On Demand Webinar

Implementing Purchasing Policies

Please see below for additional instructions and information regarding this program.

Webinar Details$219

Attendees will learn about the different elements that make up a standard procurement procedure. The topic will cover those looking to improve or change a current procurement policy or program and also for those starting from scratch. Attendees will learn about technical areas to include in structuring a new or improved procedure or program and then will follow along on a real case study involving creating procurement manual for a funded program that did not have a customized manual for them to use. Attendees will also learn of issues that come up and how to manage changes and keeping procedures current.

For existing Procurement Offices review what is working and what isn’t working in your current environment.

Ask customers that you service to provide feedback or a formal customer satisfaction survey.

Meet with current stakeholders that use your procurement documents in their workflow

Meet with outside control agencies or departments that impact workflow 

For new Purchasing Offices or new procedures review the stakeholders and their needs

Establish workflow based on the procurement office’s  internal requirements and needs of the customers 

Draft internal forms such as Purchase Requisition, Purchase Order, Change Order and vendor contract.

Develop a procurement manual for the purchasing office

Case Study; Creating a Procurement Manual for a Grant-Funded Program

Which rules that will have precedence  

Processing time limits

Procurement Levels and Approvals

Changing procedures from paper-based to electronic workflow

Avoiding Pitfalls in Procurement Policies

  1. Introduction 00:01:35

  2. For Existing Procurement Offices -Review 00:02:13

  3. For Existing Procurement Offices - Stakeholders 00:05:13

  4. For Existing Procurement Offices - Outside Agencies 00:10:22

  5. For New Purchasing Offices or New Procedures - Stakeholders 00:15:23

  6. For New Purchasing Offices or New Procedures - Vendor Database 00:24:09

  7. For New Purchasing Offices or New Procedures -Internal Forms 00:30:48

  8. For New Purchasing Offices or New Procedures -Internal Controls 00:36:11

  9. For New Purchasing Offices or New Procedures - Technologies 00:44:28

  10. For New Purchasing Offices or New Procedures -Procurement Manual 00:47:23

  11. Case Study - Creating a Procurement Manual for a Grant Funded Program - Determining Rules 00:53:38

  12. Case Study - Creating a Procurement Manual for a Grant Funded Program - Processing Time Limits 01:03:33

  13. Case Study - Creating a Procurement Manual for a Grant Funded Program - Bidding Levels 01:05:47

  14. Case Study - Creating a Procurement Manual for a Grant Funded Program - Document Samples 01:11:11

    1. Purchase Requisition Form 01:12:22

    2. Purchase Order 01:15:34

    3. Request for Quotation 01:18:04

  15. Case Study - Creating a Procurement Manual for a Grant Funded Program - Bid Analysis 01:20:20

  16. Case Study - Creating a Procurement Manual for a Grant Funded Program - Procurement Levels and Approvals 01:21:17

  17. Case Study - Creating a Procurement Manual for a Grant Funded Program - Single and Sole Source requirements 01:23:09

  18. Case Study - Creating a Procurement Manual for a Grant Funded Program - Manual Example 01:25:32

  19. Case Study - Creating a Procurement Manual for a Grant Funded Program - Establishing Workflow 01:26:25

  20. Case Study - Creating a Procurement Manual for a Grant Funded Program - Procurement Workflow Steps 01:28:24

  21. Case Study - Creating a Procurement Manual for a Grant Funded Program - Value of a Dollar 01:30:18

  22. Case Study - Creating a Procurement Manual for a Grant Funded Program - Dollar Threshold Chart Example 01:30:47

  23. Case Study - Creating a Procurement Manual for a Grant Funded Program - Dollar Threshold Chart cont. 01:32:57

  24. Case Study - Creating a Procurement Manual for a Grant Funded Program - General Descriptive Information 01:33:59

  25. Case Study - Creating a Procurement Manual for a Grant Funded Program - Single/Source Review 01:37:08

  26. Case Study - Creating a Procurement Manual for a Grant Funded Program - Definitions 01:37:38

  27. Case Study - Creating a Procurement Manual for a Grant Funded Program - Definitions cont. 01:38:00

  28. Case Study - Creating a Procurement Manual for a Grant Funded Program - Definitions cont. 01:39:12

  29. Case Study - Creating a Procurement Manual for a Grant Funded Program - Time Savers 01:39:42

  30. Case Study - Creating a Procurement Manual for a Grant Funded Program - Considerations 01:40:19

  31. Pitfalls 01:41:03

  32. Presentation Closing 

  • Bid Analysis Form 01:20:20
  • Bid Form 01: 
  • Change Order  00:30:58
  • Procurement 00:02:17
  • Procurement Contract 00:19:08
  • Purchase Order 00:10:32, 00:30:58, 01:15:34
  • Purchase Requisition 00:05:27, 00:30:57, 01:12:22
  • Quote Form 01:
  • Request for Proposal (RFP) 01:
  • Request for Quotation 01:18:04
  • Stakeholders 00:05:15
  • Vendor 00:10:51
  • Vendor Contract 00:31:01

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.

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.

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.

Procurement Contract: Procurement contracts are the agreements to use certain products and services on a project. The types of procurement contracts are typically either fixed-price, cost-reimbursable, or time and materials. Some agreements can include more than one of these payment structures on a single procurement contract.

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 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: 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.

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.


Guest Speaker

Kenneth Jones

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 was the Assistant Director, supervising and providing training for the Office of Purchasing and Contracts. This included providing training for both State procurement and The Research Foundation for ... View Full Profile