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Cal Poly Procurement Activities for Year-End Closing
Matthew Roberts, C.P.M., CPP, MBA
Director of Contracts, Procurement & Risk Management, Cal Poly State University
Year-End Legal Training
May 2010
Overview of Y/E Procurement Activities
• Campus Business Practices • Y/E Finance Team• Procurement Y/E Closing Steps
May 2010 2Year-End Legal Training
Campus Business Practices• Year-End Balances Roll Forward
• Not the same Rule for all CSU campuses
• Requisitions (pre-encumbrances) removed from Balancing Calculations• Memo notation only
• Multi-Year Agreements • Only funded for the current year encumbrance• Y/E line closed - “Liquidated”• Next fiscal year funds added after Y/E closing
May 2010 3Year-End Legal Training
Year-End Finance Team
• Y/E Finance team includes Procurement• Procurement participates in all status meetings• Procurement activities start in February annually• Front-end efforts facilitate a smooth closing• PO staff take responsibility for their agreements
May 2010 4Year-End Legal Training
PO Closing Outline
• March• Finance issues Year-End Memo• Campus cut-offs (aka, Deadlines)• Start updating draft in February
• PO milestones through Y-E scheduled• Weekly PO team meetings start up
May 2010 5Year-End Legal Training
PO Closing Outline• April• PO staff review all Multi-years (MY’s)• Expirations• Extensions• Changes
• Public Works (PW’s) agreements reviewed• Changes• Close outs• Extensions
May 2010 6Year-End Legal Training
PO Closing Outline
• May• High Dollar Req’s are processed• Bid, Sole Sources, Contracts• High Dollar Cut-off monitored
• Future Year (FY) PO process • Identify and monitor FY Req’s & PO’s• Only place critical FY in this fiscal year• FY’s processed after Y-E close
May 2010 7Year-End Legal Training
PO Closing Outline• June
• Review Annual Agreements (AA’s) • Renew as appropriate• Evaluate for possible MY’s• Close AA’s to “actuals” when needed
• Review all open Req’s• Process or cancel
• Review all open orders (PO’s)• Run Open PO Query and review• Close and change as needed• Run PO reconciliation to close “danglers”
May 2010 8Year-End Legal Training
PO Closing Outline
• June – continued• Daily team meetings with Finance team• Req’s are continually reviewed until closing• Looking for expedites and FY’s
• Place Low Value PO’s• Last cut-off = First week June for PO
• Process final Change Orders• Place any remaining High Dollar PO’s
May 2010 9Year-End Legal Training
PO Closing Outline• June Continued
• June 30th (Last day activities)• Between 7 am & 2 pm all PO activities completed• Between Noon & 2 pm – all receiving and AP activities
completed• Current Year Purchasing Module closed at 2 pm• PO runs PO Activity report and exports .csv file • Between 2 & 4 pm Finance team runs GL15• Between 4 & 5 pm Finance team completes all accruals• 5:00 pm – go home
May 2010 10Year-End Legal Training
PO Closing Outline
• July = New Year• PO staff take a well deserved vacation!• The fun begins for the rest of the finance team• Very soon after that Finance team closes the
campus legal books.• PO staff add new lines for new fiscal year to MY’s
May 2010 11Year-End Legal Training
Resources
• Year-end Memo (example)
• Year-end Activity Schedule (PO area) • Year-end Checklist (Finance area)
• Open Purchase Orders Query (example)
• Open Purchase Order Activity Report (PS example)
• Departmental MY Listing (XL spread sheet)
May 2010 12Year-End Legal Training
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