ASSESSMENT REPORT
FOR
Purchasing
Administrative or Educational Support Unit
September 1, 2002 to August 31, 2003
Assessment Period Covered
July 15, 2003
Date Submitted
Expanded Statement of Institutional Purpose Linkage:
Institutional Mission/Goal(s) Reference:
Texas A&M International University, a Member of the Texas A&M
University System, is committed to the preparation of students for leadership
roles in their chosen profession and in an increasingly complex, culturally
diverse state, national, and global society… Through instruction, faculty
and student research, and public service, Texas A&M International
University is a strategic point of delivery for well-defined programs
and services that improve the quality of life for citizens of the border
region, the State of Texas, and national and international communities.
Administrative or Educational Support Unit Mission Statement:
The mission of Texas A&M International University Purchasing
Department is to procure goods and services that support the mission
of the University. To facilitate this process, the Purchasing Department
provides training, research, and advisement in all areas of procurement.
The Purchasing Department shall in accordance with Federal, State, and
System regulations, obtain the best procurement value for the University,
in a professional, responsive, and timely manner.
Intended Administrative Objectives:
1. University staff and faculty will be satisfied with services
provided by the Purchasing Department.
2. University staff and faculty will be aware of TAMU, TAMIU,
and State policies, rules, and regulations pertaining to the purchasing
module.
3. The Purchasing Department will increase the number of opportunities
for HUBs (Highly Underutilized Business) vendors.
ASSESSMENT REPORT
FOR
Purchasing Department
Administrative or Educational Support Unit
September 1, 2002 to August 31, 2003
Assessment Period Covered
July 15, 2003
Date Submitted
Intended Administrative or Educational Support Objective:
1. University staff and faculty will be satisfied with services provided
by the Purchasing Department.
First Means of Assessment for Objective Identified Above:
1a. Means of Unit Assessment & Criteria for Success:
Requisitions contacts will be sent a survey, Purchasing Department
Institutional Effectiveness Survey, after every thirteenth created
purchase order to evaluate areas in need of improvement. Responses
will indicate an 80% satisfaction rate with requisitions being processed
in a timely manner and information needed communicated on a one to one
basis after reviewing each requisition.
1a. Summary of Assessment Data Collected:
With a 44% rate of returned surveys, 100% responded their requisition
was processed in a timely manner. However, 2% felt they were not adequately
informed about the necessary information required.
1a. Use of Results to Improve Unit Services:
Buyers will work one on one to clarify the information needed on
a requisition. The survey will continue to be sent out with every 13th
processed purchase order and results will be used to continue improving
communication with the departments.
ASSESSMENT REPORT
FOR
Purchasing Department
Administrative or Educational Support Unit
September 1, 2002 to August 31, 2003
Assessment Period Covered
July 15, 2003
Date Submitted
Intended Administrative or Educational Support Objective:
2. University staff and faculty will be aware of TAMIU rules and regulations
pertaining to the purchasing module.
First Means of Assessment for Objective Identified Above:
2a. Means of Unit Assessment & Criteria for Success:
Training and workshops will be provided to all creators on requisitions,
policies and procedures upon initial issuance of FAMIS ID. On going
training and workshops will be provided as needed. A FAMIS training
workshop rating sheet will be completed by each new user. Department
will maintain a log of information.
2a. Summary of Assessment Data Collected:
4% out of those returning the rating sheet felt they did not have
enough training opportunities after the initial FAMIS training.
2a. Use of Results to Improve Unit Services:
Workshops will be restructured and offered to continue training
on FAMIS. The same survey will continue to be sent with every 13th
processed purchase order and the rating sheet will be reviewed and used
for restructuring the workshops.
ASSESSMENT REPORT
FOR
Purchasing Department
Administrative or Educational Support Unit
September 1, 2002 to August 31, 2003
Assessment Period Covered
July 15, 2003
Date Submitted
Intended Administrative or Educational Support Objective:
3. Number of HUB (Highly Underutilized Business) vendors receiving
bids will be increased by 50%.
First Means of Assessment for Objective Identified Above:
3a. Means of Unit Assessment & Criteria for Success:
Purchasing Bid Tabulation Log maintained in the department
files will provide documentation.
3a. Summary of Assessment Data Collected:
Bid tabulations reflected an increase of 100% on the number of HUB’s
being sent bids.
3a. Use of Results to Improve Unit Services:
Buyers will use the broad HUB Data Base to continue providing the
opportunity for HUB’s to receive bids and to increase the number of
bids solicited per individualized commodity and service. Bid tabulation
log will continue to be maintained with emphasis on commodities and
services with low HUB numbers.
SUPPORT DOCUMENTATION
Enter any document referenced above in this summary table. There are
two examples listed below. If no documents are cited, please remove
the two examples from the table.
SOURCE |
LOCATION/Special Instructions |
Purchasing Institutional Effectiveness
Survey |
SACS Resource Room
Killam Library Building Room 334-C |
FAMIS Training Workshop
Rating Sheet |
SACS Resource Room
Killam Library Building Room 334-C |
Purchasing Bid Tabulation
Log |
SACS Resource Room
Killam Library Building Room 334-C |