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Purchasing Process The Battle With Forms

A presentation brought to you by the Purchasing Department of Rocky View School Division No. 41

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Agenda Introductions What forms are required for what

purpose? Who does what and how it is done. Why do we need signatures and account

codes? LRDC Grand & Toy Insurance

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Introduction Mabel Pugh Buyer:

Looks after School Supplies, Art Supplies, Stationery Contract, Photocopiers, Faxes Lab supplies and Teaching Resources, Home Economics Equipment, Materials and Supplies, Rebinding. Purchasing back-up representative to the PPG.

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Introduction

Shaun JewerBuyer:

Looks after school supplies, Computer, software and peripheral equipment, furniture, sports equipment. Purchase of Capital items and is involved with the employee computer purchase plan.

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Introduction

Jacqueline LangemannJr. Buyer:

Looks after maintenance needs, grounds requirements, mill shop supplies, printing, signage, couriers, inventory items, janitorial supplies.

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Introduction

Donna BoulaySecretary:

Provides clerical support to the department, creates Purchase Orders, answers phones, files and other duties as may be assigned.

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Introduction

Elaine MacGregorSecretary:

Provides clerical support to the department, looks after small dollar value purchases, Insurance claims, LRDC, Grand & Toy orders, returns, expediting, newspaper ads, RFP (Requests For Proposals) back up to the warehouse.

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Introduction

Frank KaposvaryAsset Coordinator:

Looks after logging of new assets into the asset management software, repairs of equipment and furniture, warranty work, and furniture moving, receiver & shipper, picks up items for disposal and readies them for auction, picks up donations and distributes to those in need.

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Introduction

Al GerlitzTruck Driver/Warehouseman:

Looks after inventory in the warehouse, shipping and receiving, deliveries and returns for the schools, fills inventory orders, blue boxes.

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Introduction Ron Gilbert, C.P.P. Team Leader:

Looks after managing the department, purchase and service of PA and Phone systems, capital items and contracts, leases and land purchases, assists the Secretary Treasurer with contracts, asset recovery (disposal), assists the planning department in construction tendering. Rocky View’s representative at Public Purchasing Group meetings.

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Budget Codes Used to track costs and help in making

sound business decisions. Used to assist budget holder in

ascertaining balance of budget remaining.

Insures that proper budget allocations are used.

Insures proper authority is aware of expenditure.

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Signatory Proper authorization is necessary to

process a purchase order and procure goods.

The purchasing department does not purchase goods or services without proper authorization.

The individual responsible for the budget code must be aware of the purchase and sign his/her approval.

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Forms

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Requisition For Equipment & Supplies

Used for the Following: Requisitioning of Classroom Supplies Requisitioning of Administrative Supplies Can be converted to a purchase order by the

purchasing department only. Schools are not to incur debt to RVSD by using the requisition number as a p.o. number.

Requisitioning of New Capital Equipment Furniture Shop Equipment Home Economics Equipment New Phone Equipment Lab Equipment Etc.

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Supply/Service Request

Used mainly by Maintenance and Grounds for the requisitioning of materials and supplies or services

Can be converted to a purchase order by the purchasing department only.

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Purchase Order

Generated by the Purchasing Department from requisitions received from the end user. (Cost to process a purchase order and cheque has been pegged at greater than $100.00 by a number of research institutes)

Legal document binding the issuing organization to pay for materials or services outlined in its body. (contract)

Signed by positions authorized by Board Policy.

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Repair Tag for Classroom Equipment

Used to request off site equipment repair. Phone Equipment Audio Visual Equipment Computer Equipment Purchase price >$500.00 1-509-300-000-

xx Purchase price <$500.00 1-508-300-000-

xx Attach tag securely to item

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Replacement Items When equipment is not cost

effective to repair, schools will be asked by letter to provide a requisition to replace the item. Equipment with a replacement value less than $500 is a school cost.

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Replacement Items When equipment valued greater than

$500 is deemed not cost effective to repair, the authority for “scale of issue replacement budget” (currently Mel Sly, Associate Superintendent) signs the requisition to replace the equipment.

Student furniture is an exception to the above dollar levels. These items are all under $500 but are covered under the central replacement budget for repair and replacement.

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Request For Service to Equipment at School Site Used for equipment that cannot easily

be removed from the school. Phone & PA system repairs Appliances IA shop Equipment Fax or e-mail to purchasing department

(phone calls delay the process as we must have paperwork in place before we can authorize on-site repairs)

Form # P006/99

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Furnishing/Equipment Disposition Form

Used when removing any furniture or equipment from the school for any reason other than repairs. Fax to Frank at 250-3281 Furniture; such as desks, tables, chairs,

filing cabinets, etc. Equipment includes hardware such as

typewriters, cassette recorders, A.V. equipment, musical instruments, etc.

Form # P002/97

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Receiving Goods at School Site

No formal receiving report required, the signed and dated packing slip makes a good receiving report.

Inspect goods to ensure they are not damaged. If noticeable damage to boxes, indicate this on the waybill before signing. This is especially important for items being delivered by someone other than Rocky View Personnel.

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Receiving Goods at School Site

Check packing slip against original order for accuracy to ensure goods received are in accordance with original request.

Report discrepancies – if you receive goods you did not order, do not keep. Another school is probably searching for an order mistakenly delivered to your school.

Purchasing should be promptly notified when goods or services are unsuitable or inferior so appropriate action can be taken to solve the situation and to prevent a reoccurrence.

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Discrepancy Report Used for short shipments, over

shipments or problems with shipments. Some reasons for return or adjustment might be: Defective Damaged Incorrect Order by the end user Incorrect shipment (over, under,

wrong material)

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Discrepancy Report Return of surplus stock (Require

Purchasing Depts. Approval) Must have a legible copy of the

packing slip Fax the correctly filled out form to

Elaine. Form # P003/95

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Warehouse Inventory Requisition

Used to requisition inventoried items. Items carried in inventory are listed in the warehouse catalogue.

S Items are for stationery products. J Items are for janitorial supplies. Approval from Principal or Supervisor of

Caretaking accompanied by budget code.

Form # P004/98

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Binding Checklist Used when sending textbooks and

library books for rebinding at the end of the school year.

Form # P007/95

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Grand & Toy (Order Point)

Used to order on line all of your stationery needs listed under their contract with us.

G&T is under contract to members of the PPG and Rocky View School Division has a contract with them as a participant in the RFP. We must always try to fill our orders from G&T first, if they cannot supply then we can try other sources.

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LRDC Learning Resources Distribution

Centre is an online resource for procurement of educational textbooks, media, materials, and supplies. Use of this service results in considerable savings which the schools take advantage of.

Online orders only. (No faxes)

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Petty Cash Used to buy small dollar items. Discretion of Principal No involvement by purchasing

department. Use of Purchasing Card is a

preferred method

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Purchasing Card Discretion of the Principal Administered by Accounting. Used for purchases of less than

$500.00. ($1,000 requires ratification by Board)

Can be used to obtain classroom supplies, such as items from Safeway or IGA.

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Purchasing Card Little involvement from purchasing

other than initial negotiations for implementation.

Ideal for telephone and Internet orders.

Can be used for purchases at preferred vendors

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Losses at School Purchasing must be informed when

“Fire, theft, vandalism, water damage, etc.” occur so items can be replaced as required. Items replaced are not always covered by insurance.

List of items in need of immediate replacement is always required, signed by the school principal. Personal and school-owned items should be separate lists, with replacement value indicated where known.

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Summary You have learned the following:

How to order and receive what you need;

Who does what; What form is used for what; When to use petty cash or Purchasing

Card; How to have items repaired or

replaced.

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Where to Get More Information The hand out supplied when you

came in. Any of the Purchasing staff. Forms are available from the

Rocky View School Division No. 41’s web site; www.rockyview.ab.ca/forms