OATdb Archive

2008 - 2009

Purchasing

Goal
Provide Support For Increasing Academic Standards And Programs
Provide training in the areas of purchasing, HUB participation and safety. Training will be directed toward the Administrative Departments, Purchasing Staff and employees of University Stores and Property.

Objective
Training For University Employees
To ensure that employees across campus comply with State and University policies, training will be directed toward the Academic/Administrative departments, Purchasing, Property and Stores staff. Each Purchaser will attend one procurement training class per year. A staff employee from each academic/administrative department will receive purchasing training at least once every two years. University Warehouse personnel will attend a minimum of two safety related classes annually.

Indicator
Training For University Employees
Each Purchaser will attend one procurement training class per year. A staff employee from within each academic and administrative department will receive purchasing training at least once every two years. University Warehouse personnel will attend a minimum of two safety related classes annually.

Criterion
Provide Training
We will measure the percentage of Purchasers attending training, the number of departments on campus to the number of certifications issued to each department and the percentage of Warehouse personnel attending.

Finding
Training
The Purchasing Department continues to gather data in regards to its objectives of staff training for FY 2009. This process will be completed by the end of the Fiscal Year. As such, a complete account of the findings for this objective will be made available after 8/31/09.

Action
Contractual Compliance
The Purchasing Department is currently in the process of collecting the final data it needs to determine its success in regards to this Objective. This data should be available by 8/31/09. Once the data collection is complete, the Purchasing department will review its findings and determine what, if any, necessary actions should be taken in regards to the training of Purchasing, Property and Stores staff, as well as other staff employees from around the University.

Goal
Provide Support For Enhancing University Image And Exposure
Maintain current University Policies and Procedures consistent with System Policies.

Objective
Update Policies/Procedures
Update policies and procedures as required due to changes at the State and System levels.

Indicator
Updates To Policies And Procedures
Purchasing will update the Policies and Procedures annually or as necessary. Property maintains records of spot inventory checks on departments across campus.

Criterion
Maintain Policies/Procedures
Make policy changes as needed due to statue, University or System policies. Percentage of inventory checks completed.

Finding
Policies And Procedures
The Purchasing Department continues to gather data in regards to its objectives of maintaining up-to-date policies and procedures fro the FY2009. This process will be completed by the end of the Fiscal Year. As such, a complete account of the findings for this objective will be made available after 8/31/09.

Action
Department Satisfaction
The Purchasing Department is currently in the process of collecting the final data it needs to determine its success in regards to this Objective. This data should be available by 8/31/09. Once the data collection is complete, the Purchasing department will review its findings and determine what, if any, necessary actions should be taken in regards to updating its policies and procedures for FY 2010.

Goal
Provide Support For Enhancing Campus And Community Atmosphere And Culture
Good faith effort with Texas Certified Historically Underutilized Businesses.

Objective
HUB Goals
Meet State's criteria regarding "Good Faith Effort" in utilizing Historically Underutilized Businesses.

Indicator
Good Faith Effort With Texas Certified Historically Underutilized Businesses
HUB training will be provided in conjunction with Purchasing training biannually or upon request to all Academic/Administrative Departments. A Purchasing representative will attend a minimum of four Historically Underutilized Businesses (HUBs) Spot Bid Fairs/Shows annually. A Purchasing representative will meet with the Small Business Development Center at least once a year to assist businesses on "How to do Business with State Agencies".

Criterion
Good Faith Effort
Number of training certificates given for HUB training in conjunction with Purchasing Training. Attend a minimum of four spot bid fairs/shows annually.

Finding
Good Faith Effort
The Purchasing Department continues to gather data in regards to its objectives of meeting the the established State criteria regarding utilizing Historically Underutilized Businesses (HUB's). This process will be completed by the end of the Fiscal Year. As such, a complete account of the findings for this objective will be available after 8/31/09.

Action
HUB Goals
The Purchasing Department is currently in the process of collecting the final data it needs to determine its success in regards to this Objective. This data should be available by 8/31/09. Once the data collection is complete, the Purchasing department will review its findings and determine what, if any, necessary actions should be taken in regards to improving its efforts to continue to meet the States criteria regarding "Good Faith Effort" in utilizing Historically Underutilized Businesses (HUB's) for FY 2010.

Goal
Accurate Property Inventory Records
Ensuring accurate inventory records and receiving maximum return on surplus items.

Objective
Accurate Property Inventory Records
Ensuring accurate inventory records and receiving maximum return on surplus items.

Indicator
Ensuring Accurate Inventory Records And Receiving Maximum Return On Surplus Items.
Property will dispose of 97% of all equipment belonging to the University that is no longer needed on campus through a minimum of two public auctions or public bids per year. Property will maintain the number of buyers in attendance at the surplus sale from the previous sale.

Criterion
Ensuring Accurate Inventory Records
Percentage of Surplus sold with a minimum of two public auctions or public bids per year. Maintain buyers in attendance.

Finding
Inventory Records
The Purchasing Department continues to gather data in regards to its objectives of ensuring accurate inventory records and receiving a maximum return on surplus items. This process will be completed by the end of the Fiscal Year. As such, a complete account of the findings for this objective will be will be available after 8/31/09.

Action
Inventory Records
The Purchasing Department is currently in the process of collecting the final data it needs to determine its success in regards to this Objective. This data should be available by 8/31/09. Once the data collection is complete, the Purchasing department will review its findings and determine what, if any, necessary actions should be taken in regards to improving its efforts to ensure accurate inventory records, and receive a maximum return on surplus items through public auctions, during FY 2010.

Update to previous cycle's plan for continuous improvement
Plan for continuous improvement It is the goal of the Procurement and Business Services department to keep our staff trained and up to date on the most current policies, procedures and methods of procurement so that our department may provide excellent support and customer service to our end users across campus. In our ongoing efforts to train the end users across campus it has helped to increase the knowledge base that the staff have in preparing Purchasing documents, and cut down on the number of documents that have to be returned due to incomplete forms or insufficient information. We work to determine those end users who are having issues completing information correctly and/or in a timely manner, so that we may notify and offer refresher training on overall policies and procedures or on certain areas that the end user may be having difficulty completing. We have learned through this process the areas in which we can improve our training methods, and materials covered, based on the questions and feedback from the end users. Our department also continues to update and maintain our policies and procedures, which are used for training purposes, to ensure that the end users have the most current information available to them out on the SHSU web page.

The ongoing efforts of the University Warehouse to have their staff complete forklift training and safety training have kept incident levels in the Warehouse at zero.

Property continues to keep up with the ever changing guidelines in the State Property Accounting (SPA) system to ensure we are in compliance with our inventory records with the State. We continue to hold a minimum of two public bids per year in an effort to receive the maximum return on surplus items and do so by advertising in the local papers and soliciting previous buyers in hopes to attract new buyers.

Procurement and Business Services was able to hire a full time HUB Coordinator this year to concentrate efforts on maintaining our HUB numbers and increasing the University's HUB participation by soliciting new HUB vendors to do business with the University in categories that were previously low.

All metric measurements will be provided after 8-31-09 when available.

Procurement and Business Services will continue to strive to meet our goals, as well as, those of the University in order to do our part in achieving the University's mission.

Sam Houston State University | A Member of The Texas State University System