Implementing Purchasing Policies

1. Introduction 
2. For Existing Procurement Offices -Review 00:01:37
3. For Existing Procurement Offices - Stakeholders 00:07:21
4. For Existing Procurement Offices - Outside Control Agencies 00:14:31
5. For New Purchasing Offices or New Procedures - Stakeholders 00:21:38
6. For New Purchasing Offices or New Procedures - Vendor Database 00:30:03
7. For New Purchasing Offices or New Procedures -Internal Forms 00:36:39
8. For New Purchasing Offices or New Procedures -Internal Controls 00:46:29
9. For New Purchasing Offices or New Procedures - Technologies 00:53:57
10. For New Purchasing Offices or New Procedures - Procurement Manual 00:56:54
11. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Determining Funding and Rules 01:02:44
12. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Processing Time Limits 01:07:16
13. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Bidding Levels 01:08:02
14. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Document Samples 01:09:03
15. Purchase Requisition Form 01:10:28
16. Purchase Order 01:11:30
17. Request for Quotation 01:14:03
18. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Bid Analysis 01:15:05
19. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Procurement Levels and Approvals 01:16:35
20. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Single and Sole Source Requirements 01:18:09
21. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Manual Example 01:20:09
22. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Establishing Workflow 01:20:37
23. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Procurement Workflow Steps 01:21:04
24. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Value of a Dollar 01:21:53
25. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Dollar Threshold Chart Example 01:23:12
26. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Dollar Threshold Chart  01:24:14
27. Case Study - Creating a Procurement Manual for a Grant-Funded Program - General Descriptive Information 01:25:28
28. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Special Approvals 01:26:23
29. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Single/Source Review 01:26:44
30. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Definitions 01:28:20
31. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Definitions cont. 01:30:58
32. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Definitions cont. 01:32:43
33. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Time Savers 01:33:24
34. Case Study - Creating a Procurement Manual for a Grant-Funded Program - Considerations 01:35:15
35. Pitfalls 01:36:54
36. Speaker Closing 01:38:57
37. Presentation Closing 01:39:50

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  Kenneth Jones

  Ken Jones has been working in the public and non-profit procurement field for over 30 years. He worked for the New York State Office of Taxation and Finance as a Purchasing Assistant from 1985-87 and went on to work for the University at Albany, SUNY where he served as a Purchasing Agent and in 1999 [...]

  View Full Profile

• Asset 00:44:31
• Audit 01:30:47
• Bid  00:31:26, 00:35:01, 00:48:49, 01:01:14, 01:03:46, 01:07:28, 01:08:30, 01:21:24, 01:25:04, 01:28:48
• Bid Analysis Form 00:15:05, 01:21:25
• Bid Form 01:09:11
• Change Order 00:39:14, 01:09:09
• Chart of Accounts 00:27:03
• Contract 00:10:21, 00:14:50, 00:26:36, 00:35:40, 00:37:42, 01:01:29, 01:13:26, 01:19:51
• Expenditure 00:30:41, 00:36:22
• Expense 00:37:11, 00:55:43
• Independent Contractor 01:29:21
• Invoice 00:06:54, 00:22:36, 00:36:55, 00:54:26
• Non-Profit Organizations (NPO) 01:04:29
• P-Card 00:37:23, 00:50:59
• Procurement 00:02:57, 00:07:38, 00:14:55, 00:24:09, 00:37:24, 00:49:00, 00:57:02, 01:02:06, 01:03:36, 01:14:16, 01:18:13, 0:1:37:06
• Purchase Order 00:06:56, 00:07:39, 00:17:19, 00:33:53, 00:37:18, 00:41:24, 00:54:08, 01:09:09, 01:13:15, 01;20:32, 01:30:34
• Purchase Requisition 00:29:18, 00:36:48, 00:37:32, 00:41:10, , 01:09:07, 01:10:28, 01:17:06, 01:21:14, 01:33:38
• Request For Information (RFI) 01:31:02
• Request for Proposal (RFP) 00:49:36, 01:01:14, 01:07:28, 01:26:16
• Request for Quotation 01:14:05, 01:21:22
• Scoring Matrix 01:07:42, 01:32:22
• Stakeholders 00:21:46
• Vendor 00:07:05, 00:13:23, 00:17:39, 00:23:59, 00:25:51, 00:30:19, 00:38:48, 00:55:33, 01:01:48, 01:11:13, 01:15:49, 01:18:58, 01:34:46
• Vendor Contract 00:36:39
• Vendor Database 00:30:12

Asset: Property owned by a person or company, regarded as having value and available to meet debts, commitments or legacies.

Audit: A formal examination of an organization's or individual's accounts or financial situation

Bid: A bid is an offer made by an investor, trader, or dealer in an effort to buy an asset or to compete for a contract.

Bid Analysis Form: Bid Analysis (Vendor analysis) is a technique used to figure out the cost of a project by comparing the bids submitted by many suppliers. This can be accomplished by considering the costs (via quotes, bids, proposals, etc.) presented for project work. By using a selection criteria divided into categories, vendor proposals have to meet these criteria or may be eliminated.

Bid Form: Competitive bidding is a form of solicitation that is used in the procurement. The procurement process frequently includes a formal bid to ensure the best possible price, quality, and terms. The process can also be referred to as buying or purchasing.

Change Order: Once a requisition is approved changes cannot be made, however, users do have the ability to make some changes after a PO has been issued through the change order process. Managing changes to the Purchase Order requires a Change Order to modify the dollar amount, service dates, or update the chartstrings.

Chart of Accounts: Chart of Accounts is the complete list of all the company’s accounts and balances. In QuickBooks, it represents and organizes the company's assets, liabilities, income, and expense. QuickBooks automatically creates your chart of accounts based on the industry and type of company you choose when creating your company file. If you just created your file, make sure to record the accounts' opening balances.

Contract: A written or spoken agreement, especially one concerning employment, sales, or tenancy, that is intended to be enforceable by law.

Expenditure: An expenditure is money spent on something. Expenditure is often used when people are talking about budgets.

Expense: Offset (an item of expenditure) as an expense against taxable income.

Independent Contractor: An independent contractor is a person or entity contracted to perform work or provide services to another entity as a non-employee. As a result, independent contractors must pay their own Social Security and Medicare taxes. - Investopedia (https://www.investopedia.com/)

Invoice: An invoice, bill or tab is a commercial document issued by a seller to a buyer, relating to a sale transaction and indicating the products, quantities, and agreed prices for products or services the seller had provided the buyer. Payment terms are usually stated on the invoice.

Non-Profit Organizations (NPO): A nonprofit organization (NPO) or non-profit organisation, also known as a non-business entity, or nonprofit institution, is a legal entity organized and operated for a collective, public or social benefit, in contrary with an entity that operates as a business aiming to generate a profit for its owners.

P-Card: A PURCHASING CARD (also abbreviated as PCard or P-Card) is a form of company charge card that allows goods and services to be procured without using a traditional purchasing process. In the UK, purchasing cards are usually referred to as procurement cards

Procurement: Procurement is the process of finding and agreeing to terms, and acquiring goods, services, or works from an external source, often via a tendering or competitive bidding process. Procurement is used to ensure the buyer receives goods, services, or works at the best possible price when aspects such as quality, quantity, time, and location are compared.

Purchase Order: A legal contract between a buyer and a vendor. It lists the materials or services to be purchased on specified terms and conditions (quantity, price / pricing conditions, delivery date).

Purchase Requisition: A purchase requisition is a document used as part of the accounting process to initiate a merchandise or supply purchase. By processing a purchase requisition, appropriate controls can monitor the legitimacy of a purchase, as well as identify the business need for the products.

Request For Information (RFI): A request for information is a common business process whose purpose is to collect written information about the capabilities of various suppliers. Normally it follows a format that can be used for comparative purposes. An RFI is primarily used to gather information to help make a decision on what steps to take next.

Request for Proposal (RFP): A request for proposal (RFP) is a document that solicits proposal, often made through a bidding process, by an agency or company interested in procurement of a commodity, service, or valuable asset, to potential suppliers to submit business proposals.

Request for Quotation (RFQ): A request for quotation (RFQ) is a standard business process whose purpose is to invite suppliers into a bidding process to bid on specific products or services.

Scoring Matrix: A tool that helps you evaluate multiple options based on a set of criteria.

Stakeholders: A stakeholder is a party that has an interest in a company and can either affect or be affected by the business. The primary stakeholders in a typical corporation are its investors, employees, customers and suppliers.

Vendor: A vendor is a person or business that supplies goods or services to a company. Another term for the vendor is the supplier. In many situations, a company presents the vendor with a purchase order stating the goods or services needed, the price, delivery date, and other terms.

Vendor Contract : A Vendor Contract is a long-term agreement with a vendor to supply materials or provide services for a certain period of time.

Vendor Database: The Vendor database stores information about your vendors. Because the system is fully integrated, the information you enter in the Vendor database is automatically supplied to other parts of the system.