SACS Reaffirmation
| Objective | Accurate Property Inventory Records | |
| Ensuring accurate inventory records and receiving maximum return on surplus items. Associated Goals: Accurate Property Inventory Records |
| Indicator | Ensuring Accurate Inventory Records And Receiving Maximum Return On Surplus Items. Property will dispose of 100% of all equipment belonging to the University that is no longer needed on campus through a minimum of two public auctions or public bids per year. Property will increase the number of buyers in attendance at the surplus sale from the previous sale. |
| Criteria | Ensuring Accurate Inventory Records Percentage of Surplus sold with a minimum of two public auctions or public bids per year. Increase buyers in attendance. |
| Finding | Inventory Records There were two surplus sales held in FY 2008. Surplus Sale dates were 11/3/2007 and 5/10/2008. 97.25% of surplus was sold in Surplus Sale dated 11/3/2007. 98.84% was sold in surplus sale dated 5/10/2008. On 11/3/2007 111 buyers attended and on 5/10/2008 103 buyers attended. Two public auctions were held for the sale of goats. One dated 9/15/2007 in which 97% of goats were sold and one dated 8/2/2008 in which 40% of goats were sold. |
| Finding | Policies and Procedures All Purchasing Policies and Procedures were reviewed and approved in October 2007 and uploaded to the Vice President of Finance and Operations and Purchasing Policies and Procedures web sites January 2008. Additional changes in Policies and Procedures were made thereafter. Property Spot Check dates: Academic Scholarships dated 11/13/2007; Sam Houston Press dated 12/14/2007; Health Education dated 2/13/2008 and Sam Houston Writing Center dated 3/19/2008. |
| Action | Inventory Records Actions will be taken after the 8/31/08 findings. |
| Objective | HUB Goals | |
| Meet State's criteria regarding "Good Faith Effort" in utilizing Historically Underutilized Businesses. Associated Goals: Provide Support For Enhancing Campus And Community Atmosphere And Culture |
| Indicator | Good Faith Effort With Texas Certified Historically Underutilized Businesses HUB training will be provided in conjunction with Purchasing training biannually or upon request to all Academic/Administrative Departments. A Purchasing representative will attend a minimum of four Historically Underutilized Businesses (HUBs) Spot Bid Fairs annually. A Purchasing representative will meet with the Small Business Development Center at least once a year to assist businesses on "How to do Business with State Agencies". |
| Criteria | Good Faith Effort Number of training certificates given for HUB training in conjunction with Purchasing Training. Atend a minimum of four spot bid fairs. |
| Finding | Good Faith Effort Of the 104 departments, a total of 153 training certificates were given for HUB training, a minimum of 4 spot purchases were solicited at 2 Spot Bid Fairs, and on March 3, 2008 John Hitzeman met with the Small Business Development Center regarding the upcoming 12th Annual HUB Vendor Show. |
| Action | HUB Goals Actions will be taken after the 8/31/08 findings become available. |
| Objective | Update Policies/Procedures | |
| Update policies and procedures as required due to changes at the State and System levels. Associated Goals: Provide Support For Enhancing University Image And Exposure |
| Indicator | Updates To Policies And Procedures Purchasing will update the Policies and Procedures annually or as necessary. Property maintains records of spot inventory checks on departments across campus. |
| Criteria | Maintain Policies/Procedures Make policy changes as needed due to statue, University or System policies. Percentage of inventory checks completed. |
| Action | Update Policies and Procedures All Purchasing Policies and Procedures were updated November 2007. |
| Objective | Training For University Employees | |
| To ensure that employees across campus comply with State and University policies, training will be directed toward the Academic/Administrative departments, Purchasing, Property and Stores staff. Each Purchaser will attend one procurement training class per year. A staff employee from each academic/administrative department will receive purchasing training at least once every two years. University Warehouse personnel will attend a minimum of two safety related classes annually and will be certified on forklift safety. Associated Goals: Provide Support For Increasing Academic Standards And Programs |
| Indicator | Training For University Employees Each Purchaser will attend one procurement training class per year. A staff employee from within each academic and administrative department will receive purchasing training at least once every two years. University Warehouse personnel will attend a minimum of two safety related classes annually and will be certified on forklift safety. |
| Criteria | Provide Training We will measure the percentage of Purchasers attending training, the number of departments on campus to the number of certifications issued to each department and the percentage of Warehouse personnel attending. |
| Finding | Training 100% of purchasers attended at least one training class in FY 2008. Of the 104 departments, a total of 153 employees were given Purchasing Training. 100% of the Warehouse employees received four safety related classes and three employees were certified on forklift training. |
| Action | Training Action will be taken after the 8/31/08 findings. |