Implement Online Requisition Processing :: PIP System (SUNY Orange)

Implement Online Requisition Processing Print All

Initiative Title	Implement Online Requisition Processing
Submitted in Previous Year(s)	No
Critical Information, Notes, Justification, Rationale	Implement the Banner Self Service requisition process. This entails structuring the approval queues and then maintaining them on an ongoing basis. There will need to be either on site or remote training costs and the addition of a second person in the Purchasing Office. This person will oversee both Purchasing but also Inventory of Fixed Assets and the maintenance of the Fixed Assets ledger.
Consequences of this initiative not being funded	Continue to have audit comments in the management letter pertaining to weaknesses in this area.
Department Goals
Programs	Purchasing
Locations
Estimated Completion Date	08/31/2011
Will this initiative span multiple budget years?	No
Importance	Low
Funding Source	Request for Prioritization
Created	06/17/2013 5:03 pm
Updated	06/17/2013 5:03 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
MIDDLESTATES Standard 3: Institutional Resources d: The college should respond to audit findings listed in the auditor’s management letter in a timely manner. Findings such as: “The general ledger for the plant was not maintained and depreciation expense for capitalized assets was computed on a spread sheet and not within the furniture and equipment inventory system.” were identified in the prior year’s auditor’s management letter and are still unresolved.

Action Steps

Action Step	Responsible Party	Order

Expected Outcomes

Outcome	Order

Assessment Methods

Method	Description	Other Method	Responsible Party

Resources

INITIAL YEAR COST:	$70,000.00
RECURRING COST:	$68,000.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
Desk, Computer	$2000.00
TOTAL:	$2,000.00 / $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
Coordinator of Purchasing and Fixed Assets	$68000.00 / 68000.00 (1st year)	Information Technology, CIO Office Business Office
TOTAL:	$68,000.00 / $68,000.00

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
TOTAL:	$0.00 / $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
17	17 Notes View	4		1	Implement Online Requisition Processing $70,000.00 / $68,000.00	Business Office Purchasing

Prioritization Notes

Level 4

Level 4 (PBIE Committee)

The purchasing person would implement Banner Self Service requisition system. This system would stream line the efforts by eliminating a paper requisition float through the campus for various approvals either by department chair and/or IT department and then getting its way to the Purchasing department for processing. An approval queue on the computer would store and replace the shuffling of this current method. Budget transfers would also be made online. This initiative would serve to implement measures to reduce its environmental footprint and impact. This same person would help with our deficiency of our Fixed Assets inventory and aspire to be most efficient in shepherding public resources. Middle States has made the recommendation to address the Fixed Assets issue.

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
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