Implementing Effective Purchasing Policies for Procurement Professionals

Implementing Purchase Policies can be a tricky job. Knowledge about the different elements that make up a standard procurement procedure is important, which help in implementing the policies. The topic will cover those looking to improve or change a current procurement policy or program and also for those starting from scratch.

Upon course completion, you will be able to:

• Craft and edit an effective procurement policy or program
• Layout an implementation plan that will improve outcomes
• Perform a survey of who your customers are and then define their needs and abilities
• Establish work-flow 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 contracts
• Initiate internal controls such as authorized signatures, levels of approval, etc
• Review the technologies available to the customers and procurement staff
• Develop a procurement manual for the purchasing office

For existing procurement offices review

• What is working and what isn't working in your current environment?
• Ask customers 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
• Based on the feedback layout an implementation plan that will improve outcomes

For new purchasing offices or new procedures review the stake holders and their needs

• Do a survey on your customers (Who they are?) and then define their needs and abilities
• 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 contracts
• Initiate internal controls such as authorized signatures, levels of approval, etc
• Review the technologies available to the customers and procurement staff
• Develop a procurement manual for the purchasing office

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

• The rules which will have precedence?
• Processing time limits
• Bidding levels
• Sample documents
• Procurement levels and approvals
• Single and sole source requirements
• Changing procedures from paper-based to electronic workflow
• Avoiding pitfalls in procurement policies

In this practical webinar, you 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. You 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. You will also learn of issues that come up and how to manage changes and keep procedures current.

• Purchasing agents
• Staff involved in the procurement
• Contract officers
• Contract managers
• Accounts Payable staff
• Counsel staff
• Finance officers
• Budget officers
• Central Receiving staff
• Buyers
• Business owners
• Compliance officers
• Corporate investigators and fraud examiners
• Purchasing professionals
• Accounting and Finance professionals
• Controllers
• Internal auditors
• Contractors
• Risk managers
• Legal department
• Attorneys

Kenneth 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 left there 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 proving training for both State procurement and The Research Foundation for SUNY procurement rules and regulations. His previous purchasing experience included procuring commodities, services and construction for the departments on campus. A past Director of the SUNY Purchasing Association, Ken retired from the position of Assistant Director in January of 2014. However he was requested to continue to assist the office through the end of 2014.

Ken worked part time for the SUNY Center for International Development as a Procurement Specialist assisting primarily with their program in Kenya, Africa. Ken has trained many University staff on procurement rules and regulations. He established online ordering processes with vendors ranging from Office supplies to Lab chemicals and continues to provide training in his current position to procurement staff at the University at Albany, SUNY. Ken has presented on various procurement topics both in person and on the Web.