Automation of Purchase Requisition Process

Initiative TitleAutomation of Purchase Requisition Process
Submitted in Previous Year(s)2016
Critical Information, Notes, Justification, Rationale

Currently right now departments are submitting a paper Purchase Requisition to the Purchasing dept.  In many cases the form either does not have the proper information entered or authorization to process the Purchase Requisition.  This causes many phone calls back and forth with the initiator of the Purchase Requisition and with this time passes and the Purchase Requisition is not processed in a timely manner.  If the automated process is implemented; specific fields of the Purchase Requisition will be made mandatory and the Purchase Req can not move forward until the requestor completes them. Also the automated version of the purchase process will automatically send the completed Purchase Req to the proper person who needs to approve the Purchase Req prior to sending it to the Purchasing Dept.  Another added benefit is that this will save on cost of paper and ink because less printing will occur.

Consequences of this initiative not being funded

The length of time a Purchase Requisition turns into a Purchase Order will take longer, and possibly the vendor will no longer have the product or pricing might change.

Department Goals
LocationsMain Campus, Newburgh Campus
Estimated Completion Date12/15/2018
Will this initiative span multiple budget years?No
Funding SourceRequest for Prioritization
Created10/31/2017 11:15 am
Updated01/08/2018 3:32 pm

Institutional Goals

Goal How will the initiative support this institutional goal?
Successful submission of a purchase request can be tracked by the person who entered the request. Compared to know being aware and playing phone tag with the Purchasing Dept.
Purchase Request will turn into a Purchase order more quickly. Then employees can be more productive and do other things.

Action Steps

Action Step Responsible Party Order
Ellucian comes in and assists in setup with Purchasing Staff Ellucian and Purchasing Dept (very small effort on IT) 1
Assure the ability to attach documents (quotes, other supporting documentation) We need to validate that our current software (Onbase) can attach document with the Automated Purchase Orders, HR Module, FA Module updates, or we purchase one. IT and Ellucian (conference call) 2
Install of Ellucian EX for Purchasing Only IT 3
Training Key College Personnel and CTL so they can train Departmental Budget Managers Ellucian 4

Expected Outcomes

Outcome Order
Purchase Orders will be Automated 1

Assessment Methods

Method Description Other Method Responsible Party
Other Enter other assessment method Purchase Req Process Automated Comptroller




Need Cost (Initial/Recurring) Supporting Departments
Banner Document Management $10000.00
  • Information Technology, CIO Office
Ellucian Assist in Implementation approvals for requisitions, budget transfers, direct pay invoices, online requisitioning, and document imaging $17000.00
  • Information Technology, CIO Office
TOTAL: $27,000.00 / $0.00


Need Cost (Initial/Recurring) Supporting Departments
TOTAL: $0.00 / $0.00


Need Cost (Initial/Recurring) Supporting Departments
TOTAL: $0.00 / $0.00


Need Cost (Initial/Recurring) Supporting Departments
TOTAL: $0.00 / $0.00


Need Cost (Initial/Recurring) Supporting Departments
TOTAL: $0.00 / $0.00


Need Cost (Initial/Recurring) Supporting Departments
TOTAL: $0.00 / $0.00


Need Cost (Initial/Recurring) Supporting Departments
Elucian Setup and Training $5000.00
  • Business Office
TOTAL: $5,000.00 / $0.00


Level 5 Level 4 Level 3 Level 2 Level 1 Initiative Title Department


Automation of Purchase Requisition Process
$32,000.00 / $0.00
Business Office


DateDepartment NameStatusCost to DateFunding Source 
No results found.