1. State Purchasing Forum Impacts of SFS on VendRep System & Other Updates Lynn Hansen Irene Waldorf May 2011

2. 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

3. What is the VendRep System? Users Purpose Functionality

4. What is SFS? DOB FMS Project OSC FOCAS Project SFS Program

5. Procure to Pay Centralized Vendor File Contracts Purchase Orders

6. How are Systems Related? Centralized Vendor File Contract Inquiry

7. Vendor ID will impact Vendor enrollment VendRep System searches Standard name Central update Documents

8. Documents will change Questionnaires Vendor responsibility profile Website VendRep System user supports Standard emails to vendors Check what your agency is using as information may need revision

9. Vendor Responsibility Process Requirements for Vendor Responsibility review will not change A vendor on the vendor file does not replace the review

10. 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?

11. Where to Find Information SFS: http://www.sfs.ny.gov VendRep: http://www.osc.state.ny.us/vendrep Vendor File: http://osc.state.ny.us/vendor_mana gement/

12. Not-For-Profit Questionnaire Why change? –Experience –Difficult for complex entities –Collecting unused information –Information readily available from other sources Status

13. Major Changes NFP will select scope of disclosure Easier to complete due to elimination of some questions

14. New Terms Legal Business Entity Reporting Entity Organizational Unit Associated Entity

15. Legal Business Entity Must have an IRS assigned Federal Tax Identification Number (TIN) Must have New York State Vendor ID

16. Reporting Entity A Legal Business Entity Or An Organizational Unit of the larger Legal Business Entity

17. 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

18. 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”

19. Scope Reporting Entity –Exclude affiliate issues Associated Entities –Report larger issues –Limit reporting to federal or within New York State

20. Next Steps for Questionnaire Vendor testing Final revisions Schedule implementation Notice to all VR communication liaisons Email VendRep System vendors

21. New Resources for Your Use US Food and Drug Administration –Medical Device Recalls NYS Office of the Medicaid Inspector General –Final Audit Reports Google http://www.osc.state.ny.us/vendrep/resources_agency.htm

22. Best Practices Quiz Time

23. New Training Offered Vendor Responsibility 101 NYS VendRep System – Computer-based – Agency site – OSC

24. OSC Contact OSC Help Desk 866-370-4672 or 518-408-4672 ciohelpdesk@osc.state.ny.us VendRep Website www.osc.state.ny.us/vendrep

25. SFS Contact SFS Help Desk 877-SFS-4185 helpdesk@sfs.ny.gov SFS Website www.sfs.ny.gov

26. Presenters Office of the State Comptroller Lynn Hansen - 518-474-2590 Irene Waldorf - 518-474-2277