Report 2016-125.1 Recommendation 16 Responses
Report 2016-125.1: The University of California Office of the President: It Has Not Adequately Ensured Compliance With Its Employee Displacement and Services Contract Policies (Release Date: August 2017)
Recommendation #16 To: University of California
To maximize benefits from the systemwide procurement initiative and to ensure that the university uses those benefits for its teaching, research, and public service missions, the Office of the President should, if actual benefits are measurable, implement a process to monitor and report annually to the regents the estimated and actual benefits.
1-Year Agency Response
UC Procurement Services has begun to address the technical requirements to enable this process. Resource availability is a limiting factor and is expected to result in a target completion of Q2, 2019.
UC Health continues to evaluate procurement and cost benefit for each initiative. Two new analytical tools have been identified and full implementation should be completed during the fourth quarter of calendar year 2018. The tools will provide UC Health clinical teams the ability to evaluate the clinical impact, current and future saving opportunities, and potential lost opportunities. The tools will also benchmark our work against other non-UC Health medical centers and this information will hopefully drive more system wide standardization and savings. Data used for the analyses are collected from the UC Health medical centers' procurement and financial databases and therefore, UC Health can evaluate the benefits of any contracting and saving initiatives.
- Estimated Completion Date: Spring 2019
- Response Date: August 2018
California State Auditor's Assessment of 1-Year Status: Pending
6-Month Agency Response
The Office of the President oversees two systemwide procurement functions: UC Procurement Services and UC Health.
UC Procurement Services is striving to develop a reporting process to more clearly identify the reported benefits emanating from definite quantity contracts (contacts governing set quantity purchases) and those benefits emanating from requirement contracts (contracts governing large numbers of future transactions with benefit attainment dependent on forecasted purchases, volumes and contract adoption. This reporting process will include an annual report to the Regents.
Work on this project is anticipated to begin by June, 2018 with a target completion of December, 2018. The initial activity (identifying resources from IT, Campuses, and Systemwide Procurement to define the changes, develop definitions and processes, and make the needed software change) will lead to a project plan and a firmer completion date.
As stated in the responses herein, UC Health maintains a dashboard of its efforts and is currently looking at a new tool to improve its ability to monitor and report system wide and local initiatives. The new dashboard will provide the ability to track, measure, and report the benefits of each initiative. This dashboard will be used to share information with the executives and clinical teams of the UC Health medical centers and will be used as a report for the regents.
- Estimated Completion Date: December 2018
- Response Date: February 2018
California State Auditor's Assessment of 6-Month Status: Pending
60-Day Agency Response
The Office of the President will review its reporting process to more clearly identify the reported benefits emanating from definite quantity contracts (contacts governing set quantity purchases) and those benefits emanating from requirement contracts(contracts governing large numbers of future transactions with benefit attainment dependent on forecasted purchases, volumes and contract adoption).
- Estimated Completion Date: March 2018
- Response Date: October 2017
California State Auditor's Assessment of 60-Day Status: No Action Taken
Although the Office of the President indicates it will implement our recommendation, it has yet to take any actions to do so.
Agency responses received are posted verbatim.