New York State VendRep System Office of the State Comptroller Presenters: Irene Waldorf and Linda Ulan May 2008

New York State Comptroller’s Office Agenda Vendor Responsibility NYS VendRep System Overview New Functionality Future Enhancements VendRep Website New York State Comptroller’s Office

Vendor Responsibility A Responsible Vendor has the capacity to fully perform its contractual obligations, and the integrity to justify the award of public dollars Factors considered Financial and Organizational Capacity Legal Authority Integrity Past Performance Vendor Disclosure New York State Comptroller’s Office

How is Vendor Responsibility Determined? 1. Vendor supplies responsibility documentation: Questionnaire – online or paper Supporting documentation 2. State Contracting Agency Reviews all available information Makes a responsibility determination 3. OSC – (For contracts subject to the Comptroller’s review) Reviews Vendor Responsibility documents Reviews Agency process and responsibility determinations New York State Comptroller’s Office

New York State Comptroller’s Office NYS VendRep System www.osc.state.ny.us New York State Comptroller’s Office

New York State Comptroller’s Office The System is: Information clearinghouse for vendor responsibility Secure, centralized and standardized Accurate, relevant and current Efficient, time-saving New York State Comptroller’s Office

New York State Comptroller’s Office NOT: The System is A Prequalification System A Bidding System Changing Agency Responsibilities New York State Comptroller’s Office

System Basics - What Is a Role? Defines access to data or tasks Allows user to complete only authorized tasks User permissions assigned by organization to perform job-related tasks Reflects role user plays in organization Roles assigned by organization’s primary authorizer or authorizer Users may have one or multiple roles New York State Comptroller’s Office

How Are Roles Distributed? New York State VendRep System Agency Roles Vendor Roles Guest Contracts Administrator Contributor Certifier New York State Comptroller’s Office

New York State Comptroller’s Office State Agency Guest Role New York State Comptroller’s Office

What can Agency Guest user do? Search for Vendor-Specific Data including additional identities (DBA, trade name) View Certified Vendor Responsibility Questionnaire View or Download Attachments Obtain Authorized Vendor Contact Information Access Vendor-Specific Contract Data Transactions approved by the Comptroller’s Office since April 2003 Agencies contracting with vendor for business entities with an online certified questionnaire New York State Comptroller’s Office

Comptroller’s Home Page Select Vendor Responsibility from the State Agencies dropdown menu Vendors have access through Vendors dropdown New York State Comptroller’s Office

VendRep Home Page Select VendRep logo or Login link New York State Comptroller’s Office

New York State Comptroller’s Office VendRep System LOGIN New York State Comptroller’s Office

New York State Comptroller’s Office Search for a Vendor Vendor Search Vendor Search New York State Comptroller’s Office

Search Results Click Vendor Name to access vendor information New York State Comptroller’s Office

New York State Comptroller’s Office Vendor Summary Business Type and Activity determine questionnaire type Click View for questionnaire and contract data New York State Comptroller’s Office

Vendor Summary (cont’d) All Certified Forms stored in History Search on DBA or Trade Name Vendor Contact Information New York State Comptroller’s Office

Form Overview Access Contract Data View Questionnaire by section View in entirety New York State Comptroller’s Office

Agency Guest View of Vendor Contract Data Filter by using dropdown lists Sort on any column header State Agencies with whom the vendor has contracts appear in the dropdown or search by agency using the Agency Codes link Data for those only Vendors with a certified questionnaire filed in the VendRep System Transactions approved by the Comptroller’s Office Date of transaction approval Document Type – Contracts & Amendments New York State Comptroller’s Office

Filter by Agency State Agencies who have contracted with the vendor Click on hyperlinked text for pop-up definition New York State Comptroller’s Office

New York State Comptroller’s Office New Functionality: State Agency Contracts Role New York State Comptroller’s Office

Access to Expanded Contract Data Approved transactions for all State contracting entities Transactions Received, Approved or Non-Approved for your agency Updated every 24 hours A certified questionnaire is not required to view a vendors data New York State Comptroller’s Office

New York State Comptroller’s Office Additional Features Agency Code List Data Sort Contract Detail Pop-Up Definitions New York State Comptroller’s Office

VendRep System Homepage Contract Search tab opens the search page for users with the Contracts role New York State Comptroller’s Office

Contract Search Page Note the Important Disclaimer New York State Comptroller’s Office

Search Contract Data Begin search by selecting options from dropdown menus Enter search criteria New York State Comptroller’s Office

Agency Code List Click for complete list New York State Comptroller’s Office

Sort Feature Sort data by clicking on any column header New York State Comptroller’s Office

Contract Detail Click Contract Number to view Contract Detail 110 State Street Albany, NY 12236 New York State Comptroller’s Office

Pop-up Definitions Click hyperlinked status term to view pop-up definition New York State Comptroller’s Office

New York State Comptroller’s Office What's New for the Vendor? New York State Comptroller’s Office

Vendor Contract Data View (Access to only their own information) All transactions submitted to the Comptroller’s Office – Received, Approved and Non-Approved New Data fields - Status, Status Date, Document Type New Disclaimer Language Timeliness of data, for receipt at Comptroller’s Office New York State Comptroller’s Office

New York State Comptroller’s Office Future Enhancements User-friendly Features External Interface Links Online Profile Issues User-friendly features: Improved Look (large print), Print feature for questionnaire, more efficient (attachment indicator on questionnaire) New York State Comptroller’s Office

New York State Comptroller’s Office VendRep Website www.osc.state.ny.us/vendrep Vendor Responsibility Profile Standardized Questionnaires VendRep System Supports FAQ’s Resources New York State Comptroller’s Office

Support Resources for Agencies and Vendors Office of the State Comptroller Help Desk (518)408-4672 (866)370-4672 helpdesk@osc.state.ny.us Training and User Support http://www.osc.state.ny.us/vendrep/user_support.htm New York State Comptroller’s Office

New York State Comptroller’s Office Thank you! New York State Comptroller’s Office