THE FCCJ PURCHASING AND CENTRAL STORES NEWSLETTER

February 2002

The Provider

During the recent ORION 6.2 training class and CStores Web Ordering training class, a question was asked to the 160+ employees, how would you prefer to receive your copy of the Provider Newsletter, by interoffice mail or by email?  Sixty percent preferred to have The Provider emailed to them and forty percent of the employees responded to ask that it be sent to them both ways.  If you would like to receive a hard copy of this Provider, please email dsmith@fccj.org to receive, by interoffice mail, issues of The Provider beyond copies of it being sent to all users by email.

Year End Deadlines

Before you know it, it will be time for fiscal year end.  Again, this fiscal year, the College has established year-end deadlines to input and approve Orion department requisitions. This schedule is as follows:

A. March 1, 2002 for purchases greater than $150,000.
B. April 19, 2002 for purchases greater than  $ 25,000.
C. May 3, 2002   for purchases greater than  $ 2,500.
D. May 30, 2002 for all purchases (until 5:00 p.m., at which time ORION security to input department requisitions will be taken down until next fiscal year.)

Note:  Employees who use a procurement card (PCard) are not affected by these dates and can continue to procure needed items/services that cost less than $1,500 up until June 14, 2002.

The District Board of Trustees on February 5, 2002 reviewed and approved a recommendation, based on a successful pilot, to increase the PCard purchase limit from $1,500 to $2,500, which individual budget administrators can opt to adopt or not.

If you would like to be considered to carry a PCard, please contact your director of administrative services or Gary Glisson (gglisson@fccj.org) extension 3301.
 

ORION 6.2 Training

The purchasing department would like to thank everyone that took the time to attend one of the 12 ORION Release 6.2 and Central Stores Web Ordering training sessions held in November and December. We hope your enjoyed it and found it to be helpful.  If you missed these sessions, please email egoolsby@fccj.org and we can interoffice mail you a copy of the handouts.

If you are a new employee and interested in attending the next ORION Purchasing Training session, please contact Ms. Regina O’Hara at extension 3258 or email her at rohara@fccj.org for the date of the next available class.

Annual Property Inventory

The College began its annual property inventory on February 1, 2002.  Representatives from each campus will be coming through your area to scan all barcoded property.  It is requested that you visit the property web site at: http://fccjtechweb.fccj.org/property/default.asp to obtain a list of assets that are currently in your accountability (see instructions below).  Please locate all the assets that are in your accountability and have them ready to be scanned.  FCCJ has established a goal to complete the inventory in one month by March 1, 2002 and will need everyone’s help to make it happen. 

Click  “View Assets by Owner, Asset #, Serial #, or Location” 

Enter your last name in the “Owner Name” field and click the submit button.

Click on your name to display the list.  To obtain more detail about the asset, you can click on the asset number. 

Please note that most screens have “help” links located at the bottom of each page.

If you have questions or problems, please contact Tim Bloodworth at 632-3359.

Shipping Personal Packages to the College

Please be aware of the College policy to not ship personally purchased items to FCCJ.  FCCJ will not be responsible for lost or stolen personal items that you have shipped to College receiving.  If you ship your personal package to the College and it is lost or stolen, there are no provisions for reimbursing you.  It is strongly recommended that no personal items be shipped to the College. 
 

Accounting for Non-Barcoded Property Items

Because of recent thefts on campus, all departments should maintain a current inventory record of non-barcoded property items (items with an original cost < $750).  Some examples of items that should be recorded are palm pilots, cell phones, digital cameras, VCR’s and televisions.  This record should especially include the serial number, manufacturer, model number and item description.  If the item is stolen, this information will be needed to help create the police report and help locate the item.  Also be aware that when an employee leaves the College that all College property must be returned and inventoried prior to the employee’s human resource clearance form being signed. 
 

Problem with Transfer Function on Property Web Site

If you have used the Email function of the property web site to change ownership of an asset over the last few months, please return to the site and ensure that the transfer was completed.  We recently discovered that the site is not updating the database although it is displaying a message that the transfer was successful.  We have temporarily taken the transfer link off the web site until it is reprogrammed.  Please use a PC2 form to transfer ownership or location of barcoded property until the web site is fixed. 

AVIS Rent-A-Car

As employees know, the College for the past few years has used the deep discounted State of Florida contract with AVIS for car rental, which for in-state travel does not require us to return the car with a full tank of gas.  Please Note:  If you are renting a car out-of-state we must return the car with a full tank of gas to avoid being invoiced up to $5.00 per gallon for gasoline.  If any questions, please contact Judy Robbins (jrobbins@fccj.org) or extension 3264.

Pagers

The College appreciates departments’ cooperation in completing a survey and attending recently a pager exchange meeting.  The College’s decision to switch from MetroCall pagers to Verizon pagers is based on numerous College staff confirming they have been missing pages or received garbled messages.

The College will deactivate all MetroCall pagers on February 14, 2002.  If you have not exchanged your pager yet, please contact Patty Carter (pcarter@fccj.org) or extension 3303 to schedule a time to meet her to exchange your pager for a Verizon pager. 

Central Stores Open House

The Central Stores Staff would like to thank everyone that attended our open house.  We hope you enjoyed having the opportunity to see the wide variety of items that we stock, complete a customer service survey, tour our mail facility and see a demonstration of our new central stores web shopping cart. 

We are glad to see thus far that many of our customers are placing their Central Stores orders over the web site.  If you have not used this new site to place your orders, we would like to invite you to give it a try.  You can find the web page by clicking on “what’s new” at the bottom of http://www.fccj.org and then clicking on “Central Stores Shopping Cart” or you can go directly to the page by entering http://fccjtechweb.fccj.org/cstores/category.asp in the address field of your web browser.  Please note that unless your budget manager completes a blanket approval authorization form for you to place orders against the budget to be billed, you will need to print the order, have the budget manager sign it and fax it Central Stores prior to your order being processed.  If you need a blanket authorization form, please contact Anita Wiseman at 632-3226. 

If you have questions about our shopping cart or any services that Central Stores provides, please contact Ron Attaway at 632-3229 or Tim Bloodworth at 632-3359. 
 

THE PROVIDER
THE FCCJ PURCHASING AND CENTRAL STORES NEWSLETTER

November 2001
 

Year End Deadlines:

Purchasing would like to thank all employees for their cooperation this past year in requisitioning items early in the fiscal year to facilitate a smooth year-end. Again, this fiscal year, the College plans to establish year-end deadlines to input Orion Department Requisitions of:
A. May 31, 2002 (for purchases <$2500,)
B. April 19, 2002 (for purchases <$25,000)
C. March 1, 2002 (for purchases >$150,000).

Please note, over 65 departments Collegewide now have at least one employee that regularly, efficiently use their Procurement Card (PCard) for a variety of purchases <$1500 per transaction (i.e., airline travel, hotel lodging, internet ordering, etc.) versus use of petty cash, blanket PO's or DR's. These employees and departments are not affected by the same fiscal year end deadlines as they can use their PCard up until mid June 2002 using this fiscal year’s budget.  Please consider speaking to your campus Director of Administrative Services to understand how you can obtain an application and be considered to obtain a PCard  and to attend our next PCard training meeting. 
 

MSDS Sheets:

Employees can go to msdssearch.com to obtain copies of MSDS sheet information for most items, by manufacturer.  Once you are at the website, you can use the speedlink box to click on the first letter of the alphabet of the manufacturer for which you need a MSDS sheet.
 

Central Mail Update: (RE: Mailing Larger Envelope Flats)

The College spends in excess of $500,000 in postage each year and asks for departments’ help in minimizing this expense.  The College recently contracted with a local company to automate the process of mailing flats (through the U. S. Postal Service) weighing over 2 ounces at a 25% savings on postage rates while maintaining the same speed of delivery.  A postage flat is a mail piece over 6 1/8 inches high or 11 1/2 inches long.  In order to receive this discounted rate, the U. S. Postal Service requires that the envelopes used do not have "First Class" or green diamond borders printed on them.  We would like to ask for your assistance by not using any of these envelopes when sending mail flats that weigh over 2 ounces which meet the above measurements.  If you have a large stock of these envelopes, please use them only for mailing flats weighing less than 2 ounces.  If you have questions concerning this new procedure, please contact Ron Attaway at 632-3227. 

ORION 6.2 Release:

The College will be having a new ORION Finance port being installed into production in December.  There are a number of new efficient features that will require on-campus training for employees who already key department requisitions.   Some of the new features of Release 6.2 came from the feedback from experienced staff keying in department requisitions.  Purchasing is looking forward to sharing this information with everyone involved at one of the following ORION 6.2 training sessions.

DWC MCCS/URC Kent Campus Downtown Campus South Campus North Campus
11/20/01 1:30 - 3:30 p.m.DWC A2106 
11/28/01 1:30 - 3:30 p.m.Board Room
11/30/01 9 - 11 a.m.Kent E 112F
11/28/01 9 - 11 a.m.DTC 1068
11/26/01 1:30 - 3:30 p.m.South G 101 
11/27/01 9 - 11 a.m.North C-126
11/29/01 9 - 11 a.m.DWC A2106
12/07/01 9 - 11 a.m.Board Room 
12/07/01 1:30 - 3:30 p.m.Kent F--122
12/06/01 1:30 - 3:30 p.m.DTC 1068
12/05/01 9 - 11 a.m.South G 101
11/29/01 1:30 - 3:30 p.m.North C-126

We look forward to meeting with you at one of these training sessions.
 

Police Reports for Property:

In accordance with the rules of the State Auditor General, FCCJ is required to file a police report with JSO on capital equipment that is missing at inventory, as well as items that have been presumed stolen.  This process is part of fine-tuning our inventory program and will help by creating awareness with the accountable employee who uses that property that they will be held accountable for the property in their name.  Accountable employees are to contact their campus security office to have property missing or stolen written up as an incident report.  Once the incident report is complete, then security can call JSO to have them come out and write up the required reports.  Tim Bloodworth, Materials Manager, also suggests that each accountable employee document what happened to the item missing/stolen, as well as the efforts they have taken to date to locate the property.  Some campus presidents are requiring this type statement already and it appears to be helping.  With everyone’s help, we will not continue to have an audit criticism next year.  Tim and the property process team appreciate all the hard work that everyone has put into inventory management this past fiscal year. 

Childcare Contract with Chappell Schools, Inc. Extended:

The College currently offers on-campus childcare (for ages 2 – 5) for students and staff on three of our campuses.  The contract with Chappell Schools, Inc. has been extended with program enhancements for the period of September 1, 2001 through July 31, 2002. This extension of contract includes:
· The addition of an on-campus childcare program at Kent Campus in early 2002. 
· The addition of toddler care (age 1 – 2) on all campuses. 
· Unchanged rates for the third year in a row. 
· Implementation of qualified College students serving as childcare interns in our on-campus childcare centers under the College’s Florida Work Experience Program grant. 

Helpful Hints:

Here are some helpful hints that will not only help the processing of your requisitions and change order requests, it will speed up the receiving and payment process of invoices against your purchase order.  Please make sure you use these helpful hints. 

· When filling out a department requisition item description, please give an understandable description in the first 3 or 4 words.  Provide better descriptions of the item you are requesting to be ordered that includes a product type/model, manufacturer product numbers and the manufacturer/publisher (i.e. HP toner cartridge #720C black).  At times departments get what they typed on their department requisition and not what they wanted.  For example, "Fax, #HP2345" is not a detailed enough description. Purchasing has no way of confirming that this is the right product the department requires. Budget administrators should not approve requisitions with vague or incomplete line item descriptions.

· The person listed as "Contact Person" on requisitions should be able to provide additional information for items listed.

· After placing a department requisition on-line and purchasing has issued a purchase order, monitor the purchase order for delivery.  Don't just think all is well and the item will be there soon. Sometimes months may go by and the item isn't received, and when you talk to the vendor they may tell you they never got the purchase order even though it was faxed/mailed to them.

· If you receive items from a regular PO (not a blanket) that you know by-passed receiving (i.e. received directly to your desk by US Mail/UPS, etc.), please notify your campus receiving clerk to post receipt in ORION to help expedite payment to the vendor.

· When requesting decreases to Blanket PO's, include in your email to Purchasing  whether the PO is to be closed or not.

· When sending an email to purchasing, copy your budget administrator for increases/decreases to a purchasing requisition, purchase order or change order.

· On a department requisition, the Deliver to Name, Building, Campus and Room # blocks on the 2nd page of the header are for where the item will be used and where the receiving clerk is to deliver the item(s), as well as the person they can contact at that location.

· Monitor all active Blanket Purchase Orders used on a regular basis maintaining adequate balances to accommodate usage.  Change orders should not be requested to increase BPO's each time an invoice is received.
 

· Purchasing card (PCard) applications can be picked up from Gary Glisson in Purchasing or from your Campus DAS.  Campus applications have to be approved by your Budget Administrator, Campus DAS and Campus President.  Martin Center applications must be approved by your budget administrator, Larry Snell and Mr. Bowers.

· It is preferred that purchases less than $1,500/transaction (with no single item exceeding $749.99) be done with a College PCard and not petty cash or DR's.

· Purchasing is not authorized, nor has the capability to transfer funds from one account to the other.  This action is performed by Marsha Dasaro or the Campus DAS for Fund I and Cassandra Blackmon for Fund II.

· Requested items that are requested to be considered a sole source, compatible to existing equipment or "OEM" (original equipment manufacturer) should be indicated by the requestor in a department note on the department requisition header (i.e. supplies/equipment required by the Police & Fire Department standards, etc).  A sole source justification request form (available from purchasing) should be filled out when the requested purchase exceeds $2,500.

· When a printing job is done, the requesting department is to make sure the receiving gets posted in ORION so the printer gets paid. Some printing jobs will be delivered to a mail house versus our loading dock and, as such, will require use of a blanket purchase order and/or close coordination with your campus receiving department.

· Departments should not call in orders to any supplier before the purchase order is done, as only purchasing is authorized to place orders. 

· A number of departments input a department requisition and either never complete it or intentionally do not send it for approval at that time.  It is requested these types of department requisitions be cancelled as they not only initiate daily automated emails to your budget administrator, but also slow down ORION by having partially completed transactions.

· Monitor the ORION rejected/send back queue for returned department requisitions weekly, read the reject/buyer notes, modify the requisition and resend it for approval.

· Departments should always consider ordering supplies from Central Stores first.    The volume-purchasing discounts achieved by Central Stores will save your department extensive dollars.  A recent assessment confirmed over $150,000 is saved each year by CStores volume bidding contracts of commonly used items.
 
 
 

October 2000
 

CELL PHONE CONTRACT WITH SPRINT (UPDATE)

After publicly solicited proposals and after months of negotiating, FCCJ finally signed a 2-year contract with Sprint PCS.  The beauty of this contract is it has something for everyone from College staff, employee’s personal use and even a great deal for our students, plus access to the great Sprint digital network.

I. College staff use:
A. The contract provides each of us a fixed 11 percent discount off their nationally advertised plan cost (i.e. 500 anytime minutes @ $44.50/month). Free long distance, voice mail, caller ID, etc., anywhere in Sprint USA network, not just in your local area (as BellSouth Mobility has done).

Minutes can be pooled between employees. Thus, FCCJ can have 10 employees who all have a 500 minute plan create a 5,000 minute pool and only if they collectively exceed the 5,000 minutes will any overage costs be billed to the College.

Sprint will give FCCJ a $140 instant credit to apply to the purchase of digital phones complete with belt clips, lithium batteries or to airtime.

B.  Smaller cellular users can build a pool differently.  If one employee gets a 500 minute plan with the $140 credit, the College can have up to four additional employees get a cell phone and all five can share the 500 minutes of airtime.  The first “add-a-phone” is free and the next “add-a-phone” is $10/month each.  Imagine five cell phones sharing 500 minutes at the cost of $74.50/month total.

II.  Employee’s personal use:
Same 11 percent discount available for employees also with free long distance/roaming, etc.  Employees will receive a $140 instant credit if signing a two (2) year contract that can be used to purchase a variety of digital phones. Employees can use the add-a-phone service also as noted at a $10/month premium so the entire family can share package airtime minutes.

III.  Students:
If we open up our campuses to Sprint PCS, they can also offer our students excellent discounts and credits. 

Sprint will shortly build an FCCJ/Sprint PCS web site for our employees and students to use.  You can get in touch with Bryan Hoffman of Sprint at 904-928-1701 or
email: bhoffman01@sprintspectrum.com.
 

NEWSLETTERS ON THE WEB

Starting with the next issue to the Provider, it will only be published on the purchasing web page.  The purchasing web address is http://web.fccj.org/~mpica/purchasing_dep

DELL PREMIER PAGES
Dell Premier Pages Launches a New Look and New Name for Employees to Obtain the Same Low Prices the College Enjoys in Purchasing from Dell Computer

WHAT'S NEW?
On Saturday, September 2nd, 2000: A New Look, New Features, and a New Name for the Dell Premier Pages! 

Dell Premier Pages has improved in design and navigation with expanded customization and new software, peripheral, and functionality which will make the Premier Pages even easier to use. To emphasize these improvements, Dell has updated the name of this service to Premier Dell.com. 

The new Premier Dell.com is a powerful service to help employees manage all phases of our relationship with Dell, including: Product Selection, Purchasing, Reporting, Service and Support. 

WHAT DO WE NEED TO KNOW?
1. Locate your current Premier Page's Username(s) and Password(s) -- if you do not remember your current Username or Password, send an email request to rtcrowe@fccj.org with your contact information.  FCCJ’s Username is trpp and the password is trpp.

2. Ensure your World Wide Web browser meets the following requirements: Netscape Navigator (version 4.06 or higher), or Microsoft Internet Explorer (version 4.0 or higher), or America Online (version 3.0 or above). 

The first time we visit the new Premier Dell.com on or after Saturday, September 2nd, we will go through a simple two-step process (please note: after these two initial steps are completed, we need only to provide your Personal Password to gain access to Premier Dell.com): 

1. You will be prompted to register your Premier Page access by providing your existing Premier Page's Username and Password. 

2. You will then create a new Dell Personal Profile by providing your Name, Email, and a new Personal Password that is unique to you. 

That's it! Completion of these two steps will provide you entry into the new Premier Dell.com site that has been built just for Florida Community College at Jacksonville.  To access multiple sites, repeat step #1 to register each account to your Personal Profile. 

CAN I SEE THE NEW SITE NOW?
Yes! Dell has created an online demonstration of the new Premier Dell.com service. Go to the FCCJ purchasing website http://web.fccj.org/~mpica/purchasing_dep/index.html to gain access to this Provider newsletter online.

Link now to view it or you can view it the next time you visit your Premier Page. We encourage you to view this demonstration, so that you can have a preview of the new and improved Premier Dell.com. We're excited about these new changes and hope you are too! 

The Premier Dell.com Team 
 

ORION FINANCE/PURCHASING TRAINING

ORION Training will be held on the following dates:

Finance November 15, 2000  9:00 am – 3:00 p.m. URC Room 316
Purchasing November 16, 2000  8:00 am – 12:00 p.m. URC Room 318

Please call Regina O’Hara at ext. 3358 or email rohara@fccj.org to schedule your ORION training.
 

PURCHASING, SUPPLIES AND SERVICES (not including construction)

 Please be aware that per APM 05-0501, department requisitions between $1,500 - $24,999.99 require purchasing to obtain three (3) telephone or written quotations.

Please input your department requisitions as soon as possible to provide adequate time to obtain these competitive quotations.
 

ORION ENHANCEMENT

Please be aware a new ORION program has been written to send an automated MS Outlook email to the budget manager of any ORION disbursement requests or department requisitions for any transactions that are rejected, pending information, sent back or have an insufficient funds status.

Budget administrators may email mdasaro@fccj.org to confirm for their budget(s) who the automated emails are being sent to or request changing the designated person for each budget number.
 
 
 
 
 

August 2000
 

Correction to Budget Amendments Article in the April Provider

The Budget Amendment article in the April Provider issue should have read:

Please be aware that each DAS now has the ability to make most 600 budget transfers on campus without sending an email to Marsha Dasaro for their campus budgets.  This means that any department needing money moved from one Fund I-600 GLC to another Fund I - 600 GLC will now call or email your campus DAS.  MCCS staff will continue to ask Marsha Dasaro for assistance.
 

VISA PROCUREMENT CARD

FCCJ is in the pilot phase of using a Visa procurement card to make the small dollar purchasing process simpler.  Early results are favorable.  Phase two of this pilot will continue for approximately two more months.  Additional information will be issued at that time.

TYPEWRITER MAINTENANCE CONTRACT

Just a reminder that all requisitions for typewriter maintenance should be forwarded to purchasing by August 11, 2000.  This includes both on-line department requisitions from the campuses and manual requisitions for MCCS departments.  Any questions should be directed to Marc Pica at ext. 3302 or email mpica@fccj.org.
 

PURCHASING WEB PAGE

The Purchasing Department web page went live on July 27 due to the efforts of Kris Moncada in the IT department and Marc Pica in purchasing.  Visit our site at http://web.fccj.org/~mpica/purchasing_dep  for useful information to assist you in the procurement process.
 

CELL PHONE CONTRACT WITH SPRINT

After publicly solicited proposals and after months of negotiating, FCCJ finally signed a 2-year contract with Sprint PCS.  The beauty of this contract is it has something for everyone from College staff, employee’s personal use and even a great deal for our students, plus access to the great Sprint digital network.
I. College staff use:
A. The contract provides each of us a 11 percent discount off their nationally advertised plan cost (i.e. 500 anytime minutes @ $44.49/month). Free long distance, voice mail, caller ID, etc., anywhere in Sprint USA network, not just in your local area (as BellSouth Mobility has done).

Minutes can be pooled between employees. Thus, FCCJ can have 10 employees who all have a 500 minute plan create a 5,000 minute pool and only if they collectively exceed the 5,000 minutes will any overage costs be billed to the College.

Sprint will give FCCJ free digital phones (we can pick from 3 choices), belt clips, lithium batteries, etc.

B.  Smaller cellular users can build a pool differently.  If one employee gets a 500 minute plan with a free phone the College can have up to four additional employees get a free phone and all five can share the 500 minutes of airtime, the first add-a-phone is free and the next add-a-phone is $10/month.  Imagine five cell phones sharing 500 minutes at the cost of $74.49/month total.

II.  Employee’s personal use:
Same 11 percent discount available for employees also with free long distance/roaming etc.  Employees will receive a $140 instant credit if signing a two (2) year contract that can be used to purchase a variety of digital phones. Employees can use the add-a-phone service also as noted at a $10.00/month premium so the entire family can share package airtime minutes.

III.  Students:
If we open up our campuses to Sprint PCS, they can offer our students also excellent discounts and credits:

Sprint will shortly build a FCCJ/Sprint PCS website for our employees/students use. 

You can get in touch with Jim Dolan of Sprint at 904-472-8433 (email:  jdolan01@sprintspectrum.com.)

EQUIPMENT MAINTENANCE INSURANCE

The contract with Specialty Underwriters has been extended for an additional year with a 25 percent reduction in rates.  For those departments that have equipment covered, purchasing will enter department requisitions and send it to the appropriate budget administrator for approval.  All departments are encouraged to request quotations for this cost-effective coverage for any of their mechanical or electronic equipment.  Quotes can be requested by providing equipment make, model and serial number as well as current annual maintenance charge or purchase price and date to Gary Glisson (gglisson@fccj.org or fax 632-3087).  Quotation request are normally processed within 10 working days.
 

DEPARTMENT REQUISITION BACK-UP

We are changing the procedures to provide back-up documentation to purchasing for your department requisitions in an effort to make this process simpler.  All back-up documentation should reflect the requisition number and be directed to Patty Carter, Purchasing Agent I via:
1) Campus mail to MCCS Room 341
2) Email to pcarter@fccj.org
3) Fax to 904-632-3087
 

ORION FINANCE/PURCHASING TRAINING

ORION Training will be held from 8:00 a.m. - 5:00 p.m. on the following dates:

August 3, 2000          URC Room 314
August 15, 2000        URC Room 314
September 19, 2000   URC Room 314
October 17, 2000       URC Room 314
November 16, 2000    URC Room 314

Please call Regina O’Hara at ext. 3358 or email rohara@fccj.org to schedule your ORION training.

YEAR-END CLOSING

We would like to thank all departments for helping with a smooth year-end closing process.  Each department honoring the ORION cut-off dates was greatly appreciated.  Now, to get a headstart on next year, the following deadline(s) are provided:
 April 13, 2001 - For all items greater than $150K.
 May 4, 2001 - For all items between $25K - $150K.
 May 25, 2001 -  For all items less than $25K.
 

LOGO SHIRTS

A new College logo was developed for FCCJ in the fall of 1999.  With this change, several bids were implemented involving items bearing the College logo among which was polo/golf style shirts for faculty, staff and students.  As a result, embroidered polo/golf style shirts in white are reserved for faculty and staff while Follett campus bookstores are providing the same shirts in various colors for students.  The color differentiation was implemented as awareness on campus to distinguish staff from the public and as a security deterrent.  All shirts include the College’s logo in 4-color and College name embroidered in black over the left breast.  Department names can also be embroidered on the shirts.

Departments Collegewide can consider purchasing these shirts using their budget, in white only, for faculty and staff, when staff is required to wear them as a uniform.  Individual employees may choose to purchase additional shirts (all in white) and washed dungaree color directly from the awarded contractor on a prepaid basis, using a personal check or credit card.  Please contact Bettye Clayton in the purchasing department at ext. 3350 (e-mail bclayton@fccj.org) if you need assistance or stop by and view the sample shirts in various styles.

The awarded contract is G Willie’s Uniforms, Inc., 1407 Mahan Dr., Tallahassee, FL 32308.  Telephone number is 800-232-1027.  Contact(s) Mr. David Franklin and/or George Schumacher.
 

“CO” COPY FUNCTION TO COPY DEPARTMENT REQUISITIONS

When a blanket purchase order is keyed in for the first time and the copy of the purchasing order is sent back to the end user for filing, please review the format that the purchasing department has created on the purchase order and file this with your department requisition.

The following year when your department requisition is copied for the new blanket purchase order, please take the time to format this copied department requisition to the past year’s purchase order.  Once the formation is correct, from then on you will only need to copy and make a few changes that you would usually make on a blanket purchase. 

Remember ORION does not word wrap at the end of the description line.  When a letter is left on a line item and remaining letters are on the next line item purchasing has to make the corrections.

Purchasing greatly appreciates the understanding and help on these matters from the end user, as we have hundreds of blanket purchase orders each year. 
 

COMMODITY ASSIGNMENTS

Because of some personnel assignment changes within the purchasing department, we have reassigned commodities to each of the buyers.  Hopefully these changes will help balance workload.  If you would like to view each buyers commodities, go to the commodities listing on the "Meet the Staff" page of the purchasing website. The listing is not all-inclusive, so if you have any doubts regarding the correct buyer, just assign “GWG” and let purchasing route it to the appropriate buyer.

_________________________________________________________________
 
 
 

April 2000
 

Purchasing Deadline Dates

Year-end is approaching fast, here is a reminder of those deadline dates: 

May 5th - Last day to enter Fund I or Fund II requisitions valued at $25,000 or greater.

June 2nd - The last day to enter an ORION requisition. The College will take down all College employees’ security to input department requisitions as of 7:00 p.m. June 2, 2000. This deadline is required to provide adequate time for on-line approval, purchase order to be issued, receiving to be done on the purchase orders and payment of invoices before year-end on June 30, 2000.

Please continue to use your ORION browse for requisitions that have been rejected/sent back to you. A number of departments lost significant funds last year due to this.

Budget Amendments

Please be aware that each DAS now has the security and ability to make all budget transfers on campus without sending an email to Marsha Dasaro for their campus budgets. This means that any department needing money moved from one Fund I GLC to another GLC will now call or email your campus DAS. MCCS staff will continue to ask Marsha Dasaro for assistance.

Name Badges

Purchasing now has forms for the departments to fill out when ordering College logo name badges. Please contact Ms. Patty Carter, Purchasing Agent I, at 3303 or Email pcarter@fccj.org and she will send/fax you a form. 

Express Mail Service

Under a State Negotiated Agreement Price Schedule (SNAPS) with Airborne Express, FCCJ realizes substantial savings when shipping items overnight, next afternoon or second day. International express service is also available at a discounted rate. This express service should not be used for inner-city deliveries as the College has a contract with a local vendor to handle this type of courier delivery. The following shipping tips will guarantee your shipment arrives on time at the lowest contracted cost and in a proper condition:

ORION FINANCE/PURCHASING Training

ORION Training will be held on the following dates:

April 19, 2000 8:00am — 5:00pm URC Room 318

May 17, 2000 8:00am — 5:00pm URC Room 318

June 21, 2000 8:00am — 5:00pm URC Room 318

Please contact Regina O’Hara at 3358 to schedule your ORION training class. 
 
 

Hazardous Chemical Purchase Procedures

Departments can now use a blanket purchase order, disbursement request or petty cash to purchase conventional size batteries, ink jet or bubble jet cartridges and fax machine cartridges not stocked at CStores without having to use the HZ hazardous requisition type or the hazardous GLC # 66006 (for non-instructional use) or 65504 (instructional). When ordering these supplies use the requisition type RQ. These items must now be charged to 65502 (office supplies), 65501 (educational supplies) or 66504 (other supplies).

Departments should continue to purchase from CStores battery sizes AA, AAA, C, D and 9Volt sizes, as well as many size printer cartridges that are cost effectively bought in bulk.

Departments should continue to send your campus plant superintendent spent batteries and empty ink jet/bubble jet/laser cartridges for Collegewide recycling.

Purchase of industrial batteries, or copier toner will continue to require use of an ORION department requisition, as well as use of a HZ requisition type and use of hazardous chemical GLC’s (66006 non-instructional) and 65504 (instructional).

Departments are requested that blanket purchase requisition reference in the line item description: "Blanket PO for the period of xx/xx/xx — xx/xx/xx for the purchase of conventional batteries or printer ink cartridges not stocked at CStores. Authorized employees XXX Smith…"

Employees can contact Ms. Evelyn Goolsby at extension 3085 to locate cost effective supplies. If you have any questions please contract Ms. Feliche Mucciolo at extension 3112 or Larry Snell at extension 3294.
 
 

Shipping Charges

Employees are asked to "not" create a separate shipping/freight line item or utilize the 

field "freight" on the header of a department requisition. It is preferred all PO line items include the cost of all shipping. If a supplier must bill FCCJ for shipping please add to 

your last line item on the requisition a reference to the quoted cost of shipping.

Purchasing will code the transaction as "pre-pay and add" which will alleviate problems 

in receiving and paying supplier invoices.
 
 

Print Cartridges at Central Stores

Central Stores has the Canon EP-P R74-2003-150 print cartridges that fit the following Hewlett Packard Printers. Currently CStores has approximately 86 on-hand and the cost per cartridge is $63.49.

HP 4L, HP 4ML, HP 4P, and HP 4MP

If you have any interest in these or have questions, please call Larry England at 632-3181.
 
 

Central Stores Catalog

The Central Stores Catalog can now be viewed through the Internet. To access the catalog, open your web browser and type the below listed web address and press the enter key. After the page is open, add it to your "favorites" or "bookmarks" for future use. This page will allow you to search by item code or description, or you can view a complete listing by leaving the value field blank and left clicking on the "seek" button. When this page was initially posted it was only working with Windows Internet Explorer. This problem has been fixed and the page should work with both browsers. If you experience any problems or have questions, please contact Tim Bloodworth at 632-3359 or email: tbloodwo@fccj.org. 
 
 

ORION’s Availability

In order to obtain an accurate picture of the day’s activity to the General Ledger, daily updates and reports are run nightly. Please refrain from using the system during the

night after 7:00 p.m.. Your input/ work will be lost if there is a problem with the nightly run and the system is restored. 

_________________________________________________________________
 
 
 
 

October 1999
 

CENTRAL STORES

Availability of common office supplies should be verified at Central Stores before placing a requisition with an outside vendor. ORION department requisitions will be sent back for those items in stock at lower prices at CStores.
 
 

OFFICE SUPPLIES CONTRACT

The College's current office supplies contract is with US Office Products, NOT Office Depot or Boise Cascade. Our contract is with USOP Orlando not the Jacksonville office. 

Contract pricing can be obtained by any of the following methods:

1) Logon at www.myusopnet.com-user name is FLI 11424 and password is 11424, or 

2) Fax a quotation request to (800) 793-8145 Attn: Patty Sadler. Requests received by USOP before noon will be answered by close of business and those requests received during the afternoon will be responded to by noon of the next working day, or

3) Enter the department requisition at catalog pricing and purchasing will correctly price it as the req. is rolled to a P0, thus returning any savings to your budget. If ordering common office supplies from a vendor other than USOP, please put the following certification in department note: Not available from USOP.  Enter a separate line item for each catalog product number. 

USOP blanket purchases orders: For those of you with active BPO to USOP, you can now place your order by e-mail. Send an e-mail to GGlisson or MPica that includes catalog product number, quantity and BPO number. You will receive verification that the order has been placed within 24 hours. This process is available only to departments with blanket purchase orders to USOP.
 
 

ORION DEPARTMENT REQUISITIONS

Due to receiving and accounts payable ORION screens only displaying one line of an item description on department requisitions, employees entering department requisitions should give the best generic description possible in the first 3-4 words of the item description. Examples would be a Video Tape, VHS, War and Peace, IBSN #123456 or Binder, D-Ring, 2", Black, WLJ 368-44B.. This type of description will assist both receiving and accounts payable personnel to work directly from on-line screens.
 
 

OFF-CAMPUS DELIVERIES

Purchase orders for items to be delivered off-campus need prior planning before the order can be placed. Employees who desire items to be shipped to any non-FCCJ site are required to seek approval from the appropriate Director of Administrative Services or Tim Bloodworth, before entering your requisition to ensure receiving/decaling/accounting processes are completed.
 
 

ORION TRAINING

Orion training is scheduled for October 13, November 17, and December 8 at the URC, Room 314. Please call Regina O'Hara at extension 3358 to sign up for your ORION training.
 
 

ACCESS TO STATE CONTRACTS

Numerous items that we buy every day are available on State Term Contracts or State Negotiated Agreements Price Schedules (SNAPS) programs. Most items purchased under these programs do not require competitive quotations and now all state contracts/SNAPS agreements are available on-line. You can access the Department of Management Services web page at: http://fcn .state.fl. us/fcn/centers/purchase/ purchaser_start.html. Click on either SNAPS" or "State Term Contracts" and follow instructions for pricing and ordering information.
 
 

RECEIVING. AN IMPORTANT PART OF THE GAME

Without good receiving, the Jaguars would not be a winning team. The same is true for the FCCJ Team. If an item is ordered on a regular purchase order, it must have receiving entered into ORION. The entry of this receiving is part of a three-way match system that triggers a check to be printed. Without receipt, the vendor will not be paid. How can you help support the team? If you receive an item that has been purchased on a purchase order directly from a vendor, contact your receiving staff as soon as possible so they can enter receipt on-line in ORION for you. Don't drop the ball. Let's all help make FCCJ a winning team. GO JAGS!!!

If you have any questions, please contact Mr. Tim Bloodworth, Assistant Director of Property and Receiving at 632-3359. 
 
 

DELL COMPUTERS

FCCJ students, faculty and staff can now buy Dell computers off the Internet. Dell has two programs that you can buy products and services from at the same Dell low prices the College pays.

Program #1 The Dell Academic Connection Program is a national program available to faculty, students and staff at all colleges and universities. Approximately once a month special computer bundles are created by Dell and offered to you. Visit the web site at http://www.dell.com/connection 

Special promotions are available for ordering your Dell system on-line, or call 1-888- 374-7993 Monday through Friday, 7:00 a.m. to 7:00 p.m. (Central time) for more information. 

Program #2 The State Board of Community College Purchase Program is for employees/students in Florida only. Each quarter a steering committee decides on specific computer offerings for institutional and personal purchases. Visit the web site at http:// www.dell.com/premier (User ID: trpp Password: trpp) or call 1-888-987-3355, Monday through Friday, 7:00 a.m. to 7:00 p.m. (Central time) for more information.
 
 

MANY HAPPY RETURNS

Although we all do our best to ensure what we order is what we want, there still may be times when the merchandise may need to be sent back to the vendor. Maybe the product was damaged in shipping or the vendor shipped the wrong color. If this happens, please use the following procedures to return the merchandise to the vendor:

1. Send a detailed email to the Buyer who issued the purchase order explaining the problem. Please include in this email the purchase order number, what is wrong with the item, and specify if you want a replacement or a credit.

2. Hold the item in your department until you receive a response from the Buyer. 

3. The Buyer will call the supplier and negotiate the return and/or credit. In the case of returns, the Buyer will receive return/shipping instructions from the vendor.

4. The Buyer will send you an email with a copy to your receiving clerk telling you to write the return number on the package and to bring the defective item to your receiving office (for MCCS, URC and Deerwood the item will be picked up by the Central Stores delivery person). 

5. On returns, the purchase receipt will be taken out of the ORION system by your receiving clerk. If you had requested a credit, the buyer will do a change order to cancel the Purchase Order. If you requested a replacement, the Receiving Clerk will re-enter receipt when the item is received. If you have any questions, please call Mr. Tim Bloodworth, Assistant Director of Property and Receiving at 632-3359 

HAPPY HALLLOWEEN

November 2001

October 2000

August 2000

- April 2000

- October 1999