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

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

3 The Purchasing Process

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

5 Audience User Poll How many of you are using the Purchasing Module? The Bid module? The Fixed Assets module? The Receiving module?

6 Major Banner Purchasing Forms 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

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

8 Bid Module

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

10 Purchase Order Forms The conversion of a requisition to a purchase order is not too arduous FPAREQN>FPAABUY>FPAPOAS> FPAPURR You can shortcut requisition process and start directly in FPAPURR

11 Fixed Assets

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?

13 Receiving Relatively complete process Best for centralized receiving Receiving is all or none process: cannot do on-line for some and not others

14 Challenges of the Purchasing Module 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

15 Open Forum