Plans for Business Services >> Copy of Purchasing & Business Services >> Objective Priority List

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Id Priority Title Details
1.1 1 Expand Information Resources

Improve and expand self-help resources, documentation, and training available to end users in order to increase consistency in information given to end users and to encourage continuous learning for staff and faculty.  This is an on-going objective - activities will be updated as needed.

Start Date:
04/16/2010
End Date:
06/30/2012
Responsible Person:
Business Manager
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

1 - Efficiently communicate procurement processes and procedures

Priority Rank:
1
Actions/Activities
  • 1.1.a1 - Promote Website

    Promote and keep current the Business Services & Purchasing website (http://www.sbccd.org/businessdocs) in emails, trainings, newsletter and one-on-one discussions.  This is an on-going activity.

    Start Date:
    04/16/2010
    End Date:
    06/30/2012
    Responsible Person:
    All Staff
  • 1.1.a2 - Workshops

    Will continue and expand workshops for end users to have continuous learning.  This is an on-going activity.

    Start Date:
    04/16/2010
    End Date:
    06/30/2012
    Responsible Person:
    Purchasing Agent and Project Analyst
  • 1.1.a3 - Procurement Newsletter

    Develop and implement a regular email newsletter to provide short, helpful hints to end users on important, immediate, and/or vital procurement processes and procedures.  The Dollar and Sense has been developed (branded) and is being utilized by purchasing, contracts, and accounting.  This is an on-going activity. 

    Start Date:
    04/16/2010
    End Date:
    06/30/2012
    Responsible Person:
    Business Manager
  • 1.1.a4 - Improve Website

    Work in conjunction with Technology Services to improve website layout, content management, and user accessibility.  This is an on-going activity.

    Start Date:
    04/16/2010
    End Date:
    06/30/2012
    Responsible Person:
    Purchasing Agent and Project Analyst
Details
2.1 1 Improve Contract Process

Seek and advocate for additional and expanded efficiencies with developing and processing contracts at the Colleges' and District's departments.  This is an on-going activity.

Start Date:
04/16/2010
End Date:
06/30/2012
Responsible Person:
Project Analyst
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

2 - Streamline procurement processes and procedures

Seek and advocate for additional and expanded efficiencies in processing contracts, approving and processing purchase requisitions, and delivering materials and goods to departments. 

Priority Rank:
2
Actions/Activities
  • 2.1.a1 - Contract Receipt and Status Process

    Continue to improve and standardize use of notifications to end users and/or departments regarding receipt of contract documentation submitted to Business Services for processing.  This is an on-going activity.

    Start Date:
    04/16/2010
    End Date:
    06/30/2012
    Responsible Person:
    Project Analyst
  • 2.1.a2 - Contract Ratifications

    Develop and advocate for procedures to allow Authorized District Officers to sign certain contracts prior to approval by the Board of Trustees.  This activity has been completed as of March 2011 - approved by the Board.

    Start Date:
    04/16/2010
    End Date:
    03/15/2011
    Responsible Person:
    Business Manager
Resource Requests
  • 2.1.r1 - Clerical Assistant I
    Description

    A Clerical Assistant I position at 19 hours per week will assist the Business Services and Purchasing Department with appropriate duties.

    Rationale

    Currently, all clerical duties within Business Services & Purchasing are handled by the individual positions, such as the Business Manager, Project Analyst, Purchasing Agent, and the Purchasing Technician. These clerical duties include, but are not limited to, basic date entry, maintaining contract and purchasing files, receiving and sorting correspondence, collating documents, typing documents and forms, producing mailings and faxes of contracts and purchase orders, and forwarding phone calls from the general public to appropriate persons and/or departments. Delegating these duties to a Clerical Assistant position will increase efficiencies in essential clerical work and decrease interruptions while the existing positions perform highly technical and analytical procurement duties. Increased efficiencies will create immediate savings and cost-efficiencies throughout the Colleges and District. Some listed duties have been delegated permanently to a federal work/study student position, whose hours can be unreliable due to class schedules and whose duties should be delegated to another classified employee. A significant increase in bond-funded construction and enrollment growth over the last two decades has not been matched with an increase in the number of positions within the procurement function causing these positions to produce more with fewer resources. Savings are estimations of the District-wide general and categorical funds lost annually to late payment fees, legal fees, and errors caused by the procurement workload being greater than the available positions.

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    First Year Cost/Savings:
    $17,050.00/$25,000.00
    Second Year Cost/Savings:
    $17,900.00/$25,000.00
    Third Year Cost/Savings:
    $18,800.00/$25,000.00
  • 2.1.r2 - Job-Specific Training
    Description

    Training for the Project Analyst in contracts, insurance, and community college business services best practices.

    Rationale

    To ensure the Project Analyst has the tools and training necessary to support District Business Services. Savings are estimations of the District-wide general, grant, and categorical funds lost annually to unfavorable contract terms and conditions, legal fees, errors and omissions caused by not having timely access to changes in or training of legal codes relevant to contracts, insurance, and procurement.

    Resource Type:
    Ongoing
    Expenditure Category:
    Services
    First Year Cost/Savings:
    $1,000.00/$50,000.00
    Second Year Cost/Savings:
    $1,000.00/$50,000.00
    Third Year Cost/Savings:
    $1,000.00/$50,000.00
  • 2.1.r3 - Association Membership
    Description

    Membership for the Project Analyst to join an industry-specific association.  Update: the Project Analyst has joined the Contracts/Procurement joint meeting with the San Bernardino County schools as of January 2011. No costs (except for mileage reimbursement) are related to this meeting.   Additonal outlets will continue to be researched.

    Rationale

    To ensure the Project Analyst has access to relevant and current information regarding changes in contract administration, insurance, and community college business services. Savings are estimations of the District-wide general, grant, and categorical funds lost annually to unfavorable contract terms and conditions, legal fees, errors and omissions caused by not having timely access to changes in or training of legal codes relevant to contracts, insurance, and procurement.

    Resource Type:
    Ongoing
    Expenditure Category:
    Services
    First Year Cost/Savings:
    $200.00/$50,000.00
    Second Year Cost/Savings:
    $200.00/$50,000.00
    Third Year Cost/Savings:
    $200.00/$50,000.00
Details
1.2 2 Improve communications and customer service

Utilize open and business-appropriate communications to facilitate trust-building, positive working relationships, and an improved end user experience.  This is an on-going objective - activities will be updated as needed.

Start Date:
04/16/2010
End Date:
06/30/2012
Responsible Person:
All Staff
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

1 - Efficiently communicate procurement processes and procedures

Priority Rank:
1
Actions/Activities
  • 1.2.a1 - Replying to Communications

    All staff will reply to emails and phone calls promptly and courteously, preferably within less than one (1) business day.  This is an on-going activity.

    Start Date:
    04/16/2010
    End Date:
    06/30/2012
    Responsible Person:
    All Staff
  • 1.2.a2 - Important Communications

    In order to promote the fact that the procurement process is responsive to and in consideration of the Colleges' and District's missions, values, and goals, all staff will respect incoming communications in recognition of its importance to the success of the Colleges' and District's missions, values, and goals. Return communications will explain how the procurement process supports the Colleges' and District's missions, values, and goals and will express an appreciation of and procurement's commonality with the end user's duties in meeting the College's and District's missions, values, and goals.  This is an on-going activity.

    Start Date:
    04/16/2010
    End Date:
    06/30/2012
    Responsible Person:
    All Staff
Resource Requests
  • 1.2.r1 - Customer Service Training
    Description

    One training course for each staff member on customer service.

    Rationale

    To ensure end user experience and outgoing communications employ best practices in customer service.

    Resource Type:
    One-time
    Expenditure Category:
    Services
    First Year Cost/Savings:
    $2,000.00/$0.00
Details
2.2 2 Improve Requisition Process

Seek and advocate for additional and improved efficiencies in the processing and approval of purchase requisitions. Perceptions were expressed in the March 2010 and March 2012 District Services Survey which stated that requisition processing is exceptionally delayed and slow. A statistical analysis of Requisition approvals this fiscal year shows this perception may be based on end users' experiences with outliers rather than the typical process as the typical processing time for Requisitions is two weeks inclusive of weekends and holidays. See attached PR Approval Analysis for FY11 supporting document; conclusions and methodology are described on page 8 of 10.  This is an on-going objective.

Start Date:
04/16/2010
End Date:
06/30/2012
Responsible Person:
Purchasing Agent and Purchasing Technician
Strategic Direction:
None
Impact Type:
-- Pick One --
Goal

2 - Streamline procurement processes and procedures

Seek and advocate for additional and expanded efficiencies in processing contracts, approving and processing purchase requisitions, and delivering materials and goods to departments. 

Priority Rank:
2
Actions/Activities
  • 2.2.a1 - Train Requisition Approvers

    Pro-actively train and continue communications with requisition approvers on their responsibility to approve requisitions within Financial 2000 timely.  This is an on-going activity.

    Start Date:
    04/16/2010
    End Date:
    06/30/2012
    Responsible Person:
    Purchasing Agent and Purchasing Technician
  • 2.2.a2 - Train End Users

    Pro-actively train end users on Financial 2000 and purchasing best practices to assist in efficient processing and approval of purchase requisitions.  This is an on-going activity.

    Start Date:
    04/16/2010
    End Date:
    06/30/2012
    Responsible Person:
    Purchasing Agent and Purchasing Technician
  • 2.2.a3 - Purchasing Manual

    Develop a purchasing manual to be disseminated to all end users and departments. Manual will highlight purchasing best practices, organizational requirements, and appropriate federal, state and local regulations.  Update: A draft manual has been produced and is currently being evaluated by Business Services Staff.  This is currently an on-going activity.

    Start Date:
    04/16/2010
    End Date:
    06/30/2012
    Responsible Person:
    Business Manager
Resource Requests
  • 2.2.r1 - Storekeeper I
    Description

    A Storekeeper I at 19 hours per week will re-staff an essential position for on-time deliveries and San Bernardino Valley College warehouse staffing needs.

    Rationale

    In 2008, a vacant 19-hr Warehouse Technician position was abolished due to Fiscal Services seeking vacant positions to eliminate for budget savings. This position was an essential aspect of the SBVC Warehouse, which is responsible for District shipping and receiving functions and SBVC print job deliveries and surplus. The Warehouse currently relies on a single full-time Warehouse Technician position and seasonal federal work/study or student workers. To maintain full operational business hours and consistent deliveries for SBVC and District departments, this position should be brought back. Savings are estimations of the departmental student worker budget of $7,000 plus District-wide general, grant and categorical funds lost annually to delayed deliveries, destroyed and devalued surplus property awaiting sale, and errors caused by the warehouse, shipping, and receiving workload being greater than a single position.

    Resource Type:
    Ongoing
    Expenditure Category:
    Personnel
    First Year Cost/Savings:
    $17,500.00/$25,000.00
    Second Year Cost/Savings:
    $18,300.00/$25,000.00
    Third Year Cost/Savings:
    $19,250.00/$25,000.00
  • 2.2.r2 - Job-Specific Training
    Description

    Training for the Purchasing Agent and the Purchasing Technician on best practices in purchasing, asset management, and vendor management.  This is an on-going request.

    Rationale

    To ensure purchasing staff have the tools necessary to support Purchasing. Savings are estimations of the District-wide general, grant, and categorical funds lost annually to late payment fees, legal fees, errors and omissions caused by not having timely access to changes in or training of procurement codes and purchasing best practices.

    Resource Type:
    Ongoing
    Expenditure Category:
    Services
    First Year Cost/Savings:
    $1,000.00/$50,000.00
    Second Year Cost/Savings:
    $1,000.00/$50,000.00
    Third Year Cost/Savings:
    $1,000.00/$50,000.00
  • 2.2.r3 - Association Membership
    Description

    Membership for the Purchasing Agent and the Purchasing Technician to join the California Association of Public Procurement Officers.  This has occured in FY11 and the department will continue to annually re-join these associations as necessary.

    Rationale

    To ensure the Purchasing Agent and Purchasing Techinician have access to current and relevant changes to public agency purchasing best practices and legislation. Savings are estimations of the District-wide general, grant, and categorical funds lost annually to late payment fees, legal fees, errors and omissions caused by not having timely access to changes in or training of procurement codes and purchasing best practices.

    Resource Type:
    Ongoing
    Expenditure Category:
    Services
    First Year Cost/Savings:
    $500.00/$50,000.00
    Second Year Cost/Savings:
    $500.00/$50,000.00
    Third Year Cost/Savings:
    $500.00/$50,000.00
  • 2.2.r4 - Forklift
    Description

    Procure used forklift.

    Rationale

    A new forklift will ensure warehouse operations are efficient. Current forklift is unreliable and is a drain on the Purchasing budget to repair and maintain. Savings are calculated from the repairs and maintenance costs associated with maintaining the current forklift plus District-wide general, grant, and categorical funds lost caused by rescheduled and/or redirected deliveries while the forklift is in need of repairs.

    Resource Type:
    One-time
    Expenditure Category:
    Equipment
    First Year Cost/Savings:
    $10,000.00/$5,000.00
    Second Year Cost/Savings:
    $0.00/$5,000.00
    Third Year Cost/Savings:
    $0.00/$5,000.00
Details