These procedures govern equipment procurement which is accomplished through UMCP's Information Technology Division, using funds that have been transferred to UMCP for the support of the Library Information Management System (LIMS) run by the USMAI consortium. They presume that the purchases are sole source or are bought through contracts established by the USM or its campuses against which UMBC can procure without a bid. Order Preparation
- Library Computing Services (LCS) specs order, reviews specs with UMBC OIT for sufficiency and compatibility with OIT requirements, and gets quote from vendor.
- LCS reviews and checks the quote, then forwards to Administrative Services Librarian for review with the Director of the Library (Director) for suitability.
- Director reviews order's suitability and if it is suitable turns over to Administrative Services Librarian who forwards the quote, by email, to UMCP ITD (as of June, 2006: to Tonita Smith).
- ITD issues requisition to UMCP Procurement.
- UMCP issues Purchase Order (PO) and provides copy to ITD, which FAXes a copy, along with a copy of the requisition, to the Administrative Services Librarian. The Administrative Services Librarian provides copies to Library Accounting & Receiving (A&R) and LCS, and retains a copy in the Library Administrative Offices (LibAdmin).
Order Receipt
6. A&R tracks the order.
7. Vendor ships to UMBC directly.
8. A&R receives the shipment and with LCS assistance records (scans) the serial numbers from the boxes, for items with cost of greater than $750/e. LCS sends the serial numbers to the Accounting Associate in A&R by email.
9. A&R checks the shipment against the packing slip and the PO.
A. If shipment is complete, A&R marks the packing slip "received," signs it, and keeps it for its files. A&R returns a copy of the packing slip to the Administrative Services Librarian and LCS for their files.
i. If shipment is complete but lacking documentation, A&R marks the documentation present "received," signs it, and places it in its files. A&R contacts the vendor to obtain the missing documentation.
B. If shipment is incomplete, A&R marks the packing slip "partially received" with a note regarding the missing equipment, and if after one business day the missing equipment has not arrived A&R contacts the vendor, and notifies LCS.
i. If shipment is incomplete and lacking documentation, A&R contacts the vendor to obtain the missing documentation, and notifies LCS.
10. Once the Library has received all equipment, the Administrative Services Librarian provides Inventory Control copies of the Library's receipt verification documents. See Notes 2 and 3 below.
A. The Administrative Services Librarian emails Plant Accounting to request one tag for each item of sensitive inventory equipment (i.e. items which cost > $750/ item).
B. After Inventory Control has them ready, LCS sends a person to pick up the inventory tags and signs for them on a copy of the email request.
11. After all of the shipment has arrived and when all documentation is complete, A&R advises the Administrative Services Librarian of this who in turn informs UMCP ITD that all equipment has been received and that the amounts due the vendor should be paid. Inventory Documentation
12. UMCP ITD OKs the PO for payment. After payment is made, UMCP ITD faxes to A&R a copy of the Payment Inquiry, from the UMCP financial system, which shows that payment was made by UMCP to the vendor. A&R provides a copy of this document to the Administrative Services Librarian and LCS.
13. LCS affixes inventory tags when received from Inventory Control. At this time the location of the equipment is room 256, prior to placement throughout the building. LCS returns any unused tags to the Administrative Services Librarian, getting a receipt for them.
14. The Administrative Services Librarian, upon receipt of both the PO and payment documentation, completes UMBC's inventory addition form(s) with the serial numbers from the packing slip, the PO number from the PO and the account number from the payment document. (see Note 3 below regarding documentation)
15. The Administrative Services Librarian sends the completed form(s) to UMBC Inventory Control (June, 2006: Crystal Slowe), with copies to A&R, LCS and LibAdmin's files, and also returns any unused tags to Inventory Control, getting a signed receipt for them.
16. The Administrative Services Librarian, who is the Inventory Custodian for the Library, keeps a full record set of Requisitions, POs, payment documents and Inventory Control forms as well as room change forms.
17. LCS assists the Inventory Custodian by providing inventory tracking information as needed on computer equipment, for Inventory Control review.
Notes:
1. In previous years, USMAI local site equipment was not considered to be UMBC equipment and UMBC did not provide Inventory Control. Currently, this equipment is processed as above and is considered UMBC equipment. Documentation required by UMBC Inventory Control has been difficult to extract from UMCP until recently; UMBC Inventory Control would not issue inventory control tags for equipment owned by the UMBC Library until it received copies of both the PO and the payment document; as of 6/29/06 we are still processing some inventory addition forms from previous years' computer procurements from which required paperwork had not been extracted from UMCP and provided to LCS until March-April of 2006.
Note2: UMBC Inventory Control will allow the Inventory Custodian to request Equipment tags in advance of the receipt of equipment/inventory. These tags will require a formal request (email) to UMBC Inventory Control (as of June 2006 Crystal Slowe) requesting a specific number of tags. When the Custodian picks up the tags they will sign the email request. After equipment is tagged the completed forms and any tags not used will be returned to UMBC Inventory Control with a copy of the original request. Inventory Control Staff or a Financial Accounting Manager will sign the email as a receipt.
Note3: UMBC Inventory Control for the LIMS program or any program in which Purchasing is managed outside of UMBC at another USM institution UMBC will accept a MATCHED receiver with the copy of the approved PO. The documents must note that this purchase is part of the LIMS program (or other relevant name) and must contain an original signature or a "live signature"noting the documents are valid copies.
Note4: For the first year of this program Robert Preston would like to be notified if any inefficiencies develop.
For Review by: R. Moskal
A. Noyvert
S. Jones
L. Wilt
R. Preston I:admin2\equip\computer\procedures for ITD orders final 7/28/06 redraft LW, SJ, rev 8/15/06 LW, Preston