Continually Improve The Support Services To Internal Constituents
To ensure that employees across campus comply with State and University policies, training will be directed toward the Academic/Administrative departments, Procurement, Property and Stores staff.
Objective
Continually Updating Departments On Policies And Procedures
Ensure that all departments are up to date on all Policies and Procedures with regards to Procurement, HUB and Property.
Indicator
Training For University Employees
A staff employee from within each Academic and Administrative department will receive Procurement, HUB and Property training at least once every two years. We will measure the percentage of departments trained within the last two years.
Criterion
Training Measures
To train 90% of departments on policies and procedures.
Finding
Findings Of Measures Taken
100% of the departments from Academic and Administrative Departments have been trained to date.
Action
Actions Taken Due To Findings
Make training available to those who have more rigid schedules, provide refresher training where needed.
Objective
Return Funds To The University Through The Sale Of Surplus
Return funds to the University by the sale of unnecessary equipment and items.
Indicator
Percentage Of Surplus Sold
Percentage of surplus sold with a minimum of two public auctions or public bids per year.
Criterion
Sell 85% Of All Surplus
Property will dispose of 85% 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.
Finding
Findings Of Return On Surplus Items
Two public auctions were held with a total of 89% surplus sold.
Action
Actions Taken Due To Return On Surplus Items
Locate additional avenues for advertising to increase sales. Hold auctions on dates where the most attendance would be probable.
Goal
Increase Recognition In State And National Levels For Divisional Accomplishments.
Actively participate in local, state and national organizations.
Objective
Obtain Above Average Ranking With Texas Industries For The Blind And Handicapped
Receive above average ranking with the Texas Industries for the Blind and Handicapped in relationship to other agencies within our region.
Indicator
Measures Taken To Enhance University Image And Exposure
Measure the placement within our region among agencies ranked with the Texas Industries for the Blind and Handicapped. Use TIBH monthly reports to gauge amount of funds spent with Texas Industries for the Blind and Handicapped in correlation to total funds expended on behalf of the University.
Criterion
Criteria Used To Measure Divisional Accomplishments
Procurement's goal is to be ranked in the top three of the seven agencies.
Finding
Divisional Accomplishments Findings
TIBH as of 12/03/10 has not reported ranking information. Several requests have been made to TIBH staff for ranking information. For fiscal year ending August 31, 2010 the University spent $113,556.13 with TIBH comparable to $138,631.03 spent for FY09.
Action
Actions Taken Due To Divisional Accomplishments Findings
Ranking will be provided after findings are made available from Texas Industries for the Blind and Handicapped and the determination of what actions to be taken will be recommended at that time..
Goal
Promote Responsive, Welcoming And Customer Oriented Service
Promote customer oriented service and a quality environment for the campus community. Enhance staff development and university community through training.
Objective
Promote Historically Underutilized Businesses
Meet State's criteria regarding "Good Faith Effort" in utilizing Historically Underutilized Businesses. Promote "In-House" HUB forums for those vendors with Historically Underutilized Businesses to give presentations to the University Community. Attend Historically Underutilized Spot Bid Fairs/Shows. Host HUB Vendor Show in Huntsville in conjunction with the Small Business Development Center, Texas Department of Criminal Justice, City of Huntsville and Walker County Purchasing.
Indicator
Measurements Taken To Promote Customer Oriented Service
The HUB Coordinator or a Procurement Representative will host "In-House" HUB Forums to introduce Historically Underutilized Businesses to the University community. A Procurement Representative or the HUB Coordinator will attend Historically Underutlized Businesses (HUBs) Spot Bid Fairs/Shows annually. The Procurement and Businesses Services Department will host an Annual HUB Vendor Show in Huntsville in conjunction with the Small Business Development Center, Texas Department of Criminal Justice, City of Huntsville and Walker County Purchasing.
Criterion
Criteria Used To Gauge Customer Service Response
The HUB Coordinator will attend a minimum of four Spot Bid Fairs/Shows and will host four in-house HUB forums annually. The Procurement and Business Services Department will host annually a HUB Vendor Show in conjunction with the Small Business Development Center, Texas Department of Criminal Justice, City of Huntsville and Walker County Purchasing.
Finding
Promotion Of Customer Oriented Service Findings
The University has held fifteen in-house HUB forums as of 8/31/10. The HUB Coordinator has attended eight spot bid fairs/shows to date. The Annual HUB Vendor Show was held on March 23, 2010.
Action
Actions Taken Due To Findings Received On Customer Oriented Service
The HUB Coordinator will continue to increase efforts in maintaining our HUB numbers with the State by soliciting new HUB vendors to do business with the University. He continues to pursue new businesses both locally and within the surrounding areas by exceeding the required number of HUB fairs and forums for the preceeding years.
Objective
Obtain Above Average Percentage In HUB Expenditures
Maintain above average percentage in HUB expenditures against the State of Texas average.
Indicator
Indicators Used To Monitor Efficiency Of Staff And University Community
HUB training will be provided in conjunction with Procurement training biannualy or upon request to all Academic/Administrative Departments. The HUB Coordinator will monitor the University's progress monthly by review of departmental and division reports. The HUB Coordinator will generate Divisional Reports monthly to the University President and Vice Presidents.
Criterion
Methods Used To Evaluate Staff Development In The Use Of Historically Underutilized Businesses
Maintain at least a 2% above State average. The State average is currently 16.4% at this time.
Finding
Enhancing Campus And Community Atmosphere Findings
The University's overall HUB percentage of FY10 is 25.8%. The State's average is 15.9% , making our percentage 9.9% over the State average.
Action
Actions Taken Due To Enhancement Of Staff Development And University Community Training Findings
The HUB Coordinator will continue to hold HUB training in cojunction with Procurement training biannually or upon request. He will monitor the University's progress monthly by review of reports and make additional efforts to introduce HUB vendors to departments when the opportunity arises.
Objective
Provide Quality Environment For The Campus Community
Provide quality environment for the campus community through preparation and set up for various special events, the University Ring Ceremony and Graduation exercises. Events are utilized to project a positive image of University to current and prospective students along with their parents.
Indicator
Measures Taken To Provide Quality Environment
The number of times services were provided for Special Events, Ring Ceremony and Graduations will be tracked and recorded.
Criterion
Criteria Used To Gauge Provision Of Quality Environment For The Campus Community
The University Stores Division of Procurement and Business Services will provide special event services in excess of the Fiscal Year 09 total of 176.
Finding
Results Of Findings Made On Quality Environment For Campus Community
159 events (set-up and take-down) took place in Fiscal Year 2009-2010.
Action
Provide Quality Environment
University Stores will continue to work with the University Campus on handling special events, ceremonies and graduation exercises.
Goal
Continually Improve The Support Services To Internal Constituents.
Continually improve the support services to internal constituents.
Objective
Measures Taken To Monitor Inventory Percentage (excluding Fuel).
Control and monitor inventory variance (+ or -) in University Stores from the beginning inventory date to the ending inventory date. The objective is for ending inventory to be equal to or less than the beginning inventory. An end inventory total greater than that of the beginning inventory would indicate a growing unused surplus which is not beneficial to the University.
Indicator
Monitor Monthly Inventory
Monitor monthly inventory percentage in FAMIS Reports to determine the percentage of variance from beginning inventory.
Criterion
Criteria Used To Gauge Variance From Beginning Inventory
By staying within 5% plus or minus of the beginning inventory, we are able to illustrate inventory stability and a lack of dramatic variation.
Finding
Results Of Variance From Beginning Inventory
The variance in our inventory was less than 1%.
Action
Actions Taken Due To Percentage Of Inventory Variance
Staff will continue to monitor monthly FAMIS reports to ensure we stay within 5% of the beginning inventory.
Objective
Promote Use Of Procurement Card To Internal Constituents
Increase the number of dollars spent using the procurement card.
Indicator
Measures Taken To Increase Use Of The Procurement Card
The Procurement and Business Services Department will provide training and guidance to all departments requesting use of the procurement card to increase knowledge and therefore use of the procurement card to generate revenue. The P-Card Coordinator will monitor the monthly Account Statement Report for total funds expended through procurement card usage to determine amount of revenue being generated.
Criterion
Criteria Used To Gauge Expenditures Made With Procurement Cards
We project procurement card expenditures to exceed $500,000.00 for the year.
Finding
Total Number Of Cards Issued, Trainings Attended, Dollar Amounts Spent And Transactions Made For FY10
Procurement card expenditures totaled $810,709.00 for fiscal year 2009-2010.
Action
Increase Total Dollars Spent And Transactions Made With The Procurement Card
The Procurement Card Coordinator will determine ways to increase usage of procurement cards by providing additional training materials online in addition to one on one guidance to ensure knowledge and use of the procurement card are more easily accessible.