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Procurement Process Flowchart

End User/Dept Submits Web Requisition

Electronic Approval by Central Finance

Single User?

YES

Purchasing Dept processes Requisition

End User/Dept Receives Product(s)/Service(s)

End

NO EXCEPTION EVALUATION

End User Directed to ATI Procurement Process End User Submits E&IT Procurement Checklist E&IT Checklist Review by ADA Compliance Office (ADA CO)

End User Submits Exception Documents to ADA CO

Exception or VPAT Evaluation?

VPAT EVALUATION

Exception Approved

by ADA

NO

Purchasing Solicitation

Purchasing Evaluation

Vendor Submits VPAT to ADA CO

ADA CO Submits VPAT Evaluation to Purchasing

Post-Purchase Determination By Purchasing

Purchasing Dept processes Requisition

YES

Return to End User for Product Research

End User/Dept Receives Product(s)/Service(s)

End

End User and ADA CO determine alternative means of access for E&IT

ADA CO submits Approved Exception to Purchasing

Purchasing Dept processes Requisition

End User/Dept Receives Product(s)/Service(s)

End

Flowchart Explanation

End User/Department: The originator of the requisition and/or the ultimate consumer of an E&IT product who will create a web purchase requisition and will work with Purchasing (Purchasing) and ADA Compliance Office (ADA CO) to either comply with Section 508 standards or to accommodate a person or a group of people requiring an alternative means of access. CF Approval: Central Finance Approving Official who must verify the availability of funds from End User/Dept. Single User: An individual person for whom the product has been purchased with set standards and defined needs. Product shall not be placed in the public domain or be used by students. Single user to request any specific accommodation for accessibility based on Section 501/504 Rehabilitation Act. Purchasing Dept Processes Requisition: Purchasing will select and make an award with a selected vendor. Note: For Single User: End User/Dept to collect all necessary documentation for the single user purchase and forward it to Purchasing prior to award. End User/Dept Receives Goods: The end of the procurement process where the End User/Dept receives E&IT goods or services.

SINGLE USER:

End User/Department: The originator of the requisition and/or the ultimate consumer of an E&IT product who will create a web purchase requisition and will work with Purchasing (Purchasing) and ADA Compliance Office (ADA CO) to either comply with Section 508 standards or to accommodate a person or a group of people requiring an alternative means of access. CF Approval: Central Finance Approving Official who must verify the availability of funds from End User/Dept. End User Directed to ATI Procurement Process: The End User initiates ATI Procurement Process and completes ATI Compliance instructions on Finance Web Component. End User Submits E&IT Procurement Checklist: From the web purchase requisition instructions or the Purchasing website, End User is requested to submit the Checklist to the ADA CO. E&IT Checklist Review with End User/Dept: ADA CO contacts End User/Dept to review the E&IT products/services and advise on Section 508 requirements. Purchasing Solicitation: Purchasing to collect all necessary documentation, develop a schedule for formal Bidding/Solicitation process, advertise and receive bid responses from vendors. Purchasing Evaluation: Purchasing will open and evaluate bids and forward ADA and/or Section 508 documentation to the ADA CO and End User/Dept for review and verification. Vendor Submits VPAT to ADA CO: Vendors are required to complete SJSU VPAT for E&IT products/services as defined by Section 508 regulations. ADA CO Section 508 Compliance Specialist will collect and review VPAT to evaluate technical credibility. Section 508 Compliance Specialist serves as technical resource to evaluate and review product compliance.

VPAT EVALUATION:

ADA CO Submits VPAT Evaluation to Purchasing: ADA CO evaluates whether or not the E&IT products/services comply with Section 508 standards. ADA CO documents findings in SJSU VPAT database and reports evaluation to Purchasing. Post-Purchase Testing: In the event post-purchase testing indicates that the product is not compliant, the product shall not be implemented, unless E&IT products/services qualify for an exception waiver is obtained from the ADA CO. Alternative: Purchasing selects next lowest responsible bidder's product that `best meets the standards' based on VPAT evaluation by ADA CO. Return to End User for Product Research: Documentation returned to the End User/Dept for more product research and/or alternate vendor review and/or requestor needs assessment. Purchasing Dept Processes Requisition: Purchasing will select and make an award with a selected vendor. End User/Dept Receives Goods: The end of the procurement process where the End User/Dept receives E&IT goods or services.

End User/Department: The originator of the requisition and/or the ultimate consumer of an E&IT product who will create a web purchase requisition and will work with Purchasing (Purchasing) and ADA Compliance Office (ADA CO) to either comply with Section 508 standards or to accommodate a person or a group of people requiring an alternative means of access. CF Approval: Central Finance Approving Official who must verify the availability of funds from End User/Dept. End User Directed to ATI Procurement Process: The End User initiates ATI Procurement Process and completes ATI Compliance instructions on Finance Web Component. End User Submits E&IT Procurement Checklist: From the web purchase requisition instructions or the Purchasing website, End User is requested to submit the Checklist to the ADA CO. E&IT Checklist Review with End User/Dept: ADA CO contacts End User/Dept to review the E&IT products/services and advise on Section 508 requirements. End User Submits Exception Documents to ADA CO: End User/Dept is referred to complete exception document and work with the ADA Compliance for review and determination of Section 508 exceptions. Exception Approved & Submitted by ADA CO: Exceptions from compliance with Section 508 standards are reviewed and approved by the ADA CO based on the appropriate research, evaluation, and documentation. Categories include: Net cost increase, commercial non-availability, back office, undue burden and fundamental alteration (refer to SJSU E&IT Procurement Plan, pg. 6). Alternative Means of Access for E&IT: E&IT acquisitions approved for exceptions or are not yet subject to E&IT accessible procurement process, requires alternative methods of access or accommodation for persons requiring such access (Section 501/504/508 Rehabilitation Act). Purchasing Dept Processes Requisition: Purchasing will select and make an award with a selected vendor. End User/Dept Receives Goods: The end of the procurement process where the End User/Dept receives E&IT goods or services.

EXCEPTION EVALUATION:

Information

ATI Procurement Process Flowchart

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