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Fall 2003
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Fall 2002
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Purchasing Process Team
Minutes
June 13, 2002
Those present: Brent Adkins, Shirley Apple, Diane Arnold, Darlene Bayman, Sharon Brown, Terri Jacomet, Keith Kamerer, Nancy Shuler, Kristi Wildermuth,
Dr. Yowell, Jane Salisbury
Those absent: Linda Bair, Mike Burns, Mona Walters, Debby Thrasher, Helen Willcox
Keith Kamerer reported on the status of the purchasing process:
1. Most budget responsible people are knowledgeable and are following procedure. Glitches occur when budget responsible people are off-campus or forget to check their screens.
2. Diane Arnold sends e-mail reminders or calls those whose approval processes are delinquent for too long a time. This is aspect of process that delays effective turn around cycles.
3. Basically, the purchasing office is pleased with the performance of budget responsible people and the process in general.
4. A question to be addressed at budget year’s end is “How did the budget responsible person look at the requests within specific budget line items?”
5. Basic improvements, according to Keith, should be reflected in recording how and where specific items are approved. In order to do this; the purchasing department will need to determine the best way to derive reports reflecting desired data.
6. Security is still an issue. Some budget responsible people have not protected their 3-letter initials. If that is the case, any other budget responsible person can approve a given purchase request.
7. Some security issues are related to people not using the system often, or to those having forgotten their initial training.
8. There is some problem with security codes related to restricted accounts. Keith will work with Mike Burns on this issue.
9. Keith reports he is basically pleased with the process.
Diane Arnold indicates that from her perspective “everyone is doing a fine job,” and the primary problems with the process rest in little things being forgotten by users. For this she sends e-mails, as well as reminder e-mails for those lax in their approvals. Keith indicated they are using the same timetables for payments as prior to the new system.
Questions/comments:
Darlene Bayman—How do I get the information about “outstanding blankets” being canceled at fiscal year’s end? Answer: Sharon Trittschuh will generate a report.
Sharon Brown—Great system for those using it often. Others seem to find it cumbersome. Amanda Swigert completes the process for many and finds it no more work than the previous process. Brown likes the new menus. Diane Arnold has been great for those needing help with the process.
Brent Adkins—Easy for us. Diane Arnold and/or Susan Thomas let me know when there is something to approve. “Has the yellow slip payable been okay?”
Answer: Yes, and the travel reimbursement has been working well also.
Keith Kamerer—Need to look at how other institutions do travel and yellow slip-type payments.
Brent Adkins—reported emergency PO’s seem to be done easily.
Kristi Wildermuth—B and I is real happy.
Keith Kamerer reported on the limit switch: Has not been turned on and if people are responsible it doesn’t need to be turned on. It would monitor over limit requests and taking funds from the wrong budget item. Once it is turned on, it will impact everyone.
Sharon Brown requested determining what process to use if over limit on budget.
Shirley Apple indicated it (the process) is working well within her department.
NEXT STEPS:
Need data to support process. (Brown)
Determine how much and to what companies has been paid. What about outstanding blankets? (Bayman)
System needs to be clarified so that GL account is approved by only one person or the assigned back up. (Arnold)
Turnaround time is 4 days or less as hoped for. Is held up by approvals. Purchase orders are done at least 3 times per week and sometimes 4. (Kamerer)
After budget, Keith will work with Mike Burns to determine how to generate the desired reports. Also, the DUG conference in October should be helpful in determining appropriate process. (Kamerer)
Keith Kamerer explained the question of budget limits. Some office personnel are assigned budget limits within which they may pay approve expenditures when their supervisor, the budget responsible person, is off campus.
Next meeting will be scheduled in December 2002, unless something necessitates an earlier meeting.
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