webinar attendee information agenda, feedback form and powerpoint can be found: outreach.aspx
TRANSCRIPT
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Webinar Attendee Information
Agenda, Feedback Form and PowerPoint can be found:http://www.dgs.ca.gov/pd/Programs/OSDS/CommunicationsOutreach.aspx
State Agency Customer Forum begins: 9:00 AM
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Welcome to the April 2012State Agency Customer
Forum
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Procurement DivisionCustomer Forum
April 11, 2012
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Introductions
Eric Mandell
ChiefOffice of SB and DVBE
Services/Outreach [email protected]
(916) 375-4608
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Legislative/Budget Updates
Chuck Deyoe
Legislative LiaisonProcurement Division
[email protected](916) 375-4341
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Legislative/Budget Update
• AB 1507 (Mendoza D) Public contracts: Prison Industry Authority.
Status: 1/19/2012-Referred to Coms. on J., E.D. & E. and PUB. S. Summary: Current law establishes the Prison Industry Authority within the Department of Corrections and Rehabilitation. Current law
provides that the authority is authorized and empowered to operate industrial, agricultural, and service enterprises in order to provide products and services needed by the state. Current law requires that state agencies purchase Prison Industry Authority products, make maximum utilization of these products, and consult with the staff of the authority to develop new products and adapt current products to meet their needs. This bill would provide that these requirements shall not restrict state agencies from entering into contracts or purchase orders of $25,000 or less with California certified small businesses, microbusinesses, or disabled veteran business enterprises for products provided at a lower price than the price available from the Prison Industry Authority.
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Legislative/Budget Update
• AB 1543 (Alejo D) Public contracts: Buy American.
Status: 2/9/2012-Referred to Coms. on B., P. & C.P. and L. GOV. Summary: The California Buy American Act requires that a governing body of any political subdivision, municipal corporation, or district, and any
public officer or person charged with the l etting of contracts for the construction, alteration, or repair of public works or for purchasing materials for public use to only let those contracts to a person who agrees to use or supply materials produced or manufactured in the United States, as prescribed. Current law does not apply this requirement to specified medical and scientific equipment and instruments, sewing machines, printing presses, or office machines or supplies, as specified. This bill would, on and after January 1, 2014, also apply a similar requirement to public contracts let for the purchase or lease of any manufactured tangible personal property or for any materials or structural components to be incorporated into real property, and would provide for specified exceptions, as provided. This bill would repeal those provisions that prohibit the application of the current United States-made preference to specified medical and scientific equipment and instruments, sewing machines, printing presses, or office machines or supplies. By imposing new duties upon local governments with respect to public contracts, this bill would impose a state-mandated local program. This bill would also make related changes. This bill contains other related provisions and other current laws.
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Legislative/Budget Update
• AB 1646 (Campos D) California Demonstration of Emerging Market Opportunities Act.
Status: 3/12/2012-Hearing postponed by committee. (Refers to 3/12/2012 hearing) Summary: The Governor's Office of Business and Economic Development serves as the Governor's lead entity
for economic strategy and the marketing of California on issues relating to business development, private sector investment, and economic growth. The office, among others, makes recommendations to the Governor and the Legislature regarding policies, programs, and actions to advance statewide economic goals. This bill contains other current laws.
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Legislative/Budget Update
• AB 1783 (Perea D) Public contracts: small business preferences.
Status: 3/5/2012-Referred to Com. on J., E.D. & E. Summary: Current law requires state agencies to give small businesses a 5% preference in contracts for construction, the
procurement of goods, or the delivery of services and establishes a procedure by which a business can be certified as a small business by the Department of General Services for the purposes of these preferences. This bill would provide that a small business shall be certified as a small business, for purposes of those preferences, without the submission of supporting documentation and would require the certified small business to produce that documentation upon request of the Department of General Services or the awarding state agency. This bill contains other related provisions and other current laws.
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Legislative/Budget Update
• AB 1960 (Dickinson D) State contracts: reports: lesbian, gay, bisexual, and transgender businesses.
Status: 3/8/2012-Referred to Com. on B., P. & C.P. Summary: Current law governing public contracts requires the Department of Transportation to establish
and administer a computerized databank containing a list of certified minority, women, and disadvantaged business enterprises. This bill would require the Department of Transportation to include, in that databank, lesbian, gay, bisexual, and transgender businesses. This bill contains other related provisions and other current laws.
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Legislative/Budget Update
• AB 2181 (Galgiani D) State government: prompt payment of claims.
Status: 3/8/2012-Referred to Com. on B., P. & C.P. Summary: The California Prompt Payment Act dictates that a state agency that fails to make a timely payment
for goods or services acquired pursuant to a contract with a specified business or organization is subject to a late payment penalty. This bill would include, within the list of specified businesses and organizations, state-certified small businesses working on the development, design, and construction of California's high- speed rail system under the California High-Speed Rail Act.
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Legislative/Budget Update
• SB 134 (Corbett D) Public contracts: Bid preferences: solar photovoltaic system.
Status: 2/2/2012-From Assembly without further action. Summary: Current law imposes various requirements with respect to contracting by state agencies. This bill
would require a state agency that accepts bids or proposals for a contract for the purchase or installation of a solar photovoltaic system, as defined, to provide a 5% preference to a business that certifies that all of the solar panels installed as part of the solar photovoltaic system have been manufactured or assembled in California, in accordance with specified criteria.
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Legislative/Budget Update
• SB 1162 (Runner R) Prison Industry Authority: purchases by state entities.
Status: 3/20/2012-Set for hearing April 10. Summary: Would authorize, rather than require, state entities to purchase goods produced by the Prison Industry
Authority and would provide that if a state entity elects to purchase goods from the authority, that purchase is exempt from the requirements governing public contracts. In all other circumstances, the bill would require the state entity to comply with the provisions governing public contracts and, prior to publishing a solicitation for bids, to notify the authority that the state entity will comply with those provisions. The bill would require a state entity, notwithstanding any other law requiring a state entity to award contracts to the lowest responsible bidder, to grant a preference of not more than 10% above the lowest responsible bid meeting specifications submitted by a private entity with respect to any responsible bid meeting specifications submitted by the Prison Industry Authority.
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Commercially Useful Function
Bernie Quinn
Office of Policies, Procedures and Legislation
Bernard. [email protected](916) 375-4360
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Commercially Useful Function
Work Group of:SB/DVBE AdvocatesDGS/OPPLDGS/OSDSDGS/OLS
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PurposeDevelop better tools for CUF complianceEnhance 4 CUF questions with points to considerBuild case studies drawn from past solicitations
Commercially Useful Function
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Commercially Useful Function
Publish enhanced CUF information:
The SCM
OSDS Website
Cal-PCA training
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CAL-PCA Update
Joseph Watkins
ManagerCalifornia Procurement &
Contracting Academy - [email protected]
(916) 376-4637
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CAL-PCA Update
Created in 2003 We train California’s acquisition
specialists Currently 12 courses in rotation Enrolled 6,350 students since
inception 446 BACP students in fy 2011-12 150% challenge for fy 2012-13
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CAL-PCA Update
Offer more classes Announce classes for all year Open registration for the next
quarter Prior advertisement of registration Better accountability & tracking Move some classes online
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CAL-PCA Update
Questions?
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SB/DVBE Outreach Events
Michael Aguillio
DGS - Procurement DivisionCustomer Liaison
[email protected](916) 375-4328
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SB/DVBE Outreach Events
6th Annual Green California Summit April 26-27 - Sacramento Keeping the Promise May 14-15 – Los Angeles CA Small Business Day June 11 – Sacramento
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SB/DVBE Outreach Events
CalCon Expo August 1-2 – Pasadena
North- Eastern CA (Multi-County) Regional Procurement Expo October 4 – Stockton
State Agency Recognition Awards (SARA) November 14 – Citrus Heights
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10 minutes
BREAK
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Please fill out the feedback form beforeyou leave. Your input is greatly appreciated!
**Mark Your Calendar for the NextCustomer Forum July 11, 2012
Feedback
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Upcoming Contracts/LPAs
Dion Campos
Sr. Staff EDP Acquisitions Technical SpecialistMultiple Awards
[email protected] (916) 375-4448
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Upcoming Contracts/LPAs
MASTERS UNIT 1 AND 2SR. Staff EDP Acquisition SupervisorsDion [email protected] (916) 375-4448andSteven [email protected] (916) 375-4607
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Master Agreements (MA)
CONTRACT EXTENSIONS Airline Fares Office Moving Services Certified Shorthand Reporters,
Transcription and Other Associated Services
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Master Agreements (MA)
STARTING BID PROCESSES Telephone for the Deaf Litigation Support Services Modified Vehicle Leasing Debt Collection Services Moving Services
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Software Licensing Program (SLP)NEW: Verdiem Trend Micro Accela Novell Symantec Pega Sophos BDNA Google ASG
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Western States Contracting Alliance (WSCA)
WSCA Base Contract Reviews Purpose Timeline
Current Contracts Use
Upcoming Efforts PCard
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QUESTIONS?
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Update on Statewide Contracts
Steven Casarez
SupervisorContracts Management Unit [email protected]
(916) 375-4624
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Update on Statewide Contracts
Rain wear Recycled Paint Compressed Gases, i.e. welding
gases PC Goods, desktops, laptops, etc. User Guide reminders
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Kathy Hicks
Partner Business ExecutiveDepartment of General Services
[email protected](916) 576-4830
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FI$Cal will:
Integrate accounting, budgeting, cash management, and procurement operations into a single system.
Eliminate or minimize the need for redundant manual processes.
Replace many legacy systems, technologies, and applications.
Use a Commercial-Off-The-Shelf (COTS) Enterprise Resource Planning (ERP).
FI$Cal Project
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What is ERP?
ERP is an acronym that stands for Enterprise Resource Planning
ERP is a software suite and contains products designed to integrate:
Data Functions Computations Processes
ERP standardizes and unifies information across the organizational enterprise
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Why a statewide ERP?
Lack of complete and timely data
High level of effort to collect and present data
Aging, stand-alone systems that don’t interface
Manual, paper-based, redundant processes
Departments maintaining unconnected systems with similar functionality and data elements
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2-Stage procurement
Allowed the State to provide bidders in-depth knowledge of the state’s processes
Provided the state critical insight into the proposed ERP solution
Resulted in more competitive rates and a system to meet state needs
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Why now?
Benchmarking captured baseline data on California’s current financial processes
Estimated annual savings and/or cost avoidance of $415 million (fully realized in 2019-20)
Realized through process cost savings, technology cost savings, and procurement and finance effectiveness improvements.
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No single source for vendor information Each department/agency maintains its own
vendor database using various programs Vendors must complete the STD 204 (Payee Data
Record) for every department they do business with
Data validation occurs at each individual department/agency
Vendor codes and names not standardized
Current Vendor Management
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Better Vendor Management
Single vendor management file Validation of critical data elements – Vendor
Certifications Consolidated reporting Self service vendor portal Online capability for vendor to enter/update
vendor information Online capability for vendor to inquire status of
invoice/payment
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Current Procurement
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Better Procurement
Automated procure to pay
Data entered once
Electronic document workflow and tracking
Automated 3-way match
Automated reporting
Automatic capture of state spend data
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Intent to Award
Procurement Intent to Award:Intent to Award was released on March 1st
Legislature has 90 days to review (AB 1621)
System Integrator: Accenture Solution: Oracle
PeopleSoft, Hyperion, Primavera
46
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Implementation Plan
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Pre-WaveGo-Live
DateDepartments Functionality and Outcomes
SummaryApr 1, 2013
DOF SCO DGS Cross-section of
State departments for BPR
Selected Wave 1 departments
Defines to-be statewide business processes
Defines the disposition (retire, interface, or partially retire) of each departmental legacy financial system
Implements Requisition-to-PO functionality
Converts selected Wave 1 departments into Master Vendor File in FI$Cal
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Wave 1
Go-Live Date
Departments Functionality and Outcomes Summary
Jul 1, 2014 ~10% FI$Cal users
14 depts. and 14 client depts.
• DOF, DGS, SCO, STO
Wave 1 departments use FI$Cal :
As their primary accounting system
To develop their departmental budget through the entire budget life cycle in a new Chart of Accounts
For procurement, including requisitions, purchase orders, paying Office Revolving Fund (ORFs), and performing three-way matching of purchase orders, receipts and vouchers
4 partner agencies use FI$Cal:
To transition their departmental accounting, budgeting and procurement functions to FI$Cal
To perform selected control functions to support Wave 1 departments
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Preparing Departments
142 departments and client organizations will be impacted by FI$Cal. *
Business Process Redesign (BPR) The Project will work closely with the vendor and selected departments to analyze
the BPR opportunities. BPR opportunities will be validated with Partner Agencies and selected departments to adopt best practices inherent in the ERP solution.
Data Management Assessments Legacy System Inventory: This current project will provide an inventory of the
existing financial and procurement legacy systems being used by each Partner Agency and department affected by FI$Cal. This sub-project, in conjunction with the Legacy Systems & Data Analysis sub-project, will lay the ground work for the transition of legacy system data to the target ERP FI$Cal environment.
Change Management Readiness Assessments: The project will establish and apply specific criteria to
determine the organizational readiness to implement FI$Cal in the environment of each participating organization.
Training Training for specific groups will be designed to ensure successful project outcomes
(e.g., Train-the-Trainer, End-user training, Project Team training, Technical training, Transition and Knowledge Transfer.
* Refer to SPR 4 Report posted to www.fiscal.ca.gov for list of departments/client organizations by wave.
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DGS Partner Agency Responsibilities
Provide policy direction for statewide Procurement
Support FI$Cal through active and visible leadership
Participate in functional project activities Accounting Budgeting Procurement Information Technology
Engage in change management activities Readiness Assessments Business Process Reengineering (BPR) Training/Super Users
Maintenance & Operations Service Center
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FI$CAL Update
For more information:www.fiscal.ca.gov
Department Liaison NetworkFI$Cal Forum April 24, 2012
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Open Forum
Questions and Answers
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Eric Mandell
ChiefOffice of SB and DVBE
Services/Outreach [email protected]
(916) 375-4608
Closing Remarks