Updating Internal PD Acquisition Procedures

Updating Internal PD Acquisition Procedures

PPO Updates

Purpose

/ This document outlines the process to create, approve and disseminate an update of internal Procurement Division acquisition procedures. The process goes forward only if senior staff has determined that a PPO Update is required. For more information see Decision Making.

Steps in the Update Process

/ The PPO Update process consists of six steps:
1.  PCR created by PPO or a unit with the Procurement Division.
2.  Research problem
3.  Write draft of PPO Update and related documents.
4.  Two stage approval process
5.  PPO Update announcement
6.  Publish PPO Update.

PRC

/ The process is typically initiated in response to a PRC from within the Procurement Division.

Procedure creation

/ Research related to the creation or revision of procedures can be facilitated through:
·  Independent PPO efforts, and/or
·  Subject matter expert team participation

Procedure draft

/ PPO is responsible for coordinating the creation and/or for composing a draft of the procedure. The draft should be completed using the Imapping format. Review deliverables with the originator for validation. Feedback on the draft should be obtained from an assigned team or designated staff prior to completion of first draft. Deliverable is a PPO Update and related documents.

Approval Process

/ This process has two major steps: the Review Stage and the Approval Stage. The bulk of the process is completed in the Review Stage. The approval Stage is shorter and gives everyone a last look at the end result of all the revisions.

Review Stage

/ The bulk of the process is completed in the Review Stage.
http://documents.dgs.ca.gov/pd/poliproce/ppoprocedureupdate07-07.doc
Step / Action
1 / Create a DGS Memorandum for the PPO Update.
·  List sections which have changed (if necessary, for example, see PPO Update 07-07).
·  Modify documents (see XX) and embed hyperlinks as needed in the Update. Modifications should be highlighted, typically by using the tracking feature.
·  Attach old versions of documents for comparison if necessary.
·  The subject of the email will identify that it is a “PPO Procedure Update.”
·  Determine appropriate “To” and courtesy copies (see XX).
·  Provide a due date with no more than the appropriate time needed for a response (see XX).
Do not assign a PPO Update number at this time, simply use current year-XX (e.g., 08-XX).
2a / Send one email to all appropriate managers for review. A response is required from these managers. The subject of the email will identify that it is a “PPO Procedure Update. Use “Options” in Outlook to “Request a Delivery Receipt.” This will document that the email was delivered. Required review must be obtained from:
·  Manager(s) of impacted acquisition units (i.e., TAS, One-Time, and/or CMAS/Masters)
·  Manager of Protests/Disputes Unit
·  PPO Manager
·  OLS (Laurie Giberson)
Note: During procedure dissemination, managers of the acquisition units are the primary acquisition contacts.
2b / Using the same Step 2 email, deliver courtesy copies (response not required) to:
·  Senior manager of acquisitions
·  Acquisition unit managers that are not directly impacted (in Step 2 above)
·  Assistant Deputy Director (M. Ogata)
3 / Follow up with the managers (noted in Step 2) to obtain their edits when response time has elapsed.
4 / If edits require clarification or conflict, work with respondents individually or hold meetings to resolve the differences.
5 / Revise the Update and other documents using edits. Revisions from each review must be either incorporated or discussed with the reviewer.
6 / Have originator make one final review to ensure satisfaction.

Approval Stage

/ Create a new email and send to the same personnel covered in Steps 2 and 3. Some reviewers will be courtesy copied in this stage.

1

/ Attach DGS Memorandum for the PPO Update.
·  List sections which have changed (if necessary, for example, see PPO Update 07-07).
·  Modify documents and embed hyperlinks as needed in the Update.
·  Provide a due date with no more than the appropriate time needed for a response.
·  Typically need to assign a PPO Update number at this time (e.g., use 08-01 for: 2008-first Update that year).

2

/ Email PPO Update to everyone identified in Steps 2 and 3 of the review process with required approvals from
·  Manager(s) of impacted acquisition units (i.e., TAS, One-Time, and/or CMAS/Masters)
·  Manager of Protests/Disputes Unit
Courtesy copies go to:
·  Assistant Deputy Director (M. Ogata)
·  PPO Manager (S. Chan)
·  OLS (Bryan Kimura)
·  Cal-PCA Training Manager
·  Any others deemed appropriate

3

/ Make a hard copy of the Update and related documents. Attach a Coordination sheet (Approval copy, see example 1) with one name from approval group from Step 2 of the review process to make a package. Repeat this so a separate package is given to each individual identified in Step 2 of the review process. If related documents are too long, have each approver use the hyperlink in the email.

4

/ With a different Coordination sheet (Courtesy, copy see example 2), the same hard copy package is given to:
·  Assistant Deputy Director (M. Ogata)
·  Acquisition Branch Manager (B. Martin)
With the same Coordination sheet (Courtesy, copy see example 2), attach just the Update and give to:
·  CalPCA Training Manager
·  OLS
·  Any others requiring a courtesy copy.

5

/ Revise the Update and other documents using edits. Revisions from each review must be either incorporated or discussed with the reviewer.

6

/ Repeat approval process steps 1-5 until there are no more significant revisions.

Publishing Stage

/ So what goes here??
Publishing may be as simple as placing the Update on PD-ARM.

Announce-

Ment

/ Once all required signatures are obtained, issue an announcement (example) that broadcasts implementation of the procedure. At a minimum, email the announcement to:
·  Primary acquisition contacts (See approval group in Step 2 above)
·  Protest/Dispute manager
In the email, copy:
·  PAMS Manager
·  Training Manager
·  Secondary acquisition contacts (TAS supervisors designated by manager to perform distribution to staff)
·  All PPO staff
·  Assistant to Executive Analyst (M. A. Kuwamoto)