| Initiative Title | Automation of Purchase Requisition Process |
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| Submitted in Previous Year(s) | 2016 |
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| Critical Information, Notes, Justification, Rationale | Currently right now departments are submitting a paper Purchase Requisition to the Purchasing dept. In many cases the form either does not have the proper information entered or authorization to process the Purchase Requisition. This causes many phone calls back and forth with the initiator of the Purchase Requisition and with this time passes and the Purchase Requisition is not processed in a timely manner. If the automated process is implemented; specific fields of the Purchase Requisition will be made mandatory and the Purchase Req can not move forward until the requestor completes them. Also the automated version of the purchase process will automatically send the completed Purchase Req to the proper person who needs to approve the Purchase Req prior to sending it to the Purchasing Dept. Another added benefit is that this will save on cost of paper and ink because less printing will occur. |
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| Consequences of this initiative not being funded | The length of time a Purchase Requisition turns into a Purchase Order will take longer, and possibly the vendor will no longer have the product or pricing might change. |
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| Department Goals | Business Office to be more effective and efficient in its day to day operations. |
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| Programs | |
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| Locations | Main Campus, Newburgh Campus |
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| Estimated Completion Date | 08/31/2016 |
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| Will this initiative span multiple budget years? | Yes |
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| Importance | High |
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| Funding Source | |
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| Created | 10/21/2016 12:28 pm |
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| Updated | 12/16/2016 9:04 am |
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Institutional Goals
| Goal |
How will the initiative support this institutional goal? |
- STRATEGIC PLAN 2015-2020
- PRIORITY III: Collaboration and Communication: We will develop connections between internal and external constituents and advance mutually beneficial partnerships. We will promote a culture of trust, respect, and collective responsibility.
- c: Improve management of information to increase transparency and centralize communication practices.
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Successful submission of a purchase request can be tracked by the person who entered the request. Compared to know being aware and playing phone tag with the Purchasing Dept. |
- STRATEGIC PLAN 2015-2020
- PRIORITY IV: Efficient and Effective Operations: We will anticipate and adapt to changing economic realities while maintaining the infrastructure and resources necessary to foster innovation and develop & deliver high quality programs and services.
- c: Review and revise allocation methods to ensure appropriate investment in people, services, facilities, & technologies.
|
Purchase Request will turn into a Purchase order more quickly. Then employees can be more productive and do other things. |
Action Steps
| Action Step |
Responsible Party |
Order |
| Ellucian comes in and assists in setup with Purchasing Staff |
Ellucian and Purchasing Dept (very small effort on IT) |
1 |
| Assure the ability to attach documents (quotes, other supporting documentation) We need to validate that our current software (Onbase) can attach document with the Automated Purchase Orders, HR Module, FA Module updates, or we purchase one. |
IT and Ellucian (conference call) |
2 |
| Install of Ellucian EX for Purchasing Only |
IT |
3 |
| Training Key College Personnel and CTL so they can train Departmental Budget Managers |
Ellucian |
4 |
Expected Outcomes
| Outcome |
Order |
| Purchase Orders will be Automated |
1 |
Assessment Methods
| Method |
Description |
Other Method |
Responsible Party |
| Other |
Enter other assessment method |
Purchase Req Process Automated |
Comptroller |
Resources
| INITIAL YEAR COST: |
$32,000.00 |
| RECURRING COST: |
$0.00 |
Equipment
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| Banner Document Management |
$10000.00
|
- Information Technology, CIO Office
|
| Ellucian Assist in Implementation approvals for requisitions, budget transfers, direct pay invoices, online requisitioning, and document imaging |
$17000.00
|
- Information Technology, CIO Office
|
| TOTAL: |
$27,000.00 / $0.00 |
|
Facility
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| TOTAL: |
$0.00 / $0.00 |
|
Supply
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| TOTAL: |
$0.00 / $0.00 |
|
Staffing
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| TOTAL: |
$0.00 / $0.00 |
|
Training
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| TOTAL: |
$0.00 / $0.00 |
|
Marketing
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| TOTAL: |
$0.00 / $0.00 |
|
Other
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| Elucian Setup and Training |
$5000.00
|
|
| TOTAL: |
$5,000.00 / $0.00 |
|
Prioritization
This is initiative is ready for prioritization.
Assessment
| Date | Department Name | Status | Cost to Date | Funding Source | |
| No results found. |