simmons college

SIMMONS COLLEGETechnology Department

Bernadette Bedminster

Brooke BronkovicDaureen Lingley

Erica Torres

The Purchasing Process

Bernadette BedminsterBrooke BronkovicDaureen Lingley

Erica Torres

Document the process Determine controls

Both Present & Missing Identify the significance of controls

How these controls impact Both the Operations & Information Processes

Create a Process Review Report Offering recommendations to our client

INTRODUCTION / AGENDA

Private, college In Boston, Massachusetts.

founded in 1899, four-year women’s

undergraduate four graduate professional

schools with programs for both men &

women

ORGANIZATION OVERVIEW

LOCATION

Simmons College is centrally located at: 300 The Fenway.

There are approximately 400 faculty members, with 206 full-time faculty members approximately 200 part-time members;

There is an impressive 12:1 student/faculty ratio. With roughly 300 full-time staff members

The student body at Simmons College consists of : nearly 2,000 undergraduate women students and over 2,000 graduate men and women students,

FACTS: FACULTY

There are approximately 400 faculty members,

with 206 full-time faculty members approximately 200 part-time members;

FACTS: FACULTY RATIO

There is an impressive 12:1 student/faculty ratio.

With roughly 300 full-time staff members

Student Faculty

FACTS: STUDENT BODY

The student body consists of : nearly 2,000 undergraduate women

students and over 2,000 graduate men and women

students

Undergrad Graduate2000 2000

INTERVIEW PROCESS

Technology Department at Simmons College

Contact: Patricia Santoro Operations Manager

Technology Equipment Computer hardware and software

Peripheral equipment Audio/Visual equipment Servers

BUSINESS PROCESS OVERVIEW

•Request Product•- Via email 1.

•Operations Manager generates quote2.

•Fill out purchase requisition3.

BUSINESS PROCESS OVERVIEW

Technology Department

5-10 orders/week

Most are <$5,000

BUSINESS PROCESS OVERVIEW

Track-It •Inventory

Excel •Payment

DataTel •Budgeting

Other •MS Outlook•Adobe Professional

PURCHASING PROCESS

MAJOR RELATIONSHIPS

Administrative System Datatel Inc.

AARC web-based

Colleague system Inventory

purchasing system Track It

Pottruck Technology Resource Center (PRTC) Funded by:

Emily &David Pottruck since 1999

Networking on campus:

Windows XP & Mac OS X

Statistical Software Consultant

PURCHASING PROCESS

Heavily reliant on Patricia for main processes

Need to incorporate workers manual and process instructions

Need to incorporate managers for different access and regulations

Need to incorporate data control and organizer software

QUOTATIONS

“Technology governance will coordinate the development and implementation of action steps for each goal, so that these interdependencies act to strengthen the overall plan,” -Simmons College

“The strategic Technology Plan of Simmons College for the year 2006-2009 builds on the success of the three prior plans: high-level, strategic, and cross-reference one another” -Simmons College

PROCESS CONTROLS

From section 4.3

CONTROL ANALYSIS

From section 4.4

RECOMMENDATIONS

From section 4.5

SUMMARY