Submitting a CTP/CTPM/CTCM

renewal applicationthat won’t be returned!

Revised: August 1, 2012

Step OneGET ORGANIZED AND PREPARED BYREVIEWING THIS SLIDESHOW IN ITS

ENTIRETY.(PLEASE NOTE: To request an Excel spreadsheet to track your training class hours s you complete them, and your

documentation, please email: cert_renewal@cpa.state.tx.us. THIS EXCEL SPREADSHEET IS NOW REQUIRED FOR YOU TO SUBMIT ALONG WITH COMPLETING THE ON-LINE CERTIFICATION RENEWAL APPLICATION.)

Gather all documentation. Use binders, folders, color coded tabs, etc. to help you organize and retain your

documents. Keep this binder in a safe place so you will always know where this information is.

Certificates (must include the following information) The division or job title of the person conducting the training. The name of the person receiving the training. The date(s) of the training. Number of training hours conducted.

Procurement OR Contract Manager Management (manager or director)Approval Documentation For: Non-Standard Training only…UNLESS…you are missing another required document i.e.

class agenda or class objective.

2

Step TwoSort documentation by certification year.

Certification year is one year counting backwards from your certification expiration date.

If your certification expires on 08/01/10, your certification years will be:

Certification Year One – 08/01/2005 - 07/31/2006 Certification Year Two – 08/01/2006 - 07/31/2007 Certification Year Three – 08/01/2007 - 07/31/2008 Certification Year Four – 08/01/2008 - 07/31/2009 Certification Year Five – 08/01/2009 - 08/01/2010

NOTE: All certifications expire on the 1st of the month.

Your Certification Expiration Date is found on the bottom right corner of your CTP/CTPM/CTCM certificate. See example on the next slides.

DID YOU KNOW: To request an Excel spreadsheet to track your training classes/hours as you complete them,

please email: cert_renewal@cpa.state.tx.us. THIS EXCEL SPREADSHEET IS NOW REQUIRED FOR YOU TO SUBMIT ALONG WITH COMPLETING THE ON-LINE CERTIFICATION

RENEWAL APPLICATION.) 3

4

Step ThreeAfter documentation is divided by

certification year, starting with the first year, sort documentation in to the following training type categories:

Standard Procurement/Contract Management Related Training http://www.window.state.tx.us/procurement/prog/training-cert/purchtrn_cert/

continuing-education/standard-procurement-related-training/

Non-Standard Training http://www.window.state.tx.us/procurement/prog/training-cert/purchtrn_cert/

continuing-education/non-standard-training/

Instructor Credit http://www.window.state.tx.us/procurement/prog/training-cert/purchtrn_cert/

continuing-education/trn-coned4/

DID YOU KNOW: THERE IS NO LONGER AN “INTERNAL TYPE TRAINING” CATEGORY. HOWEVER, INTERNAL TRAINING IS STILL ACCEPTED AND NOW FALLS UNDER THE “STANDARD OR NON-STANDARD TYPE TRAINING.” 5

Standard Procurement/Contract ManagementTraining

(MUST BE PURCHASING/CONTRACT MANAGEMENTRELATED TRAINING)

Acceptable types of training in this categoryinclude but are not limited to:

Discussion Forums. Procurement, Contract Management, or Professional Development

Classes offered by the Comptroller of Public Accounts (TPASS). College courses regarding procurement/contract management. Meetings of Procurement Agencies, Organizations, Committees, or

Councils (must submit proof of attendance). Typically, staff meetings will not be considered for continuing

education credit.

DID YOU KNOW: 1 HOUR OF CLASS TIME EQUALS TO 1 HOUR OF CEH. UP TO 45 HOURS

PER CERTIFICATION YEAR WILL BE ACCEPTED IN THIS “TYPE TRAINING” CATEGORY.

YOU CAN ONLY CLAIM 1 OF THE SAME SUBJECT CLASS PER CERTIFICATION YEAR.

6

Standard Procurement/Contract ManagementTraining(Continued)

Requirements for Standard training: Again, the training must be procurement/contract management related. The training must have a written agenda or course outline or equivalent

for record and audit purposes. PLEASE…do not submit the handouts and/or workbooks.

Each participant must receive some form of documentation that they attended and completed the training, preferably a class attendance certificate or class sign in sheet. If a certificate and/or any required document is not available, a memo from your manager or director with the following information:

The name of the person receiving the training. The date(s) of the training. Number of training hours conducted.

DID YOU KNOW: A good indication that training can be classified as standard

procurement/contract management related training is the presence of the words "Procurement" , "Purchasing", “Buying“, “Contracting”, “Negotiating,” in

the class title.7

Non-Standard Procurement/Contract ManagementTraining

(MUST BE NON PURCHASING/CONTRACT MANAGEMENTRELATED TRAINING)

Acceptable types of training in this categoryinclude but are not limited to:

Any training that is not typically associated with the procurement/contract management process/functions, but for needs unique to your agency or personal development. This type of training may require procurement/contract management personnel to attend and may or may not be conducted internally within your agency. Example: Sexual Harassment, Cultural Diversity, Ethics, New

Employee Orientation, Computer Skills, Teambuilding, Personality Types, How to Handle Difficult People, etc.

DID YOU KNOW: 1 HOUR OF CLASS TIME EQUALS TO 1 HOUR OF CEH. UP TO 16 HOURS PER CERTIFICATION YEAR WILL BE ACCEPTED IN THIS TRAINING CATEGORY. YOU CAN ONLY CLAIM 1 OF THE SAME

SUBJECT CLASS PER YEAR.

8

Non-Standard Procurement/Contract ManagementTraining(Continued)

Requirements for Non-Standard training:Again, the training must be NON procurement/contract

management related. Each participant must receive some form of documentation

that they attended and completed the training, preferably a class attendance certificate or sign in sheet, AND a memo from your manager or director with the following information:

The name of the person receiving the training. The date(s) of the training. Number of training hours conducted. Why you should receive CEH for this particular training class.

9

Instructor CreditAcceptable types of training in this category

include:

Instruction of procurement/contract management topics.

Presentations on procurement/contract management topics.

DID YOU KNOW: 1 HOUR OF INSTRUCTION OR

PRESENTATION TIME EQUALS TO 1 HOUR OF CEH. UP TO

16 HOURS PER CERTIFICATION YEAR WILL BE ACCEPTED

IN THIS TRAINING CATEGORY; HOWEVER, ONLY 1 OF THE SAME CLASS/

PRESENTATION PER CERTIFICATION YEAR WILL BE ACCEPTED.

10

Instructor Credit(Continued)

Requirements for Instructor Credit:Again, the training/presentation must be procurement/contract

management related. Class agenda and outline must be submitted to CPA for

approval. To insure approval…please submit your document prior to instruction or presentation to: cert_renewal@cpa.state.tx.us

Some form of documentation must also be submitted as proof that you were the instructor/presenter , i.e. brochure/flyer, agenda, instructor certificate, sign in sheet with name of instructor OR a memo from your manager or director with the following information:

The name of the person instructing the training or making the presentation. The date(s) of the training or presentation. Number of training hours conducted.

11

Step FourAfter each certification year is sorted into categories, make sure to provide supporting documentation:

Standard Procurement/Contract Management Related Training - Certificate AND Written Agenda or Course Outline.

Non-Standard – Certificate AND letter/memo from manager OR director approving the class for CEH.

Instructor Credit – Instructor Certificate, brochure/flyer/agenda (that indicates you as an instructor) OR a memo from your manager or director verifying that you were indeed the instructor/presenter.

12

Post Document OrganizationBecause you have taken the time to organize your information, first by year, and then by training type, using the system should be simple.

To request an Excel spreadsheet to track your training classes/hours as you complete them, please email: cert_renewal@cpa.state.tx.us

13

CONGRATULATIONS!!!

You are now ready to complete the application for

renewal.

14

Filling-out the FormSection One

Personal Information This section just helps us ensure

that the right person is getting re-certified at the right time.

Fill in all blanks and double check for accuracy before clicking on next step.

***See example on next page.

15

16

Step Two - Continuing Education Training(You will provide the following Training Info: Date/Course Name/ Agency or Organization/Type/Hours )

17

Step Two - Continuing Education Training(Continued)

After filling in the information for the class, click “Add Class Below.”

You should see the class added in the correct certification year if the information is correct.

Beware of information that does not compute:If class dates are outside your active certification

dates, they will be sent to the yellow “Bad Records” area.

If you have exceeded the 45 hours per year maximum, the problem area will be highlighted in red.

Click the edit key to correct information, or delete the entry to proceed.

***See example on next page.

18

19

IMPORTANT!!!

If you cannot complete your application in one setting, you have the option of saving and returning to complete the application.

When you save, you will receive a link via email with your access information.

Keep track of that email until you have completed the application.

***See example on next 2 pages.20

21

22

Only after you have input your information in the prescribed format will you be able to continue filling out the application.

The “Next Step” button will not activate

until you have entered at least 120 hours and there are no red highlights or “Bad Records” in any field.

***See example on next page.

23

24

Filling-out the FormSection Three

Payment Information Cost of re-certification

CTP or CTPM or CTCM= $50 Dual certification= $75

Methods of Payment State Agency Purchase Order/ITV Check Money Order

Please do not send any payment until you have been invoiced by CPA. An invoice will be (e)mailed to you after your application has been reviewed and approved.

If using an ITV, please identify your agency ITV payable point of contact .

If making personal payment, please put your personal information in the point of contact fields.

***See example on next page.

25

26

Step SixClick “Finish” to submit your application.Submit the application and all supporting

documentation at least 30 but no more than 60 days prior to your certification expiration date.

Re-certifications should be issued within 30 days after submission if:all necessary information is submitted information is submitted in the prescribed

formatpayment is received

DID YOU KNOW : If payment is not received within 60 days of the receipt of your invoice, your certification renewal will then be denied for non-payment. 27

After submitting your application, you must EMAIL your Excel Spreadsheet. An application will NOT be considered complete until the Excel Spreadsheet is emailed to: cert_renewal@cpa.state.tx.us

A confirmation email will be sent to you after you submit your application. This email will contain a link where you can view the status of your application as it is being reviewed by Training and Certification staff.

Please view this link PRIOR to calling staff about the status of your application.

DID YOU KNOW: Hard copy submittals of the on-line application and/or Excel Spreadsheet will not be accepted.

28

Customer ServiceAll questions or concerns about the renewal

process should be sent to:cert_renewal@cpa.state.tx.us

Renewal applications will only be accepted

through the on-line application system.

The Excel Spreadsheet will only be accepted by email or CD IF the file is too large to send via email.

Renew your certification at http://purchcert.cpa.state.tx.us/.http://purchcert.cpa.state.tx.us/.

29