CQI Steering
Committee

President's
Address
Fall 2003

President's
Address
Fall 2002

President's
Address
Fall 2001

AQIP

Agendas

Discussion

Meetings

Minutes

Process
Improvement
Teams

Dr. Yowell's
CQI e-mail

Purchasing Process Team
Minutes
November 21, 2002

Present: Nancy Shuler, Diane Arnold, Jane Salisbury, Brent Adkins, Darlene Bayman, Deb Thrasher, Sharon Brown, Mona Walters, Keith Kamerer, Kristi Wildermuth, Terri Jacomet

• This meeting was to review and assess the purchasing process since its implementation one year ago. Comments were as follows:

  • Cannot print a one-page summary of PRs that include the vendor, the account number, and a list of the line items – Diane Arnold is checking on this;
      

  • Security concerns – signatures can be erased/altered until a PO is issued;
      

  • Good system – maybe another training could be given as an update;
      

  • Some budget responsible people still need permissions to approve;
      

  • “Remit To” addresses need to be specified to make sure checks are mailed to the appropriate address and these need to be in the Datatel systems NOT just changed on the PR side. Email Diane with address if needed to be added;
      

  • Seems to take more time;
      

  • Faster; Diane Arnold has been a helpful “go-to” person for questions;
    

  • Cannot copy old/repetitive information into a new PR. Di checked last July, but will check again with the updated version;
      

  • A PR is not the same as a PO! A PR number is not the same as the PO number. A PR is a request to purchase (or pay) and this has to be approved by the Budget Responsible Person and Keith Kamerer before a PO can be issued. A Purchase Order is the okay to purchase or pay;
      

  • Deadlines: A PO must be finished and approved by the Budget Responsible Person by Tuesday at 5:00 p.m. for a Friday payment. Also, backup documentation needs to be to Di by the. This deadline is also for travel reimbursement forms;
      

  • GL numbers and approvals are being revised and updated to reflect the reorganization. Target date is 1 January.
      

  • Budget Responsible People need to remember to check for PR approvals on a regular basis. This will alleviate the problem of PRs remaining in the system for extended periods of time, and facilitate payment;
       

  • Only TWO signatures are required for approval – the Budget Responsible Person and Keith Kamerer;
        

  • System seen as an overall success – Diane has been very helpful. The system has now been in place for one year;
      

  • Need more detail included in a detailed description of the line items;
      

  • Make sure the GL numbers are appropriately selected for line items;
      

  • Still too many “Payment Enclosed” requests – submit request prior to the date of the invoice! No one should order anything without a PO number. Without correction, this may be cause for an auditor’s citation.
      

  • The goal was for a four-day turnaround. Keith will provide documentation to Dr. Salisbury as to the current average turnaround from approval to time of payment.
      

  • Di says everyone is doing fine with the requisitions.

   The committee will meet again in 3 months.
  

Agendas   |   Minutes

CQI HOME   PROCESS IMPROVEMENT TEAMS HOME     CQIN
E-mail:
Copyright © 2001-2008 Edison Community College