ATI Procurement Report Worksheet 2015/16

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ATI Procurement Report Worksheet 2015/16Campus Name: CSU StanislausPlease refer to the report instructions before completing this form. The instructions were sent as a separate attachment and they are also posted on the ATI Annual Reports: Instructions and Reporting Tools.The success indicators that have been removed are marked with an asterisk, and the row has been greyed out. New and/or changed success indicators have also been marked with an asterisk.1.0Procurement ProceduresGoalAn ATI Electronic and Information TechnologyE&IT Procurement Plan, documents, forms,and other materials to support 508procurements at the campus are created andpublished.Goal Status Key AccomplishmentsDefined Training for the Procurement Team was developed and launched The campus is using the templates provided by the Chancellor’sOffice to develop plans. Documentation has been created in draft form pendingdevelopment by ATI Procurement Ad-Hoc Subcommittee andProcurement Team, and approval by the ATI Steering CommitteeKey Plans Create an E&IT Procurement store front with approved inventoryand documentation Develop policies, processes, and procedures in association with theProcurement Team and purchasing staff across campus Develop a process for putting EIT review ahead of enteringrequisitions into PeopleSoft. Create a shared repository for VPATS, exemptions, EEAAPs, andRoadmapsCommentsSuccess IndicatorStatusYearStarted1.1 Developed and published an Accessible ATI E&ITProcurement Plan1.2 Developed and published a document that defines whatproducts are categorized as Section 508 E&ITprocurements1.3 * Developed a procedure for procuring E&IT productsbased on the product/service impact criteria.EstablishedEstablishedATI Procurement Report rev 2016-06-282013Workedon?(Yes/No)YesWill workon?(Yes/No)Yes2013YesYesEvidence/CommentsA Summary ATI Procurement Campus Plan is published on the ATI Procurement websiteSP: EIT Procurement PlanSP/ATI: Section 508 Standards Guide (posted to the ATI Procurement website)SP: EIT Procurement PlanDefined2013YesYesSP: EIT Procurement Process Steps TableSP: EIT Procurement Process FormCSU Stanislaus1

Success IndicatorStatusYearStartedWill es/No)Yes1.4 * Developed a documented process to determine thelevel/complexity of 508 evaluation that will be requiredfor new procurements and/or renewals.1.5 Developed a process for all competitive bid procurementsthat require an evaluation of Section 508 complianceInitiatedInitiated2014YesYesThe Procurement Buyer incorporates accessibility review during the competitive bidprocess, including accessibility submission requirements.SP: Section 508 Standards GuideSP: EIT Formal Bid Process for New Product Service1.6 Developed a process for all non-competitive bidprocurements that require an evaluation of Section 508complianceDefined1.7 Developed a process for all purchase card purchases thatrequire an evaluation of Section 508 compliance1.8 Documented a process used to verify Voluntary ProductAccessibility Templates (VPATs)Not StartedInitiated2016Area(s) of Requested Collaboration for ProcurementProceduresIndicatorNumberBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staffBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI YesYesThe Procurement Buyer incorporates accessibility review during the competitive bidprocess, including accessibility submission requirements.SP: EIT Formal Bid Process for New Product ServiceYesYesAssistanceOffered?Yes/NoSP: Pre-VPAT Evaluation FormCommentsRequest the Chancellor’s Office provide a list of PeopleSoft procurement codes that fitthe EIT categories.How do other campuses prescreen the purchases to determine which ones are EIT?Staffing or role definitionGoalATI procurement team is fully staffed withclearly defined roles for processing E&ITprocurements.ATI Procurement Report rev 2016-06-28Goal Status Key AccomplishmentsDefined Roles and Responsibilities are defined in draft form. Created a Procurement team for ATI, to include the following:Buyers, Procurement Manager, OIT staff, ATI Coordinator, and EITProcurement Ad Hoc Committee Chair.CSU StanislausKey Plans Determine final role and responsibilities for the campus thatdoes not put an undue burden on department staff Develop a communication channel to inform the campus of EITProcurement requirements, resources, and processes2

GoalCommentsGoal Status Key Accomplishments Developed and implemented orientation and training sessions forthe Procurement TeamKey Plans Create an online training module for Procurement staff andthose who order EIT Work with the OIT staff person responsible for quotes to developthis as a primary ATI roleWe focused on exploring CSULA as a model for an EIT Procurement process. Difficulties arose in how to assign roles to our existing staff, and whether thebulk of the work would be done in the Procurement Department or by department staff.Success ll workon?Yes/NoYes2.1 Established a group that meets on a regular basis todiscuss accessible procurement topicsEstablished2.2 Identified contact person(s) and process for E&TIproduct/service provider, purchase requestors, and staffto ask questions about procurements.2.3 * Documented in writing who is responsible for eachcomponent of the accessible procurement process (e.g.,Who does the purchase request? Who interacts with theEIT product/service provider on accessibility questions?Who does the accessibility evaluation of the product?).Established2012YesYesArea(s) of Requested Collaboration for Staffing or roledefinitionIndicatorNumberEvidence/CommentsATI Steering Committee 4x per yearCSU ATI Procurement Community of Practice MonthlyATI Ad Hoc Procurement Sub Committee Bi-WeeklyProcurement Department staff trainings 1-2 per monthProcurement Officer/Ad-Hoc Proc. Sub-Committee Chair: Phyllis CrittendonATI Coordinator/ESSC: Tawn GillihanDefined2012YesYesSP: ATI Roles & Responsibilities for OITSP: ATI Roles & Responsibilities for Non OITThese roles are in development in conversations and trainings with buyers and campusrequestors. When complete, we will publish the Roles and Responsibilities for each areaof EIT fered?Yes/NoCommentsBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staffBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staffATI Procurement Report rev 2016-06-28CSU Stanislaus3

3.0Exemptions ProcessGoalA well-documented process has beenestablished and is used for exemptions to E&ITprocurements.CommentsGoal Status Key AccomplishmentsInitiated Several purchases of EIT were reviewed using the Procurement EITform in testingKey Plans Develop the ATI Procurement webpage into a fully usable resourcefor the EIT Procurement process Develop clear guidelines on the roles, policies, and procedures forEIT Procurement Develop plan to notify the Procurement ATI Team early in theplanning process for EIT Purchases Use the resources created by the Chancellor’s Office to stay consistent with other campuses, and with Procurement at CSULASuccess IndicatorStatusYearStartedWill on?Yes/NoYesYes3.1 * Established a process for approving exemptions.3.2 Documented the exemption process, posted it on publicwebsite, and have communicated process to campus3.3 Documented a process that ensures that supplementaryaccommodations can be put in place when exemptionsare warranted3.4 * Established a follow-up process for communicating withEIT product/service provider and purchase requesterswhen a procurement is moved forward without totalresolution of the accessibility status of the rement EIT Exemption form created in draft form and posted to the ATIProcurement Sharepoint site.Initiated2015YesYesProcurement Officer follows up and contacts ATI Coordinator as neededArea(s) of Requested Collaboration for Exemptions ProcessIndicatorNumberBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staffBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staff3.3AssistanceRequested?Yes/NoYesATI Procurement Report rev 2016-06-28AssistanceOffered?Yes/NoCSU StanislausSP: EIT Procurement Process Steps TableSP: Procurement EIT ExemptionCommentsPlease provide examples of processes for supplementing accommodations.4

4.0Equally Effective Access PlansGoalEqually Effective Access Plans are created forE&IT products that are not fully 508 compliant.Goal Status Key AccomplishmentsKey PlansInitiated Ad Hoc Work Group met regularly to develop roles, responsibilities, Develop and implement process for creatings EEAPs for EITand processes for EIT Procurementpurchases Equally Effective Alternate Access Plan posted to Sharepointpending approval by the ATI Steering Committee Document processes for training and implementationCommentsSuccess ll workon?Yes/NoYes4.1 * Documented a process that outlines when an equallyInitiatedInitiated2012YesYeseffective access plan is necessary4.2 * Established a process with roles assigned for all parts ofcreating an equally effective alternate access plan.Evidence/CommentsSP: EIT Procurement PlanSP: Determination of EEAAP GuidelinesSP: Equally Effective Alternate Access PlanSP: EIT Procurement PlanSP: ATI Roles & Responsibilities for OITSP: ATI Roles & Responsibilities for Non OIT4.3 * Established a process that tracks how many equallyeffective alternate access plans have been created.Initiated4.4 Established a process to ensure that accommodationswere provided.Not StartedArea(s) of Requested Collaboration for Equally EffectiveAccess PlansIndicatorNumber2012YesYesSP: ATI Coordinator will track for OIT EEAAPsSP: Procurement Officer/Buyer will track for Non-OIT Yes/NoCommentsBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staffBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staffATI Procurement Report rev 2016-06-28CSU Stanislaus5

5.0TrainingGoalAll parties involved in E&IT procurement havebeen trained, and a continual training programis in place.CommentsGoal Status Key AccomplishmentsDefined Developed a Procurement training plan with materials Providing training in a variety of formats including presentations,video, tutorials, slides, etc. Training materials for EIT Procurement posted on the ATI websiteKey Plans The ATI Coordinator will communicate with HR Training staff todevelop comprehensive training plans Create a training package for new staff and faculty orientations Training will be provided on an ongoing basis, utilizing an in-personand self-service delivery model Develop EIT Procurement training module for new faculty and stafforientation Expand participation in the CSU ATI Communities of Practice forProcurement to include the Procurement staffWe are struggling to assign roles and responsibilities given our lack of staffing resources. Determining whether the responsibility for complying with EITProcurement lies with the Procurement Department, the department staff, or some combination has interrupted the training process.Success IndicatorStatusYearStartedWill NoYes5.1 Established and deployed new employee orientationInitiated5.2 * Established and deployed training program for purchaserequestors and administrative support staff.Defined2014YesYesSP: Implementation Training Plan for Procurement Staff5.3 * Established and deployed training program forInformation Technology Staff.5.4 * Established and deployed training program for Buyers(procurement staff).Defined2014YesYesOIT Purchasing staff included in discussions and trainings with Procurement team.Established2012YesYesSP: Implementation Training Plan for Procurement Staff5.5 Established and deployed training for all purchase cardholders5.6 * Established a plan that provides resources for theSection 508 Compliance officer and ATI Designee or otherDesignee to participate in professional development andcontinuing education opportunities.Not Startedtraining materials that provide overview of Section 508The ATI Coordinator and Procurement Specialist will work with Human Resources andFaculty Affairs to incorporate EIT Procurement in New Employee Orientations.requirements and where to get more informationATI Procurement Report rev 2016-06-28InitiatedYes2012YesCSU StanislausYesThe ATI Coordinator participates in the CSU Communities of Practice, but a formaltraining plan has not been developed. We will create a training plan and budget.6

Success IndicatorStatusYearStartedWill NoYes5.7 Collected feedback from training (effectiveness,knowledge retention, etc.)5.8 Established methods for retraining individuals anddepartments to refresh knowledge of the E&ITprocurement processInitiatedInitiated2012YesYesAt this time refreshing knowledge would be a one-on-one session or a referral to theChancellor’s Office ATI Procurement website or other online resourceArea(s) of Requested Collaboration for ssistanceOffered?Yes/NoTraining for the Procurement Team was developed and launchedCommentsBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staffBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staff6.0Outreach (Communications)GoalAll individuals on campus involved in thepurchasing of goods are knowledgeable aboutSection 508 in the context of E&ITprocurement.Goal Status Key AccomplishmentsInitiated Distributed information on EIT Procurement requirements at techfairs, workshops, and department meetings. Revised the ATI Procurement website to include additionalinformationKey Plans Creating online training videos for posting and distribution toprocurement staff across campus Set up period announcements with general EIT Procurementinformation and contact informationCommentsSuccess IndicatorStatusYearStartedWorkedon?Yes/NoWill workon?Yes/NoEvidence/Comments6.1 * RemovedATI Procurement Report rev 2016-06-28CSU Stanislaus7

Success IndicatorStatusYearStartedWill NoYes6.2 * Established a process for working collaboratively withvendors during the procurement process to asses andimprove the accessibility of their product (i.e. VPATreview process, Accessibility Roadmap).6.3 Established an ongoing general campus communicationthat promotes E&IT procurement awarenessInitiatedDefined2012YesYesSP: ATI Communication & Awareness Plan (Procurement Section)Area(s) of Requested Collaboration for Outreach(Communication)IndicatorNumberSP: EIT Procurement Plan and Roles & ResponsibilitiesSP: ATI Procurement Communication & Training s/NoCommentsBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staffBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staff7.0Evaluation & MonitoringGoalCampus has established a continual evaluationprocess with standard forms and procedures.Feedback from the process along withdirection is provided to training, outreach, andother groups involved in E&IT procurements.Goal Status Key AccomplishmentsInitiatedKey PlansCommentsATI Procurement Report rev 2016-06-28CSU Stanislaus8

Success IndicatorStatusYearStartedWorkedon?Yes/NoWill 7.1 * Removed7.2 * Removed7.3 * Removed7.4 * Established metrics to evaluate the effectiveness of theATI procurement process and procedures process.7.5 * Established metrics to evaluate the effectiveness of theEqually Effective Alternate Access process.7.6 * Established metrics to evaluate the effectiveness ofcampus training process.7.7 * Establish metrics to evaluate the effectiveness ofcampus outreach process.Not StartedArea(s) of Requested Collaboration for Evaluation &MonitoringIndicatorNumberNot StartedInitiatedNot ?Yes/NoCommentsBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staffBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staff8.0Experience/ImplementationGoalCampuses have sufficient experience andexpertise in completing E&IT procurements.Goal Status Key AccomplishmentsDefinedCommentsThe campus needs to appoint and EIT Procurement Specialist or Manager to lead the ATI Procurement implementation on campus.Current staffing levels to evaluate VPATs, create EEAAPs, or issue exemptions are not in place.ATI Procurement Report rev 2016-06-28Key Plans Submit staffing proposal to the ATI Steering Committee forconsiderationCSU Stanislaus9

Success Indicator8.1 * RemovedNumeric valueEvidence/Comments8.5 * Total number of E&IT reviews?0In 2015/16 we did not yet have staff assigned to the role of reviewer. We began reviewing VPATs in 2016/17 and havethree so far as of December 2016.8.6 * What is the total percentage of EEAAP’s?08.7 * What is the total number of exemptions/exceptions?0Area(s) of Requested Collaboration forExperience/ImplementationIndicatorNumber8.2 * Removed8.3 * Removed8.4 * ?Yes/NoCommentsBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staffBriefly describe the areas in which your campus would like tocollaborate with other campuses and the ATI staffContributorsThis information will be used for follow up questions and collaboration.NameTitleEmail AddressPhone NumberJulie JohnsonAVP for HR/EO Compliancejjohnson34@csustan.edu209.667.3006Stan TrevenaAVP of OITstrevena@csustan.edu209.667.3137Tawn GillihanATI s CrittendonBuyer IIIpcrittendon@csustan.edu209.667.3243ATI Procurement Report rev 2016-06-28CSU Stanislaus10

Established 2013 Yes Yes SP/ATI: Section 508 Standards Guide (posted to the ATI Procurement website) SP: EIT Procurement Plan . 1.2 Yes Request the Chancellor’s Office provide a list of PeopleSoft procurement codes that fit the EIT categories. . CSU ATI Procurement Community of Practice Monthly ATI Ad Hoc Procurement Sub Committee Bi-Weekly

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