OATdb Archive - Sam Houston State University

OATdb Archive

2013 - 2014

Procurement And Business Services

Goal

Facilitate Continuous Improvement

Facilitate continuous improvement in the Business Services Division.

Objective

Implement E-Procurement System

Implement a system wide e-Procurement solution on campus as directed by Texas State University System.

KPI

Implement All Modules Of E-Procurement System.

Implement all modules of e-Procurement system as directed by the Texas State University System.

Result

Implementation Of EProcurement System

The Texas State University System made an agreement in December for all System parts to go with the SciQuest eProcurement system, and SHSU signed an agreement with SciQuest. As of August 29, 2014, SHSU is in the implementation and testing phase of the project with a targeted Go Live of the system for Sept. 29, 2014

Action

SciQuest Implementation

We are on target with our September 29, 2014 Go Live date for SciQuest and will gradually be moving departments over to SciQuest from Banner Procurement during fiscal year 2015.

Objective

Integrate Policies And Procedures Training To Talent Management

Work with Human Resouces to implement and integrate existing Policies and Procedures training from face to face classes to online training.

KPI

Implement Online Training Course For Policies And Procedures

Integrate existing training for Policies and Procedures into an online training test for faculty/staff performing purchasing functions who are required by policy to have training every two years.

Result

Online Policies And Procedures Training Through Talent Management

Procurement has made the decision to wait on the online integration of Procurement Policies and Procedures training until FY 2015, so that we can incorporate the policy changes into the online testing that will be forthcoming with the implementation of the new eProcurement system, SciQuest.

All end users who were due to be trained in FY14 on Policies and Procedures have had face to face training by the Procurement staff and their certificates are on file.

Procurement also encountered some issues within Talent Management with our online PCard testing, which per HR, will be removed and reloaded this Fall, in hopes that it will run more successfully.

KPI

Initiate Online Training Program For All Procurement Card Users

Procurement card policy training for all procurement card users will be moved to online/electronic testing.

Result

Refresher Trainings Completed

As of July 28, 2014 refresher courses continue for all delegates and users of departmental procurement cards through Talent Management for Fiscal Year 2014. Total number of users and delegates who have taken the online Procurement Card Course for the Fiscal Year End will be given after August 31, 2014. To date 975 users and delegates have completed the course.

Action

Online PCard Training

Procurement will continue to administer the online PCard training to delegates and users. We will work with Human Resources this Fall to upload the new test to alleviate the glitches encountered on the previous version of test.

Action

Procurment Policies And Procedures Training Within Talent Management

Procurement will work with Human Resources in FY15 to incorporate the Policies and Procedures training into Talent Management which will include policy changes surrounding the implementation of the new eProcurement system.

Objective

Implement Shredding/Recycling Form

Implement and Shredding/Recycling Pickup Request form to be employed by departements.

KPI

Implement New Shredding/Recycling Form To University Departments

Complete and add the new form to the list of online forms available to the University departments to replace the verbal phone call requests.

Result

Designed New Online Request Form For Shredding/Recycling

Shredding and Recycling created an online pickup request form campus departments to use when requesting needed services in those areas. This has improved the effeciences over the old paper request form.

Action

Shredding And Recycling Form

The Shredding and Recycling department will continue to look for ways to improve campus operations and efficiencies and to advertise our services across campus.

Update to previous cycle's plan for continuous improvement Training of staff will continue to be a priority in FY15 both for on campus users and for our staff through staff development both on and off camups. See attached logs of those users who have completed Policies and Procedures trainings. Talent Management allows us great reporting tools for determining who has completed required staff development training.

We were unalbe to migrate over the Policies and Procedures training to Talent Management in FY14 due to work load of HR staff and other trainings that had to be loaded for the fiscal year, as well as, the fact that the Texas State University System handed down the SciQeust implementation for FY15 Go Live, which will change alot of the Procurement policies from what they were in FY14. We will continue our goal to migrate the new Policies and Procedures training (that will incorporate changes surrounding implementation of SciQuest) over during FY15 and also try to incorporate some of the new eProcurement training segments into Talent Mangement during FY15.

The online PCard training continues to improve efficiencies of our PCard office, which only has one staff member, thus allowing her more time for audits of expenditures. We will work with HR to reload the PCard test this Fall to incorporate changes implemented with Talent Management updates this past year, which should resolve some of the glitches we had in testing in FY14.

Plan for continuous improvement Procurement and Business Services will continue to try and streamline training classes and migrate all policies and procedures classes over to online classes through Talent Management. The division will also be working to educate and migrate everyone in Banner Procurement over to SciQuest for all procurement expenditures over the course of FY15 in a phased rollout of the product to campus end users.