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WELCOME to Buying 101“An Overview of Buying”
Prepared and Presented ByStudent Affairs Buyers Council
Office of Student Affairs
Students First
• Please complete Name Tent with the following• Name• Organization• Buying Role
• On the 3X5 Card, please write (anonymously) one question you have about buying(the most important question or concern that you would like to have answered)
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Student AffairsBuying 101 Presenter/Facilitator
Students First
Presenter: Dan Allen Director - Business Services 830 Lincoln Tower
PH: 688-3318 e-mail: [email protected]
Facilitators: Cathy Collins Associate Director – Procurement & Payables Operations 830 Lincoln Tower
PH: 292-7306 e-mail: [email protected]
Charlie Coutellier Assistant Compliance Officer/College Buyer
830 Lincoln Tower PH: 292-1965 e-mail: [email protected]
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Student AffairsBuying 101 Housekeeping Items
Students First
• Restrooms• Breaks • Lunch
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• Be on Time – we have a lot of material to cover
• No cell phones or pagers
• Be courteous to others and treat everyone with respect
• Stay on task (stay focused)
• Everyone participates
PLEASE:
Student AffairsBuying 101 Student Affairs Organization Chart
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Student AffairsBuying 101
Introductions
Students First
• Name• Position• Department & Organization (from the organization chart)• Length of time at OSU• Length of time in current position• Buying Roles (may have more than one role)
Examples: - Requester - Manager/Reviewer - Buyer
- Requisitioner - Reconciler
• General Types of Items Purchased
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Student AffairsBuying 101
Student Affairs Buyers Council would like to thank the following organizations for reviewing the course materials for accuracy and content:
Students First
Thanks
• University Purchasing• Internal Audit• University Controller’s Office• Business & Finance
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Student AffairsBuying 101
Introduction & Course Materials Review
Students First
Topic 1
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Student AffairsBuying 101
Global Course Overview
Students First
Course Goals
• Enhance communications on buying/procurement terms, processes and procedures
• Share experiences and procedures to help obtain the best possible productsand services at the best prices
• Enhance awareness of key “Internal Controls” and roles & requirements associated with buying, expenditures, and fiscal responsibilities
• Understand how to get additional fiscal and procurement-related assistance
• Strengthen our Student Affairs buying teamwork
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Student AffairsBuying 101
Course Overview
Students First
This course is intended to augment, not replace, existingUniversity provided courses.
Additionally, this course does not qualify participants to become “buyers.”
However, our Buying 101 class fulfills the University’s requirement for completionof the University Controller’s “Introduction to Your Business Responsibilities at
OSU” course.
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Student AffairsBuying 101
About the Buyers Council
Students First
The Student Affairs Buyers Council
• Established in January 2003
• Members consist of representatives from each of the Student Affairs Directoratelevels
• The council identified that buyers training is needed to • increase awareness of buying procedures and requirements for all levels of
staff involved with purchasing goods and services • provide consistent information on buying policies and procedures• learn from each other on buying successes
See Appendix A for Buyers Council Information.
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Student AffairsBuying 101 Mission Linkage
Students First
Effective buying procedures are a critical link to keeping “Student First”
• By helping ensure that we are providing the best possible goods and servicesat the best price (effective resource management) we will be able to better provide the level of service our customers have come to expect.
• Through effective resource management, we are better able to provide the best
Facilities Meals Programs, and Support Services
• With state and federal reductions to universities (in general), students andtheir families are now having to pay considerably more for higher education.On average, it is now taking 50% more of a family’s total income to pay for higher education than it did just 10 years ago. Many believe that the cost of higher education is becoming a crisis.
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Student AffairsBuying 101 Course Format
Students First
What can you expect?
• We will discuss the information for each topic
• As appropriate, groups will be given scenarios, and each group will• Work as a team to determine best solution• Brief the team solution
• As appropriate, your individual questions on the 3x5 cards will be answered throughout the course.
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Student AffairsBuying 101 Course Topics
Students First
• Topic 1: Introduction & Course Materials Review
• Topic 2: Where it all begins• Topic 3: University-Wide Roles and Responsibilities • Topic 4: Budgets, Accounting, and Timelines • Topic 5: Contracts• Topic 6: Ethics in buying at OSU• Topic 7: Reporting Errors and Problems• Topic 8: Minority Business Enterprise (MBE) purchases• Topic 9: Buying Requirements & Other Considerations
• Topic 10: Roles and Responsibilities for Procurement Process • Topic 11: Overview of Procurement Processes• Topic 12: Procurement Methods• Topic 13: Documentation & Retention Requirements
• Topic 14: Buying 101 Review• Topic 15: Summary
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BIG PICTURE
Buying Considerations and
Requirements
Buying Processes, Methods &
Documentation
Student AffairsBuying 101 Recognized Differences
Students First
Different Accounts Payable (A/P) processing locations
• Approximately 80% of the Student Affairs operations process their invoices for goods and services through the Student Affairs Business Office’s satellite accounts payable office.
• The remaining 20% of the Student Affairs operations work directly withUniversity Accounts Payable for processing payments for their goods and services.
• All payments for refunds and reimbursements (FAS-12s) for StudentAffairs are processed by the Student Affairs Business Office.
When discussing the A/P processing, depending on which location is used, procedures may differ slightly.
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