Automation of Purchase Requisition Process :: PIP System (SUNY Orange)

Automation of Purchase Requisition Process Print All

Initiative Title	Automation of Purchase Requisition Process
Submitted in Previous Year(s)	2016
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.
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.
Department Goals
Programs
Locations	Main Campus, Newburgh Campus
Estimated Completion Date	12/15/2018
Will this initiative span multiple budget years?	No
Importance	High
Funding Source	Request for Prioritization
Created	10/31/2017 11:15 am
Updated	01/08/2018 3:32 pm

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.	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.
ACADEMIC MASTER PLAN 2016-2020 Preparation and Success Objective #2: Develop and implement ongoing academic support for continuing students.	746465

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	Business Office
TOTAL:	$5,000.00 / $0.00

Prioritization

Level 5 Level 5 Cabinet Middle States	Level 4 Level 4 PBIE Committee	Level 3 Level 3 Academic Affairs and Student Services, Provost, VP Office Administration and Finance, VP Office Board of Trustees Chief Diversity Officer Institutional Advancement, VP Office President, Office of Student Services, VP Office SUNY Orange Foundation Sustainability Workforce Development, Strategy & Innovation, VP Office	Level 2 Level 2 Alumni Relations and Special Events Athletics Business Math Science and Technology, AVP Office Business Office CAPE Career and Internship Services Communications Office Enrollment Mgt and Student Financial Services, AVP Office Facilities Food Tech Grants Health Professions, AVP Office Hudson Valley Educational Consortium Human Resources, AVP Office Information Technology, CIO Office Institutional Planning Assessment and Research Lab School Learning & Student Success, AVP Office Liberal Arts, AVP Office Marketing Newburgh Campus Phi Theta Kappa Security Student Engagement and Completion, AVP Office	Level 1 Level 1 Academic Advising Academic Support Middletown Academic Support Newburgh Academic Technology Accessibility Services Admissions and Recruitment Arts and Communication Behavioral Sciences Biology Bursar Business Capital Projects Center for Student Involvement Center for Teaching and Learning Clinical Laboratory Science Computer Science and Technology Criminal Justice Cultural Affairs Custodial and Grounds Dental Hygiene Deployment & Operations Diagnostic Imaging Education Educational Opportunities Program Educational Partnerships English Enrollment Support Services Environmental Health and Safety ESL CAPE Financial Aid Global Studies Governance Honors Program HVAC Information Services & Network Infrastructure Interdisciplinary Studies Liberty Partnership Program Library Mail and Copy Services Maintenance Mathematics Movement Science Nursing Occupational Therapy Payroll Physical Therapy Records and Registration Science Engineering and Architecture Student Services - Data Management Student Services Central Student Services Newburgh Campus Student Support Initiatives Testing Center TRiO Student Support Services Unused Wellness Center Work Force Development CAPE	Initiative Title	Department
			1		Automation of Purchase Requisition Process $32,000.00 / $0.00	Business Office

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
No results found.