Purchasing Department Assessment Report ... - Kean University
Purchasing Department Assessment Report ... - Kean University
Purchasing Department Assessment Report ... - Kean University
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<strong>Purchasing</strong> <strong>Department</strong> <strong>Assessment</strong> <strong>Report</strong> – 2011-2012 Academic Year<br />
<strong>Purchasing</strong> <strong>Department</strong>:<br />
Goals and Objectives:<br />
Goal 1: To procure, rent or lease all goods and services to support the <strong>University</strong>’s educational and administrative operations, in<br />
accordance with <strong>University</strong> policy.<br />
Action Taken<br />
Objective Measurement of <strong>Assessment</strong> Timeline Results<br />
(Closing the Loop)<br />
1.1: To ensure that all <strong>University</strong><br />
purchasing follows the same<br />
policies and protocols.<br />
Maintain up-to-date catalog of<br />
all <strong>University</strong> policies and<br />
procedures to ensure<br />
compliance.<br />
Evaluated<br />
semiannually,<br />
every June 1<br />
and January 1.<br />
Purchase orders<br />
reflected the correct<br />
information and pricing.<br />
Will continue to maintain<br />
up-to-date catalogs<br />
illustrating uniform<br />
practices in purchasing.<br />
1.2: To implement sound costeffective<br />
policies, procedures and<br />
systems regarding the procurement<br />
of goods and services.<br />
Maintain a catalog which<br />
documents costs related to<br />
<strong>University</strong> purchases.<br />
Evaluated<br />
semiannually,<br />
every June 1<br />
and January 1.<br />
Catalog of purchase<br />
orders indicated correct<br />
information.<br />
Will continue to maintain a<br />
catalog which documents<br />
costs related to <strong>University</strong><br />
purchases.
<strong>Purchasing</strong> <strong>Department</strong> <strong>Assessment</strong> <strong>Report</strong> – 2011-2012 Academic Year<br />
Goal 2: To encourage open competition among vendors through fair negotiation, competitive bidding and contract buying.<br />
Action Taken<br />
Objective Measurement of <strong>Assessment</strong> Timeline Results<br />
(Closing the Loop)<br />
2.1: To ensure that all <strong>University</strong><br />
vendors abide by the same<br />
purchasing requirements.<br />
2.2: To educate staff on the policies<br />
and procedures of the competitive<br />
bidding and contract buying<br />
process.<br />
Catalog kept of all vendors that<br />
do business with the <strong>University</strong>.<br />
Training sessions held to<br />
educate staff.<br />
Evaluated<br />
semiannually,<br />
every June 1<br />
and January 1.<br />
Evaluated<br />
semiannually,<br />
every June 1<br />
and January 1.<br />
85% of vendors received<br />
the proper purchasing<br />
requirement forms for<br />
policies and procedures.<br />
Training results in the<br />
correct completion of<br />
bidding documents by<br />
<strong>Purchasing</strong> staff.<br />
Ensure that current<br />
catalogs are maintained to<br />
ensure that all vendors<br />
abide by the same<br />
purchasing requirements.<br />
Based on bidding results<br />
from training, the<br />
established practices<br />
proved to be successful<br />
and will continue.<br />
Goal 3: To comply with all Federal, State and <strong>University</strong> regulations pertaining to the procurement of goods and services and implement<br />
operational procedures.<br />
Action Taken<br />
Objective Measurement of <strong>Assessment</strong> Timeline Results<br />
(Closing the Loop)<br />
3.1: To constantly update<br />
operational procedures based on<br />
Federal, State and <strong>University</strong><br />
regulations.<br />
Maintain a catalog all<br />
requirements.<br />
Survey staff members to ensure<br />
that they are knowledgeable of<br />
requirements.<br />
Evaluated<br />
semiannually,<br />
every June 1<br />
and January 1.<br />
Results from surveys<br />
indicated staff<br />
compliance.<br />
Weekly review of New<br />
Jersey Statutes website,<br />
including GSA<br />
Training sessions will<br />
continue to be held<br />
annually to ensure<br />
compliance education is<br />
attained.
<strong>Purchasing</strong> <strong>Department</strong> <strong>Assessment</strong> <strong>Report</strong> – 2011-2012 Academic Year<br />
Goal 4: To educate the <strong>Kean</strong> Community on the procurement process.<br />
Objective Measurement of <strong>Assessment</strong> Timeline Results<br />
Action Taken<br />
(Closing the Loop)<br />
4.1: To provide seminars and<br />
training sessions.<br />
4.2: To visit departments and seek<br />
to improve interdepartmental<br />
communications at all times.<br />
Surveys conducted post seminar<br />
and training to evaluate the<br />
knowledge gained during the<br />
sessions.<br />
Catalog department visits?<br />
Evaluated<br />
semiannually,<br />
every June 1<br />
and January 1.<br />
Evaluated<br />
semiannually,<br />
every June 1<br />
and January 1.<br />
Surveys held in<br />
September 2011.<br />
Results from surveys<br />
indicated positive<br />
completion of<br />
requisitions.<br />
<strong>Department</strong> visits<br />
totaled 4 per month.<br />
Specific departments<br />
targeted included<br />
facilities and motor<br />
pool.<br />
Will maintain current<br />
schedule of training<br />
seminars.<br />
Based on department visit<br />
total and specific location<br />
targets the <strong>Purchasing</strong><br />
<strong>Department</strong> will focus on<br />
the Facilities <strong>Department</strong><br />
as it appeared during visit<br />
sessions that they needed<br />
the most educational<br />
material.
<strong>Purchasing</strong> <strong>Department</strong> <strong>Assessment</strong> <strong>Report</strong> – 2011-2012 Academic Year<br />
Goals and Objectives:<br />
Mail Services:<br />
Goal 1: Seamless cooperation with <strong>Kean</strong> <strong>University</strong> departments for mail distribution.<br />
Objective Measurement of <strong>Assessment</strong> Timeline Results<br />
Action Taken<br />
(Closing the Loop)<br />
1.1: To maintain the highest<br />
standards of quality for delivery<br />
performance and services to the<br />
<strong>University</strong> students, faculty and<br />
staff.<br />
Satisfaction surveys conducted<br />
to evaluate the <strong>University</strong>’s<br />
perceived level of quality of the<br />
mail services department.<br />
Evaluated<br />
annually every<br />
June 1.<br />
Survey results indicated<br />
satisfaction levels of<br />
95%<br />
Based on these results the<br />
current policies will be<br />
maintained.<br />
1.2: To improve processes to<br />
facilitate ease of delivery for Mail<br />
Services to <strong>University</strong> departments.<br />
Catalog methods for mail<br />
distribution for later evaluation.<br />
Evaluated<br />
annually every<br />
June 1.<br />
Review of processes<br />
indicated that the<br />
established procedures<br />
are being maintained.<br />
Based on results, current<br />
policies will be<br />
maintained.
<strong>Purchasing</strong> <strong>Department</strong> <strong>Assessment</strong> <strong>Report</strong> – 2011-2012 Academic Year<br />
Goal 2: To maintain an accurate up-to-date inventory of the <strong>University</strong> fixed assets for department goods.<br />
Action Taken<br />
Objective Measurement of <strong>Assessment</strong> Timeline Results<br />
(Closing the Loop)<br />
2.1: To ensure that the Mail<br />
Services department has the most<br />
up-to-date inventory available.<br />
Maintain a catalog which<br />
illustrates the full listing of<br />
Mail Services inventory.<br />
Evaluated<br />
annually every<br />
June 1.<br />
Review of catalog<br />
indicated that the Mail<br />
Services department was<br />
maintaining required<br />
supply of inventory.<br />
Based on results, the<br />
current process will be<br />
maintained.
<strong>Purchasing</strong> <strong>Department</strong> <strong>Assessment</strong> <strong>Report</strong> – 2011-2012 Academic Year<br />
Goals and Objectives:<br />
Materiel Services:<br />
Goal 1: To employ methods to turn around packages, inbound or outbound, in an efficient and professional manner.<br />
Action Taken<br />
Objective Measurement of <strong>Assessment</strong> Timeline Results<br />
(Closing the Loop)<br />
1.1: To track all <strong>University</strong><br />
incoming and outgoing materiel.<br />
All inbound packages,<br />
construction materials and<br />
office supplies are checked in<br />
Smart Track (electronic<br />
monitoring system) daily.<br />
All overnight packages and<br />
ground packages for the<br />
resident students are delivered<br />
and checked using Smart Track.<br />
Evaluated<br />
semi-annually,<br />
every June 1<br />
and January 1.<br />
Results indicated a<br />
success rate of 90%<br />
Based on the results the<br />
current policies will be<br />
maintained.
<strong>Purchasing</strong> <strong>Department</strong> <strong>Assessment</strong> <strong>Report</strong> – 2011-2012 Academic Year<br />
Goal 2: To integrate with high volume departments to develop customer service and teamwork.<br />
Action Taken<br />
Objective Measurement of <strong>Assessment</strong> Timeline Results<br />
(Closing the Loop)<br />
2.1: To maintain procedures that all<br />
for Materiel Services to equitably<br />
treat both high volume<br />
offices/departments and those with<br />
less needs.<br />
Document and catalog service<br />
levels on all submitted <strong>Kean</strong><br />
<strong>University</strong> Materiel Services<br />
forms.<br />
Evaluated<br />
semi-annually,<br />
every June 1<br />
and January 1.<br />
Service levels indicated<br />
90% results from KU<br />
Materiel Services forms.<br />
Based on the results the<br />
current policies will be<br />
maintained.<br />
2.2: To apply processes that allow<br />
for the expediting of office supplies<br />
to <strong>University</strong> departments.<br />
Five centralized copy centers<br />
are monitored three days per<br />
week and papers are delivered<br />
based on the report.<br />
Evaluated<br />
semi-annually,<br />
every June 1<br />
and January 1.<br />
90% of expedited office<br />
supplies met their<br />
specified location within<br />
the desired period.<br />
By reviewing submitted<br />
stationary requests daily,<br />
all stationary requests are<br />
prioritized based on the<br />
urgency and the requests<br />
are filled accordingly.