Those
present: Terri Jacomet, Mona Walters,
Nancy Shuler, Keith Kamerer, Kristie Wildermuth, Diane Arnold, Debby
Thrasher and Jane Salisbury
Those
absent: Sharon Brown, Brent Adkins, Mike Burns, Shirley Apple, Helen
Wilcox, Darlene Bayman, and Linda Bair
1.
Goal for the day was to
discuss where we are in the process of implementation of the new process
and to discuss the method of evaluating the effectiveness of the process
once it is implemented.
2.
Where we are:
A.
Not everyone is trained yet.
There have been 5 training sessions with one more scheduled. Mandatory
training will be probably be required for those that do not schedule
into the voluntary training sessions.
B.
We will be live November 1,
2001.
3.
Travel forms will continue to
be used for travel reimbursement.
4.
Yellow payment authorization
forms will continue to be used for maintenance department.
5.
Keith Kamerer passed out a
chart (first draft) showing how the electronic approval process will
work.
A.
Noted that all computer
equipment using object
code of 59150 and 59220 will also have to be approved by Denny Myers
B.
The committee strongly
recommended that only one person be listed in column A for the budget
responsible person. Also that the alternate column A be changed to
reflect changes in column A.
C.
The committee questioned the
wording on the chart “when the amount of requisition exceed normal
approver level”. This
wording is in direct conflict with the original committee
recommendations to Dr. Yowell that he approved. The original
recommendations had no limit on the amount of a requisition that the
budget responsible person could approve. The committee feels very
strongly that this will be confusing and will slow the purchasing
process down. Keith Kamerer will address this problem.
D.
The committee also noted that
the chart is not complete as it stands because it is missing account
numbers and the code of names is not complete.
E.
Keith Kamerer will get back to
Jane Salisbury after the chart is finalized.
6.
Keith Kamerer also passed out
a copy of the information sheet that explains how the budget responsible
people will approve an electronic requisition.
7.
Diane Arnold, Keith Kamerer,
Darryl Isaacs, and Sharon Trittschuh will be meeting to discuss paper
problems and how paper will be handled. Keith Kamerer will also be
discussing tracking with the auditors.
8.
A discussion was held
concerning monitoring the process for evaluation. Some suggestions were:
cycle time, are people staying within their budget, and how many
corrections are people having to make before the requisition is approved
and the PO is sent out.
A.
Question: What reporting
capability does Datatel have to track these suggestions?
B.
Will we have a better idea of
evaluation after we are live?
9.
Next meeting will be after
January 1, 2002 unless there are major problems once the system is live.
