UMass Med Vendor Expenses, FY15-FY24

AJ Vincelli filed this request with the University Of Massachusetts Worcester Medical School of Massachusetts.
Submitted Aug. 11, 2024
Status
Completed

From: AJ Vincelli

Subject: Massachusetts Public Records Law Request: UMass Med Vendor Expenses, FY15-FY24

Portal

Hello,

Pursuant to the Massachusetts Public Records Law, I am hereby submitting a Public Records Request for all money given from University Of Massachusetts Worcester Medical School to external vendors/suppliers in FY2015 through (and including) FY2024, a total of 10 years.

Specifically, the data I am requesting include (but are not limited to):
* all vendors, suppliers, individuals, and public-private partnerships
* all materials, goods, services, properties, commodities, equipment leases, property leases, and licenses
* all catalog orders, non-catalog orders, blanket orders, direct payments, bank card purchases, strategic sourcing, and competitive procurements
* all auxiliary services purchases (starts in 2022, may be from a different accounting system)
* all purchase orders, requisitions, and invoices
* all products, goods, services, contracts, and subcontracts
* all accounts, classes, commodities, and departments
* regardless of the funding source

I’m requesting the data in a single Excel spreadsheet file (.xlsx format) with at least the following columns:
* Amount
* Supplier/Vendor Name
* Account Description
* Commodity Description
* Fiscal Year
* Department/Origin Description

Please report every expense, even if one or more of the above fields is blank. Please also include negative expense amounts, which is rare but does occur.

In case it’s helpful, I've attached an image example of what I’m hoping to receive. The columns may be in any order, and the fiscal years may be on one sheet or different sheets. The columns can be sorted in any order, or unsorted if that’s easiest.

I’m anticipating that this request may be fulfilled by a simple financial report generation and export of the generated file, and therefore shouldn’t take much human time or incur any fees. Please let me know immediately if this isn’t the case, so I can modify my request as necessary to meet the PRL deadline of 10 business days.

Please email the Excel file by the deadline of Monday August 26th, 2024.

Thank you very much!

Sincerely,

AJ Vincelli
Graduate Student Union at UMass Dartmouth

From: University Of Massachusetts Worcester Medical School

Subject: RE: UMass Med Vendor Expenses, FY15-FY24 Public Records Request Submitted Online

Portal

Dear Mr. Vincelli:

In response to your public records request (see below), please see the excel spreadsheets for each FY at the following Dropbox link (the files are too large to send by email): https://www.dropbox.com/scl/fo/j8ji3l0ceofhlx40hdzn9/AHfmuBTOX-oZESxQGI7N31w?rlkey=35nwt0anorrbp7j9lx6uumath&e=1&st=szqvd978&dl=0

I believe this includes all of the information you have requested, but please let me know if this is not the case or if you have any questions.

Thank you,
Ryan

Ryan Menard, J.D.
he/him/his
Assistant Vice Chancellor for Management
University of Massachusetts Chan Medical School
Office of Management

55 Lake Avenue North
Worcester, MA 01655
(508) 735-1947

[cid:image001.jpg@01DB13E8.B5000760]
www.umassmed.edu<http://www.umassmed.edu/>

Confidentiality Notice:
This e-mail message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential, proprietary and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact me immediately and destroy or permanently delete all copies of the original message.

From: AJ Vincelli

Subject: RE: Massachusetts Public Records Law Request: UMass Med Vendor Expenses, FY15-FY24

Email

Hi Ryan,

I apologize for my delay in replying, and thank you for this info.

The spreadsheets look like they're missing the Department Description, Account Description, and Commodity Description columns. Can these 3 columns please be added?

Also, there are 2 columns both labeled "Date." Can you clarify the column titles? I see there is another date column for Created, so perhaps the other 2 are the date requested and the date paid?

In case it’s helpful, here's an image example of what I’m hoping to receive: https://drive.google.com/file/d/1X6F243FNwo9OaomEK2Y7n_1faa9cfHHW/view?usp=sharing

Thanks very much,

AJ Vincelli

From: AJ Vincelli

Subject: RE: Massachusetts Public Records Law Request: UMass Med Vendor Expenses, FY15-FY24

Email

Hi Ryan,

Please respond.

Sincerely,

AJ Vincelli

From: University Of Massachusetts Worcester Medical School

Subject: RE: Massachusetts Public Records Law Request: UMass Med Vendor Expenses, FY15-FY24

Email

Hi AJ,

Ryan is on leave and I just returned from vacation. I do not think we can add columns to the spreadsheet that do not already exists, but I will review and get back to you. I will also check on the “date” question.

Thanks.

Andrew F. Newton, J.D.
Contracts & Compliance Associate
Office of Management
University of Massachusetts Chan Medical School
333 South Street
Shrewsbury, MA 01545
andrew.newton@umassmed.edu<mailto:andrew.newton@umassmed.edu>
Office: (508) 856-5508
Cell: (508) 243-7926

For information on the Office of Management, click here<https://umassmed.edu/officeofmanagement>.

Confidentiality Notice:
This e-mail message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential, proprietary, and privileged information. Any unauthorized review, use, disclosure, or distribution is prohibited. If you are not the intended recipient, please contact the sender immediately and destroy or permanently delete all copies of the original message.

From: University Of Massachusetts Worcester Medical School

Subject: RE: Massachusetts Public Records Law Request: UMass Med Vendor Expenses, FY15-FY24

Email

Dear Mr. Vincelli:

Thank you for your patience while I was out on leave, and apologies for the issues with the records previously sent. Please find here an updated set of records: https://www.dropbox.com/scl/fo/kf31hy816p9siicfwnmjj/AE7JQ0reIuGLy4pyUwELZIU?rlkey=ehj07oucs09zq5azdz3us8esc&st=7dgtdf8s&dl=0.
The updates include:

1. All missing fields have been added, and redundant dates have been removed.

2. Commodity codes are available for spend data from 2019 onward. Data prior to 2019 will display "N/A" for commodity codes. Please note that departmental payments are not mapped to commodity codes.

3. Two date fields have been clarified in the Pro Card data:
a. Transaction Date (Actual G.L.): The date the journal was posted to the General Ledger.
b. Pro Card Transaction Date: The actual date of the Pro Card transaction.
I believe this satisfies your request, but please let me know if this is not the case or if you have any questions. Under Chapter 66 of the General Laws, you have the right to appeal our disposition of your request to the Supervisor of Public Records, Office of the Secretary of State, pre@sec.state.ma.us<mailto:pre@sec.state.ma.us> and the right to seek judicial review of an unfavorable decision by commencing a civil action in the superior court under subsection (c) of section 10A.

Sincerely,

Ryan
Ryan Menard, J.D.
he/him/his
Assistant Vice Chancellor for Management
University of Massachusetts Chan Medical School
Office of Management

55 Lake Avenue North
Worcester, MA 01655
(508) 735-1947

[cid:image001.jpg@01DB6274.259546F0]
www.umassmed.edu<http://www.umassmed.edu/>

Confidentiality Notice:
This e-mail message, including any attachments, is for the sole use of the intended recipient(s) and may contain confidential, proprietary and privileged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact me immediately and destroy or permanently delete all copies of the original message.