procurement
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TRANSCRIPT
Office of Procurement & Contracts
Director: Milo J. Crabtree
April 2006
Mission StatementProcurement & Contracts is committed to:
• Providing the best service possible to the university community while expediting the procurement of goods and services
• Authorizing contracts on any commodity/service purchased by MSU• Securing competitive quotes and bids to obtain maximum value from
the expenditures of university funds • Coordinating the procurement of goods and services for MSU• Ensuring compliance with state laws and regulations, and university
policy • Maintaining professionalism by Procurement and Contracts personnel • Maintaining reputable relations with vendors that service the university • Developing new sources of supplies and equipment to assure university
departments have an adequate number of vendors from which to obtain supplies, equipment, and services
• Abiding by the National Association of Educational Procurement's code of ethics.
Historical Overview of Major Functions
• Requisitions• Purchase Orders• Direct Pays• P-1’s: Sole Source and Emergency• Bids• State Contracts• Transactions Associated with Purchase Orders• Invoices Associated with Purchase Orders• Procurement Card
Requisitions
22040 2258123732
24612
10000
12000
14000
16000
18000
20000
22000
24000
26000
FY 02 FY 03 FY 04 FY 05
Purchase Orders
22020 2254123692 23910
10000
12000
14000
16000
18000
20000
22000
24000
26000
FY 02 FY 03 FY 04 FY 05
Direct Pays
3312835636 35747 35409
10000
15000
20000
25000
30000
35000
40000
45000
50000
FY 02 FY 03 FY 04 FY 05
P-1’s (OPT’s Request for Authority to Purchase)
205235 236
192
0
100
200
300
FY 02 FY 03 FY 04 FY 05
Bids
269236
298
223
0
100
200
300
400
500
CY 02 CY 03 CY 04 CY 05
State Contracts
4146 40424547
4062
1000
2000
3000
4000
5000
6000
FY 02 FY 03 FY 04 FY 05
Invoices Associated withPurchase Orders
51743 52404 53581 53131
1000015000200002500030000350004000045000500005500060000
FY 02 FY 03 FY 04 FY 05
Total Procurement Card Purchases
62292586611735
7238533 7523890
2000000
3000000
4000000
5000000
6000000
7000000
8000000
9000000
10000000
FY 02 FY 03 FY 04 FY 05
Procurement Card
• 44,786 Transactions in FY 2005
• $168 Average Transaction in FY 2005
• 534 Separate Accounts
• 701 Cards
• 173 Departments
Main Performance Objectives FY 05
• Electronic processing of documents (Invoices – Completed 11/14/05, Purchase Orders)
• Professional Staff Development (CPPB certification - staff preparing to take test; Add staff development as goals in individual performance reviews – Completed)
• Lease Purchase Program (Payment procedures to lender; Automatic monthly payment from University Depts.) Testing first order to go though process.
• Contract Processing Guidelines (Guidelines online – Completed 04/13/06)
• Internal Procedures & Training Univ. Depts. (Functional area and office manuals – Completed 12/05/05), Campus Wide Satisfaction Survey – Completed 02/01/06)
Results of Fall 2005 Customer Survey158 sent; 64 responded; response rate = 41%
Question Agreed / Thoroughly
Agreed
1.) Turn around time from requisition to purchase order is satisfactory
86%
3.) Purchasing agents have knowledge of policies & procedures
92%
4.) Invoice control clerks respond to phone calls & emails relating to PO’s, within the same day
71%*
*Note: Responses to AP Help email address is sampled to ensure they are prompt and complete
Results of Fall 2005 Customer Survey(Continued)
Question Agreed / Thoroughly
Agreed
5.) Invoice control clerk’s responses to my questions meets my needs
89%
8.) Procurement cards are easy to use 92%
10.) Procurement card training is sufficient & helpful
77%**
**Note: Ongoing training has been integrated with periodic audit visits and newsletters are sent each semester
Results of Fall 2005 Customer Survey(Continued)
Question Agreed / Thoroughly
Agreed
12.) I am satisfied with responses to state contract questions
88%
15.) Requests for bids & proposals are processed in a timely manner
77%***
24.) Generally, I am pleased with the service I receive from P&C
89%
***Note: Timing of advertising is mandated by state law
Main Performance Objectives FY 06
• Electronic Purchase Orders to Departments and Vendors
• Streamline Payment Procedures for Lease Purchase Program
• Satisfaction Survey of Procurement Employees• Procurement & Contracts Office Manual• Standard Contract Templates Available on Line• Encourage Support of Minority, Women-Owned
and Small Business Vendors
Electronic Purchase Orders to Departments and Vendors
• Purchased E-Vision Software in Fall 06• Have been working with ITS to integrate with Banner • Will begin live test of software 05/15/06• Purchase Orders to departments expected by 07/01/06• Purchase Orders to vendors expected by 12/31/06
Streamline Payment Procedures for Lease Purchase Program
• Completed benchmarking of other institutions December 2005
• Met with Carlyle Capital to discuss invoice changes• Met with IHL to discuss electronic payment method• Worked with Controller’s Office and ITS to set up
recurring payables in Banner• Pilot program began April 1, 2006• Will publish procedures on website
Satisfaction Survey of Procurement Employees
• Gathering questions for survey based on campus wide satisfaction survey
• Should be handed out 05/01/06• Expect to have results by 06/01/06
Procurement & Contracts Office Manual
• Working on rough draft• Once complete, professional staff will review for
final modifications• Will be ready for Presidential approval by 12/31/06
Standard Contract Templates Available on Line
• Make standard contracts available on the Procurement and Contracts website, adding as needed
• As of April 2006 the following contracts are on line:• Copier Rental
• Leasing of Office Space
• Standard Service Contract
• Contract to provide Services to a Third Party
Encourage Support of Minority, Women-Owned and Small
Business Vendors
• Planning a vendor expo for Fall 2006 or Spring 2007• Possible site for expo: Humphrey Coliseum• Met with Bill Burge, MS Contract Procurement
Center
Timeline for Implementation
Begin Testing E-Vision Software
05/15/05
Electronic Purchase Orders to Departments and Vendors
Purchase Orders to Vendors
12/31/06
Streamline Lease Purchase Program
Pilot - CVM04/01/06
Satisfaction Survey for Procurement EmployeesSend out Questions
05/01/06Surveys Returned
for Analysis 06/01/06
Purchase Orders to Departments
07/01/06
All Orders07/01/06
Timeline for Implementation
Rough Draftin Process04/01/06
Procurement & Contracts Office Manual
Forward for I.A. Approval
12/31/06
Standard Contract Templates On Line
Four Availableas of
04/01/06
Minority, Women-Owned, Small BusinessMeet with All
Necessary Parties 07/01/06
Vendor Expo PlannedFall 2006 or Spring 2007
Final Review for any Revisions
09/01/06
Add as NeededOn-Going