Nicholls State University. Office of Purchasing and Property Control 2015 Annual Plan Assessment

Transcription

1 Nicholls State University Office of Purchasing and Property Control 2015 Annual Plan Assessment

2 Manage, Track, Control, and dispose of all University Moveable Property, and provide Management to the University Fleet of Vehicles under the requirements of Louisiana Revised Statutes 39: and 39: Program Outcome 1: Achieve no material exceptions to the University's financial reporting and procedural internal controls from the Office of the Louisiana Legislative Auditor and Louisiana Property Assistance Agency S-1, S-2, S-3, P-2, P-3, P-7, C-2 The Management Letter issued by the Legislative Auditors or Louisiana Property Assistance Auditors will indicate if there are any significant audit findings that need response. The audit reported no material findings on the University's financial statements or the account balances and classes of transactions that were tested during the audit conducted by the Legislative Auditors. There was a finding related to missing/illegible tags on three of the assets audited by the Louisiana Property Assistance Auditor. Immediately after the property audit, the Property Control section ordered replacement tags for the property items where the tags were missing/illegible. Property Control will remind all departments during the upcoming certification process to report when new tags are needed.

3 Nicholls State University Vision: To be the intellectual, economic, and cultural heart of the Bayou Region. Nicholls State University Mission: Nicholls delivers accredited degree programs and comprehensive learning experiences to prepare students for regional and global professions within a spirited campus environment immersed in Bayou Region culture. Imperatives (Goals): G-1: Student Opportunity and Success G-2: Innovation G-3: Internationalization G-4: Serving the Needs of the Region Strategic Initiatives: Stakeholders S-1: Grow a financially viable university. S-2: Provide quality workforce and citizens for the Bayou Region. S-3: Maintain high student/alumni satisfaction with Nicholls experience. Internal Processes P-1: Sustain optimal enrollment. P-2: Establish positive image (brand) in wider marketplace. P-3: Enhance external relationships. P-4: Provide customer-focused student services. P-5: Optimize (innovative) program offerings. P-6: Provide meaningful student activities. P-7: Maintain regional and specialized accreditations. P-8: Recruit, develop and retain high quality faculty. Innovation and Capacity C-1: Cultivate climate for innovative teaching and research. C-2: Continuously improve core work processes. C-3: Provide appropriate facilities. C-4: Recruit, develop and retain high quality staff.

4 Manage, Track, Control, and dispose of all University Moveable Property, and provide Management to the University Fleet of Vehicles under the requirements of Louisiana Revised Statutes 39: and 39: Program Outcome 2: Managing and Assisting with the Procurement process S-1, S-2, S-3, P-1, P-2, P-4, P-5, P-6, P-7, P-8, C-1, C-2, C-3, C-4 Obtain complete and accurate information of departmental needs and provide that information to vendors so that the supplies and equipment required are ordered and delivered in a timely manner. The Purchasing and Property Control Department coordinated the procurement of goods and services for the academic, administrative, and research departments of the University. We develop and maintain sources to assure that University departments have an adequate number of vendors from which to obtain supplies, equipment and services. When required we secured competitive bids to obtain maximum value from University funds. We maintained a relationship with the vendors who service the University and ensure that all goods and services are delivered in a timely manner. Departments obtained the required goods and supplies to prepare students for the professions their degree program support.

5 Manage, Track, Control, and dispose of all University Moveable Property, and provide Management to the University Fleet of Vehicles under the requirements of Louisiana Revised Statutes 39: and 39: Program Outcome 3: Meet all required procedures of the State of Louisiana Office of State Procurement S-1, P-2, P-3, P-7, C-1, C-2 Obtain and follow the required rules and regulations for procurement transactions and processes of the State of Louisiana Office of State Procurement regarding the management of the LaCarte Procurement Card system, submittal of contracts for approval outside of our delegated authority, obtain approval for specialized procurement processes such as Request for Proposals, and to obtain information for State Contracts for our departments to use. The University met all required rules, regulations, and processes. Continue to monitor changes in the requirements and follow the procedures of the State of Louisiana Office of State Procurement.

6 Manage, Track, Control, and dispose of all University Moveable Property, and provide Management to the University Fleet of Vehicles under the requirements of Louisiana Revised Statutes 39: and 39: Program Outcome 4: Assist with the procurement of goods, services, and equipment for the University construction and renovation projects managed by the Office of Physical Plant Operations S-1, S-2, S-3, P-1, P-2, P-3, P-4, P-5, P-6, P-7, P-8, C-1, C-2, C-3, C-4 Obtain, manage, and monitor the ordering and delivery of all goods, services, and equipment for all capital outlay projects managed by the University s Office of Physical Plant Operations. All equipment, goods, and services were ordered and delivered as required for the capital outlay projects managed by the Physical Plant Operations Department. Departments housed in the areas that were renovated, and the buildings constructed, were able to obtain the goods and services required for their administrative and academic needs.

7 Manage, Track, Control, and dispose of all University Moveable Property, and provide Management to the University Fleet of Vehicles under the requirements of Louisiana Revised Statutes 39: and 39: Program Outcome 5: Manage, Track, Control, and dispose of all University Moveable Property S-1, P-2, P-3, C-2 Conduct the annual property certification process and assist departments with completion of that process and to assist with the management of their equipment inventories to ensure that all property is located and to maintain a list of all located, unlocated, and property that requires transfer, surplus, or disposal. The property certification yielded unlocated property, but was well within the 3% of the total of the University property inventory value as required by the State. The certification process provides for a list of equipment that is no longer needed that may be surplussed to the State. Maintain an accurate inventory of all University moveable property and to use the information obtained during the certification process to surplus equipment no longer needed by the Departments.