| Section: Procurement & Contracting | Number: 70.001 |
| Title: Roles and Responsibilities - Procurement |
Index
Policy
The policy sets forth high-level Procurement roles and responsibilities for the Chancellor's Office and the Institutions.
OUS seeks to ensure that the high-level roles and responsibilities of the Chancellor's Office and the Institutions related to Procurement are documented, communicated, and clearly understood and applied.
ORS 351.085 - Duties and Powers of ChancellorORS 351.087 - Establishment of Policies for Oregon University System; Transfer of Authority from Oregon Department of Administrative ServicesOAR 580-040-0005 - Delegation and Assignment of ResponsibilityIMD 6.001 - Finance and Business Affairs Accounting Policies - Assignment of ResponsibilityIMD 6.002 - Finance and Business Affairs Accounting Policies - Institutional Responsibility
.130 APPROVAL AND EFFECTIVE DATE OF POLICY
Approved by the Budget and Finance Committee of the Board on 2/15/02 as part of the Fiscal Accountability Framework Final Report. The effective date of the policy is 3/1/02.
All Chancellor's Office and institutional personnel with procurement and related responsibilities should be knowledgeable of this policy.
None.
.160 HIGH LEVEL ROLES AND RESPONSIBILITIES
A. CHANCELLOR'S OFFICE
| High level roles | High level responsibilities |
| Advisor | Acts as an advisor as well as advisee for all institutions. |
| Advocate | Acts as an advocate on behalf of the System to DAS and other agencies. |
| Authority on Contract Language Modifications | Reviews standard contract language changes by institutions. |
| Banner Finance System Administrator | Monitors and enforces consistency of data for reporting purposes. |
| Compliance Manager | Reviews contracts for compliance with laws and regulations. |
| Contracting Agent | Contracts for Board and CO activities, and System-wide contracts. |
| Delegator of Authority | Delegates the authority for Procurement to the institutions; responsible for the initial approvals of OARs related to purchasing. Note: roles, responsibilities, and authority relative to the institutions are unclear. |
B. INSTITUTION
| High level roles | High level responsibilities |
| Banner Finance Support | Tests and implements all upgrades/new features; provides training to end users; monitors encumbrance balances and open PO's in the system; answers user questions (help desk). |
| Capital Asset Management | Involved in the capital asset management function, including the disposition of surplus assets; performs centralized purchases of capital assets over $5,000. |
| Compliance Management | Reviews contracts for compliance with policy, laws, and procedures. |
| Coordinator/Institutional Liaison | Identifies and facilitates inter- and intra-institutional collaboration. |
| Procurement Card Administration | Manages the institutional execution of the System-wide procurement card program, including training relative to policy and procedures; reviews and audits card use. |
| Procurement/Contract Administration | Contract negotiation, placement, and administration for all institutional procurement contracts; identifies and implements best-value and best-practice procurement strategies for their institution. |
| Vendor Support | Represents the campus to vendor community and facilitates vendor relationships with the institution; interprets procurement process for vendors; investigates and resolves vendor complaints. |
Direct questions about this policy to the following offices:
| Subject | Contact |
| General questions from institutional personnel | Institution Office of Business Affairs |
| General questions from institutional central administration and Chancellor's Office personnel | Chancellor's Office, Office of General Counsel - Contract Management |
10/15/03 - Reformatted
2/15/02 - Approved
Policy Last Updated: 10/15/03