Financial Development

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As discussed in the previous paper, purchasing procedures are an important to any

company doing business. After examining the current procedures in place at the Kansas City Housing authority, some inadequacies have been found. The team has decided on a recommended course of action to be followed to streamline the system for better performance of the organization.

This paper will suggest certain processes be put in place to assist in the purchasing and procurement procedures. These processes will not only improve the manner by which items are obtained, but will ultimately save the organization both time and money. The intent is to re-organize the method in which these types of transactions are processed; as well as put safe guard measures in place to ensure inventory accuracy. Through several process changes, the entire process can be improved and made more efficient.

The first item that the team addressed was that there is currently no clear understanding of the current system as it is toady. This was largely attributed to a lack of communication between the people that are responsible for processing transactions through out the purchasing process. The first step should be to decide if the system truly needs an upgrade, or if further training and understanding could improve the current system.

One suggestion is to use the same form for the requisition order and the purchase order transaction. This would reduce paper work as well as simplify the process by eliminating a step. Another idea is to have these forms stored electronically, enabling users to sign the document without the need for printing. This solution would allow the document to flow seamlessly through the system and possibly even to the supplier without a paper copy being generated. This would also allow key personnel to maintain the status of current requisitions and ensure timely payment of accounts payable invoices.

Prior to the implementation of a new system, the group would suggest that both an internal audit and an inventory audit of the current system be conducted. Having a clear understanding of where the current problems are via the internal audit, will add insight to the design and development of the new system. A comprehensive inventory audit would prevent the double ordering of goods and supplies already on hand. This would not only detect problems with the current system, but would also provide a clean starting point for the new system to begin if required.

As each of these processes are developed and system enhancements are implemented, a comprehensive training system needs to be created. This program should include a manual and specific training time for anyone responsible for the procurement function.

Through these suggested upgrades and process changes, we feel that the overall efficiency of the purchasing and procurement process will be improved. System redundancies and unclear processes only lead to added problems in the procurement procedures.

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