State Purchasing Forum Impacts of SFS on VendRep System & Other Updates Lynn Hansen Irene Waldorf May 2011
Get up-to-date on: Relationship of the VendRep System & Statewide Financial System (SFS) Proposed revisions to Not-For-Profit Vendor Responsibility Questionnaire Resources for responsibility reviews Best Practices New training sessions
What is the VendRep System? Users Purpose Functionality
What is SFS? DOB FMS Project OSC FOCAS Project SFS Program
Procure to Pay Centralized Vendor File Contracts Purchase Orders
How are Systems Related? Centralized Vendor File Contract Inquiry
Vendor ID will impact Vendor enrollment VendRep System searches Standard name Central update Documents
Documents will change Questionnaires Vendor responsibility profile Website VendRep System user supports Standard s to vendors Check what your agency is using as information may need revision
Vendor Responsibility Process Requirements for Vendor Responsibility review will not change A vendor on the vendor file does not replace the review
Process to Add a Vendor How does a vendor get into the VendRep System without a Vendor ID? How does a vendor get a Vendor ID to obtain a contract? How does a vendor’s information get updated?
Where to Find Information SFS: VendRep: Vendor File: gement/
Not-For-Profit Questionnaire Why change? –Experience –Difficult for complex entities –Collecting unused information –Information readily available from other sources Status
Major Changes NFP will select scope of disclosure Easier to complete due to elimination of some questions
New Terms Legal Business Entity Reporting Entity Organizational Unit Associated Entity
Legal Business Entity Must have an IRS assigned Federal Tax Identification Number (TIN) Must have New York State Vendor ID
Reporting Entity A Legal Business Entity Or An Organizational Unit of the larger Legal Business Entity
Organizational Unit MUST Be an established unit within and operating under authority of Legal Business Entity Have a designated manager or management team Have primary responsibility for fulfilling contract terms Use Legal Business Entity’s TIN
Associated Entity Any entity the Reporting Entity controls or is controlled by Not “sibling organizations” unless direct relationship with or impact on the Reporting Entity Replaces “Affiliates”
Scope Reporting Entity –Exclude affiliate issues Associated Entities –Report larger issues –Limit reporting to federal or within New York State
Next Steps for Questionnaire Vendor testing Final revisions Schedule implementation Notice to all VR communication liaisons VendRep System vendors
New Resources for Your Use US Food and Drug Administration –Medical Device Recalls NYS Office of the Medicaid Inspector General –Final Audit Reports Google
Best Practices Quiz Time
New Training Offered Vendor Responsibility 101 NYS VendRep System – Computer-based – Agency site – OSC
OSC Contact OSC Help Desk or VendRep Website
SFS Contact SFS Help Desk 877-SFS-4185 SFS Website
Presenters Office of the State Comptroller Lynn Hansen Irene Waldorf