Publishing of SSC Procedures

To: Management Council Members, VP’s of Finance, and Business Managers

From: Shared Services Center

Area: Business Transformation Office

Reason: Publishing of SSC Procedures

Date: January 8, 2020

The Content Development Program, approved by Executive Council, is one of SSC’s major initiatives and will help to establish and formalize standard procedures for each service line. Standard procedures are a resource that will help strengthen consistency and compliance. We are excited to begin publishing documents on the SSC website as they are approved by the respective governance council. To access the documents, click the Procedures tab and enter your VCCS logon credentials. To ensure the procedures are easy to locate, we’ve categorized them by service line as well as listing the Procedure name and number, if applicable. Please take some time to visit the Policies and Procedures page and become familiar with the growing list of resources.

The following Shared Services Center (SSC) procedures have been published.

Procurement

1. Emergency Purchases

· An emergency is an occurrence of a serious and urgent nature that demands immediate action.

· College end-users may make purchases without adhering to standard procurement procedures when faced with an emergency where the purchase is necessary to protect personal safety or property.

· Since emergency purchases circumvent the requirements and safeguards of standard procurement practices, this procedure ensures that emergency procurements are subjected to appropriate scrutiny after they have been performed.

· Please review the Business Rules included in the procedure and pay particular attention to procedure steps identified for the College end-user and College Agency Head/Designee.

2. Sole Source Procurement

· A sole source procurement is authorized when there is only one source practicably available for the goods or services required.

· The following procedure ensures that sole source procurements are subjected to appropriate analysis and receive all required approvals before proceeding.

· Please review the Business Rules included in the procedure and pay particular attention to procedure steps identified for the VCCS College end-user or point of contact.

3. Cooperative Contract Use

· VCCS may purchase under the authority of a cooperative contract (a contract awarded by an entity other than VCCS) when certain requirements are met.

· This procedure ensures that cooperative contract procurements are subjected to appropriate analysis and receive all required approvals before proceeding.

· Please review the Business Rules included in the procedure.

4. PO Print

· Purchase orders are automatically routed to eVA’s “PO Print” queue for vendors that are not registered to receive orders electronically through eVA.

· SSC will manually transmit “PO Print” purchase orders to their respective vendors, unless transmission is deemed unnecessary.

· Please review the Business Rules included in the procedure.

After initial publication, the procedures will be reviewed and republished annually to ensure they are up-to-date. More frequent updates will also be made when changes are required. If you have any questions related to Content Development, please reach out to the Shared Services Help Center 877-340-5577 or help.

Skip to content