Dated: 01/27/95
Replaces: NEW
Internal Policy and Procedures
Emergency Procedure/Purchasing System Down
POLICY:
Emergency procedures will be enacted to meet the needs of the University when the Purchasing System goes down before noon and is not expected up before the end of the day.
1. Requisition entry lead worker will coordinate with the administrative staff supervisor to determine workload needs and proceed as follows:
1.1 Emergency Transaction Requisitions
a. Highlight in yellow the blank area where date stamp is entered (top left of requisition) to indicate it has not been entered on the system.
b. Assign agent initials and forward to agent
c. Lead worker will maintain a list of requisitions given to agents showing date received in Purchasing, requisition #, $ amount, vendor name and agent.
1.2 Rush Requisitions
a. Give to agent supervisors to determine if requisitions need to be distributed to agents.
b. Repeat steps a. through c. above.
c. Lead worker will hold requisitions not going to agents.
1.3 Regular Requisitions
After 48 hours of down time, agent supervisors and administrative staff supervisor will review the requisitions and direct staff to look at other means of processing such as: typing purchase orders on typewriter or on P.C. (to be entered on System at a later date), agent phone in, and/or obtaining vendor numbers from an alternate source.
2. Agents will determine procurement process to include any or all of the following:
2.1 Simplified Bid--sealed bids may not be processed until system is functioning.
2.2 Phone in order
2.3 If phone in not acceptable by vendor, code requisition for typing. Give to administrative staff supervisor who will assign typing to staff.
2.4 Return requisition to requisition entry for processing.
3. Requisition entry, when the system comes up, will assign vendor numbers and enter requisitions. Priority is as follows:
3.1 Bid room/agent requests for vendor numbers
3.2 All requisitions highlighted in yellow
3.3 Best Judgments
3.4 Req entry drawer
3.5 Requests for vendor numbers (other than 3.1 above)
4. Agents process requisitions as entered on the system and release as appropriate.