Volume 1, Issue 3

March 9, 2007 S e r v i n g t h e N o r m a n , O k l a h o m a C i t y a n d T u l s a C a m p u s e s

Purcha$ing $en$e A Quarterly Publication from the OU Purchasing Department

www.ou.edu/purchasing/home/index.htm

Did you know?

YOU CAN BE A PEOPLESOFT

PRO! PEOPLESOFT REQUISITION TRAINING IS SCHEDULED

MONTHLY FOR ALL CAMPUSES. SEE PAGE 2 FOR INFORMATION TO RESERVE YOUR

SEAT!

Regents Approval Update 2

PeopleSoft Classes 2

Furniture Contract 2

PCard News 2

Do’s & Don'ts 3

Meet Pam Cantrell 4

Give us a Call! 4

INSIDE THIS ISSUE:

OU Surplus Store – General Public Sales to Resume

Property Control is proud to announce the re-opening of the OU Surplus Store at our warehouse, 2101 W. Tecumseh Road in Nor-man in the near future. We are located at the intersection of Flood Street and Tecumseh Road, north of the OU Airport. We are tar-geting an early spring date for the general public warehouse sale. Actual time and date will be announced soon. This re-opening will be a great opportunity for the public to purchase used furniture of all types, file cabinets, televisions and other electronics, audio vis-ual equipment such as overheads and all brands of projectors. We also will have clothing and recreational gear as it becomes avail-able. All items are sold “as-is, where-is” with no exchanges, re-turns, or refunds! Please check the Property Control web site, www.ou.edu/property_control/index.htm for more information on the store opening and items for sale. Give us a look and take this opportunity to furnish your home, office, spare rooms and garages with some excellent surplus property!

GOT A CONTRACT TO SIGN? Unless you are authorized to sign contracts for OU (and most of us aren’t!), all contracts and agreements regardless of dol-lar value, must be reviewed and signed by the OU Purchasing Department. In most cases, we will route the contract or agreement to OU Legal Counsel for review. Contracts and

agreements must comply with state statutes, and often we must negotiate with the vendor to arrive at acceptable terms and conditions, and sometimes ven-dors will not modify their contract to comply with OU’s requirements. In those cases, Purchasing cannot sign or approve the contract. Contract review and approval does take some time, so get your contract or agreement to us as soon as possible, and we’ll get it back to you as quickly as we can. Thank you!

P A G E 2 PURCHA$ING $EN$E

SPENDING OVER $125,000?

OU Board of Regents policy require all procurement over $125,000 to have Regents approval. The Purchasing Department is responsible for drafting and submitting agenda items for each Re-

gents meeting, requesting approval for your pur-chase. We make every effort to accommodate your requests for submission at the next available meet-ing. We suggest you allow a minimum of 6 to 8 weeks prior to the posted Regents meeting date, allowing sufficient time for the solicitation process, bid evaluations, and contract negotiation if neces-sary. Our staff is always available to assist you in procurement planning, and we urge you to discuss your plans with a buyer or manager as early as possible when you identify a need to purchase goods or services. Remaining Regents meeting dates through June 2007:

May 10-11 June 25-27

PCARD NEWS Recently, MasterCard issuers like GE (OU’s Pcard provider) have started charging foreign transac-tion fees for credit card purchases made outside the United States, because there is more risk in-

volved in credit card charges made overseas. Issues involving incorrect conversion of currency, merchant charge backs, and outright fraud are significantly more common with foreign purchases as opposed to domestic transactions. These types of issues can be costly, so GE has taken the position of passing these costs on to all cardholders with foreign transactions. As the GE agree-ment states, “We (GE) will charge a fee for each transac-tion that you make in a country other than the United States whether or not the transaction was in foreign cur-rency.” These fees will be 1% of the total transaction amount, and you should be aware that these transactions are susceptible to additional fees. The additional fee will appear in your transaction amount column and not on your physical receipt. Cardholders should make a nota-tion on the receipt to reflect the amount that appears in SAM and indicate that the difference is due to the foreign fee. For additional information, please contact the Pur-chasing PCard Team at 405/325-2811.

Need a New Desk or Chair? When ordering office or classroom furnish-ings, please use the vendors listed on the University’s Furniture Contract. You will find a list of brands, vendors, and c o n t a c t n a m e s a t www.ou.edu/purchasing/home/contracts/equipment.htm#equipment. Please be sure to match vendor with brands authorized. ⇒ For furnishings costing $5000 or less, you

may purchase without a Peoplesoft req-uisition or PO, with payment by invoice through FSS or AP or by your P-card.

⇒ Requests totaling over $5000 must be routed to Purchasing via a Peoplesoft requisition. If the total request is $125,000 or less, no bids are required, and a purchase order will be issued.

⇒ Orders exceeding $125,000 must be bid and approved by the Board of Regents.

Questions: Craig Sisco, Senior Buyer 405/325-5261 or e-mail Craig-Sisco@ouhsc.edu

WANNA KNOW MORE ABOUT PeopleSoft?

Who wouldn’t? We have good news! PeopleSoft requisition entry and approver training has been offered for some time on the HSC cam-pus with teleconferencing available for users on the Tulsa campus. For Oklahoma City and Tulsa campuses, please continue to contact HSC/HR, Meredith Miller, at 405/271-8001, ext. 44700 to enroll. We now offer monthly requisition entry and approver classes for the Norman campus! An automated class enrollment site is planned for the near future, but in the meantime, please e-mail Linda Johnson in our office, Linda-Johnson@ouhsc.edu, or call 325-2229 to reserve your seat. All classes are open to new PeopleSoft users as well as current users needing a re-fresher course.

VOLUME 1, ISSUE 3 P A G E 3

REQUISITION DO’S AND DON’TS! Communication and Information is Key

When Preparing a PeopleSoft Requisition A requisition communicates to the Purchasing Department ALL of the re-quired details to place your order. If the requisition is missing key pieces of pertinent information, your purchase can be delayed.

Some examples of things that will SLOW DOWN your order! ⇒ Not including all required information

⇒ Requesting products no longer available

⇒ Restrictive language directed to vendor location or response time

⇒ Language like “should” or “must” can possibly eliminate potential vendors

⇒ Not including departmental contact individuals name and phone number

⇒ Indicating that Purchasing should call the department for details or attachments; please FAX or e-mail quotes or attachments to the appropriate Purchasing manager as soon as the Peo-plesoft requisition has been entered

⇒ Obtaining quotes or bids before involving Purchasing. In many cases, Purchasing is re-quired to obtain quotes or bids. Please contact Purchasing first.

⇒ Inadequate processing time, especially requests requiring solicitations and/or Regents ap-proval

Information that SHOULD be included on your requisition for goods. ⇒ Detailed description of what you want, including (a) brand name, (b) brand and/or sup-

plier’s catalog number, (c) supplier’s name and contact person, (d) size, color, and any other pertinent information

⇒ Quantity and cost ⇒ Delivery location and contact name and phone number ⇒ Is installation required? If so, provide dates and/or time desired. ⇒ Indicate if item is on an OU, state or other type of contract, including contract name/number ⇒ Required delivery time ⇒ Include prior approvers as required (i.e., Site Support/Physical Plant, IT, Printing, FSS/AP)

Information that SHOULD be included on your requisition for services. ⇒ Detailed description of type of service, including (a) supplier’s name and contact person, (b)

time period service is required, or one-time event

⇒ Cost per hour, day, occurrence, event, etc.

⇒ Location and contact name where service will be performed

⇒ Indicate if service is on an OU, state or other type of contract, including contract name/number

⇒ If upgrades/renewals are available, best to address them at time or original purchase

⇒ Include prior approvers as required (i.e., Site Support/Physical Plant, IT, Printing, FSS/AP)

Communication and Information is Key! If you have any questions, please contact any Purchasing Department buyer, and

THANK YOU FOR YOUR ASSISTANCE!

Serving the Norman, Oklahoma City and Tulsa Campuses

Purcha$ing $en$e is a quarterly publication of the University of Oklahoma Purchasing Department..

Pat Corley, C.P.M., Editor Jean Wilson, Associate Director of Purchasing

University of Oklahoma Purchasing Department

2750 Venture Drive

Norman, Oklahoma 73069 405/325-2811

FAX: 405/360-0481

E-mail: askpurchasing@ouhsc.edu

GIVE US A CALL! Pat Corley, 325-4191

Karen Hicks, 325-9846. Judy Albertson, 325-2818 Pam Cantrell, 325-9606

Kandy Chaat, 325-3308 Cris Ekadis, 325-4893

Linda Johnson, 325-2229 Mark Keesee, 325-8519 Brad Larson, 325-8965

Susan Mecham, 325-3091

Pam Morris, 325-5083 Mike Napper, 325-5097

Randy Payton, 918/660-3082 David Richardson, 918/660-3079

Linda Royal, 325-7079 Craig Sisco, 325-5261

Sandy Totten, 325-5090

Suzanne Carter, 325-5092 (P-card) Steve Dunn, 325-2641

(Property Control—Norman campus)

We’ve had several personnel changes during the fall and winter months!

Welcome to these new employees!

⇒ Mike Napper

⇒ Susan Mecham ,

⇒ Cris Ekadis

⇒ David Richardson

⇒ Sandy Totten

We’re sorry to lose these fine employees! ⇒ Kerri Thomas (Accepted a job at Mercer Valve in

Oklahoma City) ⇒ Florian Giza (Accepted Assistant Purchasing Director

at OSU/Stillwater)

Where y’all at? The main office of the OU Purchasing Department is located at 2750

Venture Drive in Norman. That’s just off US 77, about 1/8 mile south of

the I-35-US 77 exit, in the Northport Business Park. Our Tulsa office is in

Room 2803 of the Schusterman Center. Office hours are 8:00—5:00 p.m.

Meet PAM CANTRELL Pam has been a part-time buyer in the Pur-chasing Department since October 2004. She had worked as a buyer at Texas A&M University for 3 years prior to moving to Oklahoma City when her husband was transferred with his company. Pam calls Mississippi her home state, although we have noticed she wears more and more OU crimson and cream! In addition to husband Pat, Pam has four grown children, Chris, Nathan, Duane and Jamie. She enjoys sew-ing and needlework in her spare time. We’re happy to have Pam with us. Her smile and willing attitude help make Pur-chasing a better place for all!