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ACQUISITION PLANNING

Chapter: 5200

Section: 5230.1

Elements of the Acquisition Planning stage include: Defining the program need Assessing operational needs Selecting the acquisition method IT General Provisions (GSPD 401-IT) and Cloud Computing Special Provisions (as applicable) Obtaining approvals 1. Defining the Program Need For all IT acq ...

https://www.dgs.ca.gov/Resources/SAM/TOC/5200/5230-1
INTRODUCTION

Chapter: 5200

Section: 5200

This chapter provides policy direction applicable to information technology (IT) procurements pursuant to Public Contract Code section 12100 et seq. IT as defined in SAM Sections 4819 through 4819.42 includes telecommunications goods and services

https://www.dgs.ca.gov/Resources/SAM/TOC/5200/5200
ACQUISITION PHASE

Chapter: 5200

Section: 5230.2

The Acquisition Phase is when the acquisition is conducted. Acquisitions shall be conducted in a manner that complies with State policies and meets the State’s needs. In conducting acquisitions, the State shall follow these requirements: Acquisition documents shall clearly set forth the rule ...

https://www.dgs.ca.gov/Resources/SAM/TOC/5200/5230-2
EXEMPTION

Chapter: 5200

Section: 5230.6

Procurements necessary to meet the requirements of the Hawkins Data Center in the Department of Justice are exempt from the requirements of Section 5230 Uniform Standards.

https://www.dgs.ca.gov/Resources/SAM/TOC/5200/5230-6
UNIFORM STANDARDS

Chapter: 5200

Section: 5230

Uniform standards are applicable to acquisitions of IT goods and/or services pursuant to Public Contract Code section 12100 et seq., regardless of dollar amount, type of IT goods/services, and acquisition approach. The following standards shall apply throughout the IT procurement process: Acquisit ...

https://www.dgs.ca.gov/Resources/SAM/TOC/5200/5230
POST-AWARD ACTIVITY

Chapter: 5200

Section: 5230.3

Post-award Activity includes elements such as contract management, project management, and reporting. Effective contract and project management ensures that the State and its contractors honor their agreements and collaborate with one another in good faith. Following the award of the contract, the a ...

https://www.dgs.ca.gov/Resources/SAM/TOC/5200/5230-3
DEFINITIONS

Chapter: 1800

Section: 1821.2

Definitions: For SAM section 1821, buildings and grounds maintenance refers to the routine cleaning and the day-to-day maintenance of a building’s interior and exterior and the surrounding landscape and hardscape that are considered a part of that facility. Buildings and grounds mainten ...

https://www.dgs.ca.gov/Resources/SAM/TOC/1800/1821-2
REPORTING RISKS, INTERNAL CONTROLS, AND MONITORING

Chapter: 20000

Section: 20070

SLAA REPORT REQUIREMENTS AND SUBMISSION SLAA (GC 13405) requires each state agency head to conduct a review of and report on the adequacy of the agency’s internal control systems and monitoring practices. The report is due no later than December 31 of each odd-numbered year. The review and rep ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20070
INTRODUCTION

Chapter: 20000

Section: 20000

California state government employs a variety of audit resources to assist management in assuring that: State assets are protected Laws and regulations are followed Financial and management information is reliable Organizations and programs are operating effectively and efficiently These audit resou ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20000
AUDIT COORDINATION

Chapter: 20000

Section: 20020

To prevent duplication of the annual financial audit conducted by the State Auditor, GC 8546.4(e) prescribes that except for those state agencies that are required by state law to obtain an annual audit, no state agency shall encumber funds appropriated by the Legislature for the purpose ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20020
CENTRAL AUDIT ORGANIZATIONS

Chapter: 20000

Section: 20010

The state’s central audit organizations include Finance, State Auditor, and the Controller. CALIFORNIA DEPARTMENT OF FINANCE Finance serves as the Governor’s chief fiscal policy advisor and has general responsibility for supervising matters concerning the state’s financial a ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20010
MONITORING INCIDENTS OF LOSS OR ERROR

Chapter: 20000

Section: 20080

Legal Authority Government Code section 13401 (b)(4) Definitions INCIDENT: Examples of incidents include, but are not limited to the following: Misuse/Theft – Intentional use of public resources for an improper purpose or taking public resources without consent. F ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20080
AUDIT STANDARDS

Chapter: 20000

Section: 20050

(Revised and Renumbered 12/2017) Various organizations promulgate audit standards for auditors to follow. Standards are designed to enhance the quality and consistency of audits and audit reports. GC 13886.5 specifies that all state agencies that have their own internal auditors or that co ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20050
INTERNAL CONTROL

Chapter: 20000

Section: 20060

INTERNAL CONTROL DEFINED Internal control is defined as a process effected by an entity’s oversight body, management, and other personnel that provides reasonable assurance that the objectives of an entity will be achieved. These objectives and related risks of not achieving those objectives c ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20060
INTERNAL AUDIT ORGANIZATIONS

Chapter: 20000

Section: 20040

(Revised and Renumbered 12/2017) Many state agencies have internal audit organizations. GC 1237 requires state agencies with aggregate annual spending of fifty million dollars ($50,000,000) or more annually consider establishing an internal audit unit. OSAE maintains a list of internal audit o ...

https://www.dgs.ca.gov/Resources/SAM/TOC/20000/20040
SEPARATION OF DUTIES

Chapter: 7200

Section: 7280

(Revised and Renumbered from 8080 08/2020) Separation of duties, also known as segregation of duties, is a fundamental building block of sustainable risk management and an essential component of internal control for agencies/departments. The principle of separation of duties involves assignin ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7200/7280
RETENTION OF FISCAL RECORDS

Chapter: 7200

Section: 7250

The Records Management and Appraisal (RMA) Program within the California State Archives (a division in the California Secretary of State) is responsible for the development and implementation of the state’s record management program. The RMA oversees the life cycle of public records from creat ...

https://www.dgs.ca.gov/Resources/SAM/TOC/7200/7250
GENERAL

Chapter: 7200

Section: 7200

Section deleted and content added to 7220, 8/2020

https://www.dgs.ca.gov/Resources/SAM/TOC/7200/7200
BOOKS OF ORIGINAL ENTRY

Chapter: 7200

Section: 7222

Section deleted and content added to 7231, 8/2020

https://www.dgs.ca.gov/Resources/SAM/TOC/7200/7222
AUDIT

Chapter: 7200

Section: 7240

Section deleted

https://www.dgs.ca.gov/Resources/SAM/TOC/7200/7240