Purchasing Inventory

Definition of Purchasing Inventory

Purchasing Inventory comprises all university, state, federal and church policies and regulations that govern the work done in the Warehouse Inventory Management Community. It informs our tasks and conversations with customers and suppliers. Not all regulations will apply to the responsibilities of all community members, but every member should be knowledgeable of the regulations applicable to their assigned responsibilities.

These policies and regulations are meant to guard against risk to the University and its people. They also guide ethical decision-making and communication during the planning, transaction, and follow-up phases of projects, contracts, and transactions. The community members have a responsibility to guide and enforce compliance as far as possible during day-to-day interactions.

Specialist: Has a product knowledge of items stored. Maintains specific sections within the warehouse/area. May initiate recommendations to the Senior Specialist based on noticed changes in inventory, and/or overstocked items

Sr. Specialist: Understanding flow and layout of warehouse (logistics). Assigns specific areas of control to Specialists. Assists Management in product usage, and obsolete items. Initiates running queries to consider what items need to be reordered. Familiar with first-in/first-out procedures for materials. Understands inventory reorder parameters

Professional: Trained on query writing and development. Familiar with Excel in running and manipulating queries for tracking and trending. Sets min and max levels for individual items. Data analysis skills. Initiates orders that need to be placed and/or sent to Purchasing Department. Has an understanding and knows how to forecast items stocked. Familiar with accounting and reconciling of purchases made.

Sr. Professional: Works with Purchasing Department and Professionals or Senior Specialists who make purchases. Works closely with vendors to identify and try new products that may improve quality, and/or reduce costs. Considers and evaluates new products that could easily be made on existing equipment, or enhance/expand current offerings. Understands items that may need further evaluation/approvals before bringing to campus (DEA, Homeland Security, etc.)

How to Develop Tracking/Auditing Inventory & Technology Needs

University Courses: (Examples)

· Bachelor’s degree in related field

· Master’s degree in related field

· Relevant courses at BYU

Training / Other Courses: (Examples)

· Become aware of policies and compliance issues that apply to area of responsibility

· Review and study policies and procedures pertaining to area of responsibility

· Direct supervisor training on regulations, policy and compliance

· Y-Train modules for systems within responsibility, focusing on compliance issues

· Relevant communications training through HRD courses

· Develop and practice role play responses to policy and compliance questions with a peer or supervisor

· Search out and find other relevant courses, training (ex: LinkedIn, Lynda.com, etc.)

Professional Associations / Certifications: (Examples)

· Professional certification (ISM, CTA, etc.)

· Conferences, workshops, or other professional associations

Books / Publications: (Examples)

· University, state, federal and church documentation on regulations, policy and compliance

· Business publications related to area of policy and compliance

· Search for other applicable resources and publications to share with work group/community

Experiences: (Examples)

· Review policy information located on the relevant university websites

· Conduct a serious review of university policies and compliance procedures

· Locate other relevant regulatory, policy and compliance resources

· Problem-solving discussions with senior leaders regarding policy/compliance in area of responsibility

· Present on a regulatory topic(s) at a professional meeting

· Participate in a policy creation, update, or revision

· Write an article on policy and compliance for community, newsletter, or other publication

· Create an experience of your own pertaining to policy and compliance

How to Demonstrate Regulatory, Policy & Compliance

In working with and reporting back to the CDC, it is strongly recommended that specific documentation and progress examples be provided by sharing final work products, presentations, assessment results, etc. giving a clear, tangible illustration of academic and practical rigor demonstrating what was accomplished and learned during the regulatory, policy & compliance journey/experience. The following are examples of what can be shared to demonstrate the development efforts made and learning results achieved.

Do: Describe what you did in completing / achieving your development plan.

· Describe your mutually agreed upon assignment or other chosen but related activity and why you chose it.

· Share other activities or opportunities that surfaced while engaged in your chosen approach and how they captured your attention in support of your chosen direction.

· Share experiential discoveries using “before and after” comparisons describing what you learned and how it has changed your approach to life and business.

Assess: Share, if applicable, any assessments that were taken / provided related to your journey

· Describe formal assessments you chose and participated in along with their results. Why did you choose them? What were the take-a-ways? How did they affect change in your behaviors and/or approach?

· If no formal assessment is available, be prepared to explain your own assessment of your journey in this area and any results coming from your efforts.

· Report feedback from others you interact with that authenticates claimed positive change or progress.

Learn: Explain what you felt that you were able to learn during your journey / experiences.

· Discuss your developmental learning experience. Specifically include new knowledge acquired, changes in outlook resulting from the learning, and any ah-ha experiences that have permanently altered your approach going forward.

· Articulate learned principles, practice, and new awareness incorporated as a result of new learning.

Apply: Give specific examples where you have, or plan to make direct changes to your work.

· Explain revelatory experiences you encountered or other practical knowledge you have incorporated into your work that has changed your approach to your current responsibilities or that you expect to help you as you move forward.

· Share how any new approaches to your work impact specific work and relationship outcomes.

Reflect: Review / consider things you would have done differently had you learned these things earlier.

· Think back on your approach to work before your recent learning and progress in your current selected journey. Identify any weaknesses that held you back from progressing.

· Share specific experiences where past outcomes could have been different if you knew then what you know now. Project possible future experience examples where you may be able to predict positive outcomes directly related to your recent learning.