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Effective Purchasing Strategies: What Works and What Doesn't

Join the 3CBG conference on October 23rd and 24th to learn about the current practices and challenges in the purchasing process. Explore topics such as manual bidding, online requisitions, centralized receiving, and more. Gain insights from industry experts and engage in an open forum to discuss best practices.

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Effective Purchasing Strategies: What Works and What Doesn't

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  1. Purchasing: What Works and What Doesn’t B.O.F.Kathy Hennig, C.P.M., M.P.A.Purchasing Manager, City College of San Francisco 2006 CONFERENCE October 23 & 24

  2. City College of San Francisco • User since 1994: Finance, Human Resources, Financial Aid, Budgeting • 11 campuses, 100 community locations, 2,800 employees, over 100,000 students • Centralized Purchasing • Decentralized Receiving • 3 Purchasing Staff, 1 Accounts Payable Clerk 3CBG Conference - October 23rd and 24th

  3. The Purchasing Process 3CBG Conference - October 23rd and 24th

  4. Current CCSF Practices • Manual bidding • On-line and manual requisitions • E commerce orders placed on hold, encumbered through FGAENCB • Fixed Assets updated via outside inventory • No centralized receiving, manual • Forced receiving/invoice matching 3CBG Conference - October 23rd and 24th

  5. Audience User Poll • How many of you are using the Purchasing Module? • The Bid module? • The Fixed Assets module? • The Receiving module? 3CBG Conference - October 23rd and 24th

  6. Bid Creation FPACTBD Prospective Bidders FPAPRBD Bid Entry FPABIDE Bid Comparison FPIBIDC Bid Award FPABAWD Requisition FPAREQN Buyer Assignment FPAABUY PO Assignment FPAPOAS Purchase Order FPAPURR Blanket Order FPABLAR Approvals FOAUAPP Receiving Goods FPARCVD Delivery Log FPADELV Receiver/Pack. Slip Validation FPIPKSL FA Orig. Tag Extract FFPOEXT FA Master Maintenance FFAMAST FA Depreciation FFADEPR Major Banner Purchasing Forms 3CBG Conference - October 23rd and 24th

  7. Requisitions • There are 2 different forms: FPAREQN and Web 4 • Web 4 advantage: easier for casual users to use • Web 4 limitation: the description field is limited to 42 characters • FPAREQN has 5 screens in version Banner 7, an improvement 3CBG Conference - October 23rd and 24th

  8. Bid Module 3CBG Conference - October 23rd and 24th

  9. Forms required to issue and evaluate a bid: Bid Creation FPACTBD Prospective Bidders FPAPRBD Bid Entry FPABIDE Bid Comparison FPIBIDC Bid Award FPABAWD Advantage: Linked data to a PO, perm. record Disadvantage: You have to fully enter vendor information if not a current supplier. This fills the FTMVEND database with inactive vendors and it is difficult to completely remove vendor records from the data base Bid Module 3CBG Conference - October 23rd and 24th

  10. The conversion of a requisition to a purchase order is not too arduousFPAREQN>FPAABUY>FPAPOAS> FPAPURR You can shortcut requisition process and start directly in FPAPURR Purchase Order Forms 3CBG Conference - October 23rd and 24th

  11. Fixed Assets 3CBG Conference - October 23rd and 24th

  12. Fixed Assets • Orig. and P tags are cumbersome • Lack of a bar code interface • Regulatory requirements: GASB 34/35 • How is your college handling this? 3CBG Conference - October 23rd and 24th

  13. Receiving • Relatively complete process • Best for centralized receiving • Receiving is all or none process: cannot do on-line for some and not others 3CBG Conference - October 23rd and 24th

  14. How do you handle: Management level reporting On-line ordering/electronic commerce interface Database maintenance: difficult to merge records (i.e.: merge history when a vendor is bought), easily delete records (typos or duplicates, you terminate or invalidate but never delete) Lack of bar code interface Fixed Assets: O & P tags are cumbersome Challenges of the Purchasing Module 3CBG Conference - October 23rd and 24th

  15. Open Forum 3CBG Conference - October 23rd and 24th

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