Purchasing Department Assessment Report ... - Kean University

Purchasing Department Assessment Report – 2011-2012 Academic Year
Purchasing Department:
Goals and Objectives:
Goal 1: To procure, rent or lease all goods and services to support the University’s educational and administrative operations, in
accordance with University policy.
Action Taken
Objective Measurement of Assessment Timeline Results
(Closing the Loop)
1.1: To ensure that all University
purchasing follows the same
policies and protocols.
Maintain up-to-date catalog of
all University policies and
procedures to ensure
compliance.
Evaluated
semiannually,
every June 1
and January 1.
Purchase orders
reflected the correct
information and pricing.
Will continue to maintain
up-to-date catalogs
illustrating uniform
practices in purchasing.
1.2: To implement sound costeffective
policies, procedures and
systems regarding the procurement
of goods and services.
Maintain a catalog which
documents costs related to
University purchases.
Evaluated
semiannually,
every June 1
and January 1.
Catalog of purchase
orders indicated correct
information.
Will continue to maintain a
catalog which documents
costs related to University
purchases.

Purchasing Department Assessment Report – 2011-2012 Academic Year
Goal 2: To encourage open competition among vendors through fair negotiation, competitive bidding and contract buying.
Action Taken
Objective Measurement of Assessment Timeline Results
(Closing the Loop)
2.1: To ensure that all University
vendors abide by the same
purchasing requirements.
2.2: To educate staff on the policies
and procedures of the competitive
bidding and contract buying
process.
Catalog kept of all vendors that
do business with the University.
Training sessions held to
educate staff.
Evaluated
semiannually,
every June 1
and January 1.
Evaluated
semiannually,
every June 1
and January 1.
85% of vendors received
the proper purchasing
requirement forms for
policies and procedures.
Training results in the
correct completion of
bidding documents by
Purchasing staff.
Ensure that current
catalogs are maintained to
ensure that all vendors
abide by the same
purchasing requirements.
Based on bidding results
from training, the
established practices
proved to be successful
and will continue.
Goal 3: To comply with all Federal, State and University regulations pertaining to the procurement of goods and services and implement
operational procedures.
Action Taken
Objective Measurement of Assessment Timeline Results
(Closing the Loop)
3.1: To constantly update
operational procedures based on
Federal, State and University
regulations.
Maintain a catalog all
requirements.
Survey staff members to ensure
that they are knowledgeable of
requirements.
Evaluated
semiannually,
every June 1
and January 1.
Results from surveys
indicated staff
compliance.
Weekly review of New
Jersey Statutes website,
including GSA
Training sessions will
continue to be held
annually to ensure
compliance education is
attained.

Purchasing Department Assessment Report – 2011-2012 Academic Year
Goal 4: To educate the Kean Community on the procurement process.
Objective Measurement of Assessment Timeline Results
Action Taken
(Closing the Loop)
4.1: To provide seminars and
training sessions.
4.2: To visit departments and seek
to improve interdepartmental
communications at all times.
Surveys conducted post seminar
and training to evaluate the
knowledge gained during the
sessions.
Catalog department visits?
Evaluated
semiannually,
every June 1
and January 1.
Evaluated
semiannually,
every June 1
and January 1.
Surveys held in
September 2011.
Results from surveys
indicated positive
completion of
requisitions.
Department visits
totaled 4 per month.
Specific departments
targeted included
facilities and motor
pool.
Will maintain current
schedule of training
seminars.
Based on department visit
total and specific location
targets the Purchasing
Department will focus on
the Facilities Department
as it appeared during visit
sessions that they needed
the most educational
material.

Purchasing Department Assessment Report – 2011-2012 Academic Year
Goals and Objectives:
Mail Services:
Goal 1: Seamless cooperation with Kean University departments for mail distribution.
Objective Measurement of Assessment Timeline Results
Action Taken
(Closing the Loop)
1.1: To maintain the highest
standards of quality for delivery
performance and services to the
University students, faculty and
staff.
Satisfaction surveys conducted
to evaluate the University’s
perceived level of quality of the
mail services department.
Evaluated
annually every
June 1.
Survey results indicated
satisfaction levels of
95%
Based on these results the
current policies will be
maintained.
1.2: To improve processes to
facilitate ease of delivery for Mail
Services to University departments.
Catalog methods for mail
distribution for later evaluation.
Evaluated
annually every
June 1.
Review of processes
indicated that the
established procedures
are being maintained.
Based on results, current
policies will be
maintained.

Purchasing Department Assessment Report – 2011-2012 Academic Year
Goal 2: To maintain an accurate up-to-date inventory of the University fixed assets for department goods.
Action Taken
Objective Measurement of Assessment Timeline Results
(Closing the Loop)
2.1: To ensure that the Mail
Services department has the most
up-to-date inventory available.
Maintain a catalog which
illustrates the full listing of
Mail Services inventory.
Evaluated
annually every
June 1.
Review of catalog
indicated that the Mail
Services department was
maintaining required
supply of inventory.
Based on results, the
current process will be
maintained.

Purchasing Department Assessment Report – 2011-2012 Academic Year
Goals and Objectives:
Materiel Services:
Goal 1: To employ methods to turn around packages, inbound or outbound, in an efficient and professional manner.
Action Taken
Objective Measurement of Assessment Timeline Results
(Closing the Loop)
1.1: To track all University
incoming and outgoing materiel.
All inbound packages,
construction materials and
office supplies are checked in
Smart Track (electronic
monitoring system) daily.
All overnight packages and
ground packages for the
resident students are delivered
and checked using Smart Track.
Evaluated
semi-annually,
every June 1
and January 1.
Results indicated a
success rate of 90%
Based on the results the
current policies will be
maintained.

Purchasing Department Assessment Report – 2011-2012 Academic Year
Goal 2: To integrate with high volume departments to develop customer service and teamwork.
Action Taken
Objective Measurement of Assessment Timeline Results
(Closing the Loop)
2.1: To maintain procedures that all
for Materiel Services to equitably
treat both high volume
offices/departments and those with
less needs.
Document and catalog service
levels on all submitted Kean
University Materiel Services
forms.
Evaluated
semi-annually,
every June 1
and January 1.
Service levels indicated
90% results from KU
Materiel Services forms.
Based on the results the
current policies will be
maintained.
2.2: To apply processes that allow
for the expediting of office supplies
to University departments.
Five centralized copy centers
are monitored three days per
week and papers are delivered
based on the report.
Evaluated
semi-annually,
every June 1
and January 1.
90% of expedited office
supplies met their
specified location within
the desired period.
By reviewing submitted
stationary requests daily,
all stationary requests are
prioritized based on the
urgency and the requests
are filled accordingly.