* UC INFORMATION TECHNOLOGIES Procurement Procedures

*Presented by...

Sheena Richardson, Catherine Weidner, Alan Weldishofer, Jennifer Smith, Susan Mccauley, and Geoffrey Costa

*Current Process

*Workflow Examples

Final PurchaseGeneral Counsel

Vendor

Facilitator

Central Purchasing

InitiatorPurchase Request Form

With Request Form > 7Days

(If A910)

*Current vs New Process

* Current

*Time Intensive - too many back and forth questions

*Process is sluggish and disorganized

*Encourages inappropriate/over budget spending

*Reaction oriented process

*Disruptive to departmental productivity

*Poor Communication

* New

*Time Saving – emails and communications

*Purchases are made in a timely manner

*Creates well thought out and planned purchases

*Makes the procurement process smooth

*Improves Communication between all parties

*Background

University purchasing processes are controlled by requirements and regulations set forth by the Board

of Trustees, State of Ohio, and the Federal Government.

*Process

Initiator

Facilitator

Issuer

*Initiator Procedures

*Complete the following:

*UCIT Purchase Request Form

*Send the completed form to the Business Office along with any supporting documentation, including the Letter of Justification (if needed)

*Facilitator Procedures1. Receives the UCIT Purchase Request Form

2. Validate that correct documentation is attached, has manager approval and verifies budget string

3. Create the purchase requisition

4. Assess if A910 necessaryIf A910 required, begin the process

5. Send all documentation to Central Purchasing

*Issuer Procedures

1. Receive the purchase requisition and documentation via email or fax

2. If A910 is required, receive the form once signature process is complete.

3. Process Requisition into Purchase Order

4. Send copy of Purchase Order to Vendor

and Facilitator

*Facilitator Procedures1. Purchase Order is received and scanned

2. Initiator is emailed a copy of the Purchase Order

*Initiator: Next Steps…1. Initiator receives Purchase Order and purchase is

complete

*Timeline

Completed UCIT Purchase Request Form

and documentation are submitted

to Business Office

Facilitator Processes 1 – 2 business days

Central Purchasing processes

3-5 business days Normal purchase Completed -7-10 days

IF Personal Services Contract:

Signature process for Personal Services Contract – Routed to the Provost and Treasurers Office Complete

d – 23 Days

IF A910:

Completed – 3-4 weeks

Signature Process

Initiator

Bus.Admin /Dept Head

Provost

Univ Finance

Univ Architect

Central Purchasing

General Counsel (sometimes back to Vendor)

Perfect Scenario: All documents are valid, no additional information is needed and there is no challenge from purchasing regarding the purchase.

*UCIT Purchase Request Form

*Next Steps

*Educate managers and staff on utilizing the Purchase Request Form

*Provide paper and electronic copies of the UCIT Procurement ProceduresBinders created for all Initiators will include a copy of

the Procurement Procedures, Purchase Request Form and samples of all documents

*Resources

*Purchasing Training and Manuals

*http://www.uc.edu/af/purchasing/resources.html#manuals

*UC Flex Course Instructions

*https://help.ucflex.uc.edu/gm/workplace

*Asset Management

*http://www.uc.edu/af/budgetfinsvcs/asset.html

*Central Receiving

*http://www.uc.edu/af/facilities/services/centralreceiving.html

*QUESTIONS?