5009 Approval and Purchase of Promotional Items | ADMINISTRATION-5600-MANUAL

Step 1: Program staff will determine that a promotional item is needed. The basis for the need may include grant or contract deliverables.

Step 2: Review MAN 1501, Marketing, PR Style Book and Policy Guide, when developing content.

Step 3: Provide a copy of the promotional product or document to the Director’s Office for review via the “pink sheet” process. Refer to MAN 5600, Section 8003, Guidelines for Written Correspondence and Suspended Items.

Indicate if the item is a reprint or reorder of a previously approved item. Previously approved items will be reviewed again to assure alignment with current DHS policies.

Step 4: The DAS program staff will obtain remaining signatures on the “pink” sheet, including, Office of Business Administration (OBA), Office of Communications (OC), the Business Operations Section Manager, the DAS Deputy Director and DAS Director.

Step 5: The DAS program staff will deliver one copy of each promotional item or document to the Office of Legislative Affairs and Communication (OLAC) to request DHS approval.

Step 6: OC will review the item and may require edits before approval.

Step 7: The DAS program staff will provide the program staff and Statewide Administrative Assistant with electronic proof of OC approval.

Step 1: Program Staff will provide the Statewide Administrative Assistant with all necessary requisition information, including electronic proof of OC approval.

Step 2: The Statewide Administrative Assistant will enter the requisition into eProcurement within three business days of OC approval.

Step 3: OC will confirm approval in the eProcurement system.

Step 4: The requisition is approved and a Purchase Order (PO) issued by DAS Business Operations and DHS staff.

Step 5: Once the requisition is fully approved and the PO issued, program staff may proceed with publication or production of promotional items.