional central administration and Chancellor's Office personnel Chancellor's Office, Office of General Counsel - Contract Management

    .695  HISTORY

    10/15/03 - Reformatted

    2/15/02 - Approved 

    Policy Last Updated: 10/15/03

    APPENDIX

    None.

    Appendix Last Updated:  10/15/03