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  1. 1. Office of Procurement & Contracts Director: Milo J. Crabtree April 2006
  2. 2. Mission Statement Procurement & Contracts is committed to : <ul><li>Providing the best service possible to the university community while expediting the procurement of goods and services </li></ul><ul><li>Authorizing contracts on any commodity/service purchased by MSU </li></ul><ul><li>Securing competitive quotes and bids to obtain maximum value from the expenditures of university funds </li></ul><ul><li>Coordinating the procurement of goods and services for MSU </li></ul><ul><li>Ensuring compliance with state laws and regulations, and university policy </li></ul><ul><li>Maintaining professionalism by Procurement and Contracts personnel </li></ul><ul><li>Maintaining reputable relations with vendors that service the university </li></ul><ul><li>Developing new sources of supplies and equipment to assure university departments have an adequate number of vendors from which to obtain supplies, equipment, and services </li></ul><ul><li>Abiding by the National Association of Educational Procurement's code of ethics . </li></ul>
  3. 3. Historical Overview of Major Functions <ul><li>Requisitions </li></ul><ul><li>Purchase Orders </li></ul><ul><li>Direct Pays </li></ul><ul><li>P-1’s: Sole Source and Emergency </li></ul><ul><li>Bids </li></ul><ul><li>State Contracts </li></ul><ul><li>Transactions Associated with Purchase Orders </li></ul><ul><li>Invoices Associated with Purchase Orders </li></ul><ul><li>Procurement Card </li></ul>
  4. 4. Requisitions
  5. 5. Purchase Orders
  6. 6. Direct Pays
  7. 7. P-1’s (OPT’s Request for Authority to Purchase)
  8. 8. Bids
  9. 9. State Contracts
  10. 10. Invoices Associated with Purchase Orders
  11. 11. Total Procurement Card Purchases
  12. 12. Procurement Card <ul><li>44,786 Transactions in FY 2005 </li></ul><ul><li>$168 Average Transaction in FY 2005 </li></ul><ul><li>534 Separate Accounts </li></ul><ul><li>701 Cards </li></ul><ul><li>173 Departments </li></ul>
  13. 13. Main Performance Objectives FY 05 <ul><li>Electronic processing of documents (Invoices – Completed 11/14/05, Purchase Orders) </li></ul><ul><li>Professional Staff Development (CPPB certification - staff preparing to take test; Add staff development as goals in individual performance reviews – Completed) </li></ul><ul><li>Lease Purchase Program (Payment procedures to lender; Automatic monthly payment from University Depts.) Testing first order to go though process. </li></ul><ul><li>Contract Processing Guidelines (Guidelines online – Completed 04/13/06) </li></ul><ul><li>Internal Procedures & Training Univ. Depts. (Functional area and office manuals – Completed 12/05/05), Campus Wide Satisfaction Survey – Completed 02/01/06) </li></ul>
  14. 14. Results of Fall 2005 Customer Survey 158 sent; 64 responded; response rate = 41% *Note: Responses to AP Help email address is sampled to ensure they are prompt and complete Agreed / Thoroughly Agreed Question 71%* 4.) Invoice control clerks respond to phone calls & emails relating to PO’s, within the same day 92% 3.) Purchasing agents have knowledge of policies & procedures 86% 1.) Turn around time from requisition to purchase order is satisfactory
  15. 15. Results of Fall 2005 Customer Survey (Continued) **Note: Ongoing training has been integrated with periodic audit visits and newsletters are sent each semester Agreed / Thoroughly Agreed Question 77%** 10.) Procurement card training is sufficient & helpful 92% 8.) Procurement cards are easy to use 89% 5.) Invoice control clerk’s responses to my questions meets my needs
  16. 16. Results of Fall 2005 Customer Survey (Continued) ***Note: Timing of advertising is mandated by state law Agreed / Thoroughly Agreed Question 89% 24.) Generally, I am pleased with the service I receive from P&C 77%*** 15.) Requests for bids & proposals are processed in a timely manner 88% 12.) I am satisfied with responses to state contract questions
  17. 17. Main Performance Objectives FY 06 <ul><li>Electronic Purchase Orders to Departments and Vendors </li></ul><ul><li>Streamline Payment Procedures for Lease Purchase Program </li></ul><ul><li>Satisfaction Survey of Procurement Employees </li></ul><ul><li>Procurement & Contracts Office Manual </li></ul><ul><li>Standard Contract Templates Available on Line </li></ul><ul><li>Encourage Support of Minority, Women-Owned and Small Business Vendors </li></ul>
  18. 18. Electronic Purchase Orders to Departments and Vendors <ul><li>Purchased E-Vision Software in Fall 06 </li></ul><ul><li>Have been working with ITS to integrate with Banner </li></ul><ul><li>Will begin live test of software 05/15/06 </li></ul><ul><li>Purchase Orders to departments expected by 07/01/06 </li></ul><ul><li>Purchase Orders to vendors expected by 12/31/06 </li></ul>
  19. 19. Streamline Payment Procedures for Lease Purchase Program <ul><li>Completed benchmarking of other institutions December 2005 </li></ul><ul><li>Met with Carlyle Capital to discuss invoice changes </li></ul><ul><li>Met with IHL to discuss electronic payment method </li></ul><ul><li>Worked with Controller’s Office and ITS to set up recurring payables in Banner </li></ul><ul><li>Pilot program began April 1, 2006 </li></ul><ul><li>Will publish procedures on website </li></ul>
  20. 20. Satisfaction Survey of Procurement Employees <ul><li>Gathering questions for survey based on campus wide satisfaction survey </li></ul><ul><li>Should be handed out 05/01/06 </li></ul><ul><li>Expect to have results by 06/01/06 </li></ul>
  21. 21. Procurement & Contracts Office Manual <ul><li>Working on rough draft </li></ul><ul><li>Once complete, professional staff will review for final modifications </li></ul><ul><li>Will be ready for Presidential approval by 12/31/06 </li></ul>
  22. 22. Standard Contract Templates Available on Line <ul><li>Make standard contracts available on the Procurement and Contracts website, adding as needed </li></ul><ul><li>As of April 2006 the following contracts are on line : </li></ul><ul><ul><ul><li>Copier Rental </li></ul></ul></ul><ul><ul><ul><li>Leasing of Office Space </li></ul></ul></ul><ul><ul><ul><li>Standard Service Contract </li></ul></ul></ul><ul><ul><ul><li>Contract to provide Services to a Third Party </li></ul></ul></ul>
  23. 23. Encourage Support of Minority, Women-Owned and Small Business Vendors <ul><li>Planning a vendor expo for Fall 2006 or Spring 2007 </li></ul><ul><li>Possible site for expo: Humphrey Coliseum </li></ul><ul><li>Met with Bill Burge, MS Contract Procurement Center </li></ul>
  24. 24. Timeline for Implementation Begin Testing E-Vision Software 05/15/05 Electronic Purchase Orders to Departments and Vendors Purchase Orders to Vendors 12/31/06 Streamline Lease Purchase Program Pilot - CVM 04/01/06 Satisfaction Survey for Procurement Employees Send out Questions 05/01/06 Surveys Returned for Analysis 06/01/06 Purchase Orders to Departments 07/01/06 All Orders 07/01/06
  25. 25. Timeline for Implementation Rough Draft in Process 04/01/06 Procurement & Contracts Office Manual Forward for I.A. Approval 12/31/06 Standard Contract Templates On Line Four Available as of 04/01/06 Minority, Women-Owned, Small Business Meet with All Necessary Parties 07/01/06 Vendor Expo Planned Fall 2006 or Spring 2007 Final Review for any Revisions 09/01/06 Add as Needed On-Going