Upload
garry-morgan
View
217
Download
2
Tags:
Embed Size (px)
Citation preview
3
Purchasing
Director of PurchasingAssistant DirectorPurchaserPurchaser (handles accounts payable)
Purchasing Assistant (Acts as Procurement Card Administrator)
Administrative AssistantStorekeeper
4
Purchasing
MISSION STATEMENT
The mission of Purchasing is to assist the University to obtain goods and services needed by faculty, students, and staff, to spend the University’s money wisely so that maximum value is obtained for its limited financial resources.
5
Purchasing
Jan-12 Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Sep Oct Nov Dec-130
50
100
150
200
250
300
350
400
450Requisitions/Purchase Orders
Requisitions Purchase/Change Orders
Average 113 per month
Purchase orders 2860 per year
Average 240 per month
1356 requisitions per year
6
Purchasing
Average processing time from Requisition to Purchase Order is 1.55 days
We do not incorporate Requisitions that require bids into this number
7
Central Warehouse
StorekeeperResponsibilities
Receives all materials shipped to MSU both physically and prepares all reports electronically
Shipments made by MSU (receives all shipments)Secures an inventory of ~$220,000 thru issues & receiptsStores and maintains equipment for all departments located on
campusReceives & stores all surplus equipment until disposedMakes deliveries to departments of received materials
8
Central Warehouse
Note:
If your departments are buying the same supplies repetitively with their procurement card, then those materials could be inventoried in the central warehouse with Purchasing buying for the best value to the University (Save You Money!)
9
HUB Data
Stands for Historically Under-utilized BusinessDirector of Purchasing acts as Campus HUB
CoordinatorPurchasing, at minimum, solicits two (2) HUBS
for bidding purposes (if at all possible)Two reports to State each fiscal year
Semi-annualAnnual
10
HUB Data
FY2008 FY2009 FY2010 FY2011 FY20120.00%
10.00%
20.00%
30.00%
40.00%
50.00%
60.00%
70.00%
80.00%
90.00%
% Of Dollars Spent
% Of Dollars Spent
$1,304,353$1,284,633$3,137,498
#1 In State$20,244,948
#1 In State$10,088,744
11
HUB Data
• 2012 Goals 2012 Actual• Heavy Construction 11.9% 45.7%• Building Construction 26.10% 61.2%• Special Trades Construction 57.2% 35.8%• Professional Services 20% 100%• Commodities 12.6% 47.3%
12
Procurement Card
1 2 3 4 5 6 7 8 9 10 11 120
20000
40000
60000
80000
100000
120000
140000
160000
180000
200000
P-Card Dollars
FY12 FY13 Average
Avg. $147,000 per month
192 Card Holders$1,764,000 per year
Months
13
Procurement Card
1 2 3 4 5 6 7 8 9 10 11 120
200
400
600
800
1000
1200 P-Card Transactions
FY12FY13Average
100% audit each month
Months
Avg. 890 per month
10,680 Transactions per year
14
Contract Administration
Prior Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-130
10
20
30
40
50
60
70
Contract Repository
Contracts
~360 Contracts to date
Average ~45 per month
15
Contract Administration
Director of Purchasing is now over contract administration Work load has increased over 100% by creating the contract administration
office Two people in the purchasing office are handling the contract
administration duties The Director of Purchasing The Administrative Assistant
The purchasing office needs to add one additional person to the department to be able to handle the additional responsibilities.
16
Paperless Initiative
Question:How many sheets of copy paper are purchased each
year by Midwestern State University?
17
Paperless Initiative
Answer:– >8,400,000 Sheets
• This does not take into consideration what the print shop buys, or what is being purchased via the procurement credit card.
Question:How many sheets of copy paper are purchased each
year by Midwestern State University?
18
Paperless Initiative
Question:How many dollars does MSU spend each year on toner
and ink cartridges for our printers?
19
Paperless Initiative
Question:How many dollars does MSU spend each year on toner
and ink cartridges for our printers?
Answer:– > $75,000 per year
This does not include the copy machines located on campus. This cost is built into your lease cost of the
copier.
20
Paperless Initiative
Sample of current paperless transactions: Direct Deposits—21,000 Checks - NOT BEING PRINTED Hourly Time Sheets—7,600 copies - NOW ELECTRONIC Purchasing, Accounts Payable, Receiving, Purchase Orders
Change orders, Miscellaneous— >60,000 copies per year - NOW SCANNED
Student – related – NOW ELECTRONICBillings - 25,000 electronicRefunds - 7,400 electronicPostage savings of $17,000 in student-related mailings
21
Paperless Initiative
Opportunities: Acculog Software Registrar Office—Graduate & Undergraduate Catalog
Potential savings up to $40,000 per print Direct Pay Vouchers > 10,000 Monthly Time Sheets > 7,000 Budget Transfers > 800 W-2’s and W-4’s > 2,500 Employment Contracts > 4,000
Notice of Employment > 3,000
PTF’s > 10,000 Routing Sheets & Contracts > 10,000 Banner Approval Module for Requisitions > 6,000
And many other opportunities throughout campus
22
Paperless Initiative
Summarizing the requirements for a paperless initiative:
Original form generated electronically and completed on-line Automatic edits within system Approvals are electronic Routing is electronic Once fully approved, information entered into system automatically Any attachments can be scanned and follows record/form digitally Repository for form/attachments are digital with easy viewing access
What would it take for MSU to create a paperless initiative?
23
Paperless Initiative
Current Capabilities:
Banner already has forms for timesheets, PTF’s, budget transfers, requisitions, etc.
Electronic approval and routing being used for hourly timesheets Document imaging currently being done in Admissions, Registrar,
Financial Aid and Purchasing Exploring the capabilities we currently are paying for and possess
within Banner system Cost may be minimal to expand use to other offices and areas Other campuses use for practically all administrative paperwork
and files
24
Paperless Initiative
Digital Signatures:Digital signatures post a person’s secured scanned
signature onto an electronic or scanned document (such as contracts)
Would require additional software outside of BannerSoftware is compatible with Microsoft Word, Excel,
PDF & othersDigital signature software costs are estimated to be
~$30,000 plus server, with payback less than one year
25
Paperless Initiative
Suggested Next Steps:
Support from senior administration Start a small working group Tackle a minor form (such as budget transfer) Work with one or two departments to beta test Pick the next form to target Roll-out to other departments via good communication,
training and support Target 1-2 years for most major forms to go electronic,
depending on resources and IT staffing availability