Implementing Purchasing Policies
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
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