Fall 2023 Procurement Updates

ICT (Information, Communication, & Technology) Purchasing Process Updates

Procurement Services and Information Technology Services have made changes to the ICT purchasing process and form to better guide the campus requests in providing necessary information for a review.

Terminology

Old: E&IT Checklist (Electronic & Information Technology) – This initiated the ticket.

Old: ATI Checklist – This was an alternate name some used for the E&IT Checklist.

New: PCR Form (Procurement Compliance Review) – This initiates the ticket.

New: PCR Ticket

  • Terminology has changed for simplification and consistency in the Procurement Compliance Review process. 
  • PCR Form revision highlights.

    Old

    Old Purchase type selections. Requisition, Procurement Card, Bookstore Purchase, ASI, Contract Review

    New

    New Primary Funding source: State Funds, Research Foundation, 49er Foundation, ASI, IRA Fund
    1. The form now has 4 distinct sections according to the type of information requested.
      • General Info
      • Purchase Info
      • Technical Info
      • Additional Info
    2. Some questions have either been removed, re-arranged, or added so that they fall appropriately into each of the new sections listed above.
    3. The old form asked for the Purchase Type. The new form changes this question to asking about the funding source. If there is no funding source or you’re unsure, you can skip this section as it is no longer required. (We recognize that sometimes you just want to put a product through the review process and there may not be a funding source identified at the time of the review.)
  • PCR Form Processing Reminders
    1. Users: For the section asking about number of users, this is asking about ALL who will interact with the product in some way.
    2. Description: Please give as many details as possible. Who, what, when, where, how, why. Describe what the product is, how it will be used, who will use it etc. The more information provided, the faster the review can be completed.
    3. Attachments: If your product will house Level 1 information (i.e., social security, credit card, or driver license numbers, medical data), you will be asked to obtain a HECVAT and a SOC2 Report from the vendor. The more attachments you can provide, the faster the review can be completed.
    4. Submit Early: Please allow at least 10 business days for your review. At any given time, there are 50-60 other reviews ahead of the one you just submitted. If your product will hold level 1 information, allow for more time as it’s sometimes difficult to get the required documents from the vendors. We understand there are sometimes rush requests due to unexpected situations or simply human error. Please reach out and let us know so that we can bump the urgency of your ticket.

The Procurement Requisition Process

When deciding to make a purchase for goods or services, a requisition must be submitted and approved by the appropriate DOA (Delegation of Authority). Along with that DOA requisition approval, certain types of purchases require additional approvals before the requisition can be processed. The following approvals must be obtained before a requisition can be processed:

  • IT Procurement Compliance Review (PCR) – IT hardware, software cloud base storage, etc.
  • Beach Building Services Review – furniture, large equipment, installation requiring any alteration to a building structure. Email CampusDeputyBuildingOfficial@csulb.edu to obtain approval.
  • Environmental Health & Safety Review – hazardous goods, safety review of purchase if applicable (lap equipment, personal lift/crane use (rental of unit by campus or services involving use of a lift/crane, etc.). Email: CampusDeputyBuildingOfficial@csulb.edu to obtain approval.
  • Human Resources Review – independent contractor, bargaining unit contracting out.
  • International Agreements – international student activities (study abroad support services other than booking travel).
  • Travel Authorization – for group travel booked through a requisition and a travel agent.
  • Risk Management – purchase of or professional service that involves drones, Alcohol approval form.

Without those approvals, a requisition should not be submitted. If Procurement Services receives a requisition that is missing any of these approvals, Procurement will reach out to the requestor to see if the approval was received, but not included with the requisition. If the requestor does not have the approval, the requisition will be closed and the requestor will resubmit a new requisition when they have obtained the required approval. 

Additionally, Procurement cannot move forward processing a requisition without a completed Supplier Data Record Form 204 (For new vendors only) and signed by the new supplier. If a supplier refuses to complete the 204 Form, then Procurement cannot issue a purchase order or make any payments to the supplier.

For questions regarding:

Procurement Compliance Review – ITS-PCR@csulb.edu

Procurement Processes – purchasing@csulb.edu