Procurement Process at CSU's

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(group talking)

Speaker 1

Dealing with assistive, we don't ever really get a chance to say OK, if you're going to buy the software, let us test it. All I ever a chance to do is look at it and see if it runs on the operating system they must want to use.

Deborah

The security people must be going nuts too.

Speaker 1

We just got the security people. That's number one, OK, that have actually started doing something. Their scope is a little more limited, in terms of what they're looking at on their applications. Actually, we may have more control in that area, but just the general application areas. I can't really tell anybody, I mean if tell somebody no, they can't buy something, even though I think it's a product, I'll give you one, for instance, instant messengers, instant messenger applications are a great tool to people, but it's just another hole in your computer. OK, and until they have applications and programs that will protect that, should we allow that? I don't think so from a security standpoint, but I don't get to vote and tell anybody no, I'm the director of user services. And, that's because people will say, Oh we need it because it improves productivity. There's no control over most of the IT purchase. Even with the IT card, the pro card, the handbook says that you have to get approval from my staff to buy a computer. I can't tell you how much stuff comes in without our approval.

Tia

My campus doesn't even have that.

Deborah

It seems to me that we have certain challenges. One is educating people about accessibility, what it is and why it's important. But then, in such a decentralized system we've got to figure out a way to make it easier for people, or it's not going to work.

Speaker 1

The thing about it is now that there's some legal action that has started this, I think that that education of departments in terms of the legal ramifications of those decisions, and what that costs to them, if not just the organization itself in terms of human time, if you're a manager and you're involved in a lawsuit or deposition, I can't tell you how much time that's going to take. So, it's like, pay me now, pay me later. You might as well. It's kind of like a best practices, and that's kind of the thing, from the top down, from the standpoint of the president and the CIO and the legal departments. They need to come together jointly to kind of point together that kind of structure because right now, I think it's kind of a free for all.

Doug

When do procurement people become involved?

Speaker 1

Purchases over fifty thousand dollars, I think?

Group

No, no.

Speaker 2

A thousand dollars.

Speaker 3

Those who don't have pro-cards pretty much.

Speaker 1

Oh, OK, I meant formal bid process. There's a formal bid process, I thought that was fifty thousand. Or, if it's multiple year contracts. However, if its, for a purchase of five thousand dollars, procurement gets involved, but they don't necessarily have to say, you know, yes or no, whatever it is. They're not really the gatekeeper...

Group

We are the gatekeeper.

Tia

We are the gatekeeper, but we choose not to, in a lot of times, take that stance of no. We'll just say oh OK and buy it.

Speaker 3

But right now in ITR, which is information technology resources, that's how its defined in the policy for contracting and procurement. Regardless of the dollar value, you're supposed to get three quotes, or determine whether it is fair and reasonable. But the end users on our campus usually do the legwork, because they know who they want it from already, you know that's the way they work.

Doug

So then the procurement officers for the university are not bonded?

Speaker 1

One of them is an officer who can sign contracts.

Tia

We all get our agency through the Chancellor's Office, through our presidents of each campus, delegation of authority. Our agency to sign contracts. Each buyer will have a different level potentially of their obligation of what they can sign for.

Penny

I think there's supposed to be a cross check...

Tia

Oh here?

Speaker 1

It used to be that when they put the orders in, it went up against your budget and they'd know, but right now, peoplesoft doesn't tell you.

Penny

I had a real problem when peoplesoft changed something in their system and purchasing got hit. It was when they were transferring money from one group to another, and procurement...but somebody on the floor above, their computer wouldn't take the number.

Speaker 3

It must've been the chart field stream.

(group chatter)

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