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Procurement Training Requirements - Which workshops do I need to take?

Note: Purchasing requires written Procurement Delegation Authority

Parts of Training Requirements

 

Steps in Determining Which Workshops are Mandatory to Attend

Below are the steps and an example to assist you in determining which workshops must be attended:

 

 

  • Obtain Written Delegation of Procurement Authority. Refer to Procurement Delegation No. 2010-01, as amended, and see required Procurement delegation authority.  Procurement officers and personnel assigned procurement duties shall be delegated procurement authority by the head of the purchasing agency (HOPA), the department head. Personnel without appropriate delegation and training for HRS chapters 103D and 103F shall not participate in any procurement activity. The term ‘participate’ means the various procurement activities such as to oversee/supervise the procurement process; develop, draft, review, edit, conduct, manage or approve the specifications or solicitation; administer the contract.
  • Determine Procurement Position Level. Refer to the Procurement Position Levels table. Position levels are used to determine training requirements. The table serves as a guide to determine procurement personnel position by the duties/responsibilities/tasks assigned or delegated.
  • Determine Procurement Training Requirements. Refer to the Procurement Training Requirements table. Mandatory and recommended workshop requirements are determined by the position level and procurement method used. This table is divided into 3 sections: (1) HRS chapter 103D, Goods, Services and Construction; (2) HRS chapter 103F, Purchases o0f Health and Human Services; and (3)  HePS – Hawaii eProcurement System.
  • Register for Workshop(s). Refer to the Workshop Schedule and Registration table for workshops currently offered. Reference materials for each workshop are usually available under the Training Materials column. Click on the workshop title to view the workshop description. Click on the workshop date to register for the workshop. Handouts, if available for printing, are accessible at this site.  Training materials and references from previous workshops are also available here.
  • Attend Workshops. Procurement officers and personnel delegated procurement authority shall attend all applicable mandatory training workshops.

 

Example: The HOPA has delegated Susan Lee written procurement authority to (1) conduct competitive sealed bidding pursuant to HRS chapter 103D, and (2) procure on the Hawaii e-Procurement System (HePS). From the Procurement Position Levels table, Susan’s position level is determined to be Level 2 based on her procurement duties/responsibilities/tasks assigned. Looking at the Procurement Training Requirements table, down the HRS chapter 103D column for “Competitive Sealed Bidding,” Level 2 positions are required to take Workshop Nos. 100 and 150. Susan does not conduct construction procurements; therefore, is not required to take Workshop Nos. 130 and 185. Other listed workshops are recommended (not mandatory) workshops to attend. Looking at the HePS section of the table (HePS – Hawaii eProcurement System), Susan is also required to take the applicable HePS workshops. Susan does not conduct chapter 103F procurements; therefore is not required to attend these workshops.

 

Procurement Position Levels

Position Level Procurement Duties/Responsibilities/Tasks

1

 

  • Procurement Officer (head of the purchasing agency (HOPA) who has written delegated procurement authority from the Chief Procurement Officer (CPO).
  • Procurement Officer(s) with written delegation from the HOPA, limited to Deputy Directors, Executive Directors and Heads of Attached Agencies.
Note: Required to attend Level 2 mandatory workshops, as applicable, when subordinate staff is not delegated written procurement authority.

 

2
  • Procurement Officer(s) (excluding those positions named in Level 1) whose responsibility it is to oversee/supervise the procurement process, develop, draft, review, edit, approve, or conduct any method of procurement, and ensure procurement compliance.
  • Personnel tasked with procurement duties that include specification writing; drafting, reviewing, editing or compiling of procurement solicitations; or approving or conducting procurements.
Note: Requires HOPA written delegation. Refer to Procurement Delegation No. 2010-01, as amended.

 

3
  • Personnel tasked to assist with the review, editing of procurements, proofread or check formatting errors, but not responsible or tasked with the substantive or content matter of the procurement.
  • Personnel who primarily perform clerical or fiscal duties related to procurement or assist with (not conduct) small purchases.

Note: HOPA written delegation is not required.

 

Tasks not Assigned to a Specific Position Level

There are no position levels assigned for the below listed duties/responsibilities/tasks. Personnel assigned the tasks are required to attend the applicable training workshops. Check the Procurement Training Requirements table to determine required workshop attendance:

  • Purchasing from the State Procurement Office (SPO) Price and Vendor List Contracts
  • Purchasing Intra- and Out-of-state Travel
  • Procurements Conducted on HePS*
  • Inventory Management**
  • Surplus Property**
  • pCard Purchases*
  • Posting of Procurement Awards, Notices and Solicitations (PANS)***

* Requires written HOPA delegation of authority (Form SPO-036).

** Requires written HOPA delegation of authority (Form SPO-017B or SPO-042).

***Requires Accounts Manager authorization. Refer to Procurement Circular No. 2010-01, as amended.

 

Training Requirements Tables

 

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