Hayslette & Associates offers the following specialized procurement related consulting services for government agencies, not-for profit organizations and businesses. Please click on each item to view more details.
PROCUREMENT PROCESSES REVIEW AND ANALYSIS
SUPPLY CHAIN REVIEW AND ANALYSIS
PURCHASING CARD PROGRAMS
PROCUREMENT DOCUMENTATION REVIEW
DISADVANTAGED, MINORITY AND WOMEN BUSINESS ENTERPRISE (D/M/WBE) PROGRAMS
EXCESS & SURPLUS MANAGEMENT AND DISPOSAL PROGRAMS
PURCHASE & SALES AT HEAVY EQUIPMENT AUCTIONS
ENVIRONMENTAL PROCUREMENT PROGRAMS
Hayslette & Associates offers customized training and consulting services based upon the needs of your organization. Please contact us at 386-734-8056 to discuss your requirements and the solutions we can offer.
PROCUREMENT PROCESSES REVIEW AND ANALYSIS
Procurement of materials, goods and services can account for 30-80% of
an organization's budget. A 1% increase in procurement efficiency can
yield a 10-20% improvement in the efficiency of the organization's funds
- either increased profit or increased available funds to spend on other
opportunities.
Services Available:
Review, analysis, and documentation of the existing procurement processes
correlated with current best practices and the organization's missions,
goals, and objectives, including recommendations for process modifications
and enhancements.
Provide project management services and training for implementation.
Review, analysis, and documentation of specific and/or aggregate vendor
performance compared to the organization's goals and industry standards
and make recommendations for changes or improvements.
Review Questions:
How well does the organization purchase goods and services?
Are there ways to achieve better solutions?
How long does each step of the procurement process take?
Are there quicker methods and processes to satisfy the end user's needs?
Are the right individuals involved in the procurement processes?
Do you have the best mix of vendors?Do you have too many vendors?Too few?
Are you using the appropriate vendors to provide the best practical and
economic solutions?
Are there appropriate checks and balances to prevent fraud, waste or abuse?
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SUPPLY CHAIN REVIEW AND ANALYSIS
The supply chain for an organization can extend from the basic raw materials
that comprise the finished product to the satisfaction of a need by the
ultimate consumer. The management of most organization's supply chains
can be improved. Even an incremental improvement can dramatically
increase the efficiency of the organization.
Services Available:
Review, analyze, and document the organization's supply chains for
the various organizational units and make recommendations for optimum
utilization of supply chain resources. Provide implementation project
management and training.
Review of existing inventory processes and programs and analyze compared
to the organization's goals and objects and current best practices and
make recommendations for changes or improvements.
Design, development, and implementation of material and inventory
standardization programs.
Design, development, and implementation of Supplier Certification Programs.
Design, development, and implementation of Supplier Pre-qualification
Programs.
Review Questions:
How are the organization's inventories managed?
Do you have the best mix of inventory?
Should the organization's vendors be maintaining a higher or lower portion
of the inventory?
Is there a need to certify certain types of vendors for quality, performance,
security, or other business reasons?
Is there a need to screen and/or pre-qualify potential vendors before you
do business with them?
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PURCHASING CARD PROGRAMS
Purchasing cards offer excellent opportunities to lower an organization's
cost of making small dollar purchases. Purchasing cards offer controls on
both spending limits and vendors. Programs can include procurement cards,
travel cards, fleet / fuel cards and mixed usage cards. Purchasing card
programs can be based on debit or credit systems.
Services Offered:
Review of existing purchasing card program(s) and analyze compared to
organization's goals and objects and current best practices.
Design, development, and implementation of a purchasing card program.
Design, development, and implementation of a travel and entertainment card program.
Design, development, and implementation of a fleet / fuel card program.
Review Questions:
What is the organization's total cost to process a small dollar purchase?
Could the purchasing card be a tool to reduce administrative costs and
still maintain effective fiscal oversight?
Are you getting any or all of the available tax rebates for fuel taxes?
Where could the organization's money be invested by paying a single invoice
once a month instead of multiple payments for small dollar purchases?
What could management do with timely reports on small dollar transactions?
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PROCUREMENT DOCUMENTATION REVIEW
Written documents describe the way an organization operates. Sometimes the
documents and the real world are out of alignment causing confusion and
lack of effectiveness. Complete current documentation of each of the
procurement processes also provides safeguards against protests,
disputes, and litigation from internal and external sources.
Services Available:
Policies & Procedures Manuals:
Review existing policy and procedures manuals compared to established
policies and procedures. Assist with creation of new or revised manuals.
Review Questions:
Do the organization's manuals accurately reflect how you currently
conduct business?
Do the organization's manuals reflect how you want to conduct business?
Vendor Manual:
Review existing or assist with development of new Vendor Manuals to provide
guidance on how to do business with your organization.
Review Questions:
Do the organization's Vendor Manuals accurately reflect how the organization
conducts business?
Do the organization's Vendor Manuals accurately reflect how you want to
relate to your existing and potential contractors?
Do the organization's Vendor Manuals accurately reflect the social
diversity of the organization's potential contractors?
Training Manuals and Programs:
Review existing training manuals and programs.
Identify required skills and training for procurement personnel,
managers, and end users.
Assist in creating new manuals or revising existing ones to train
users with the required skills to properly and successfully accomplish
the organization's goals and objectives.
Create new training programs or revise existing training programs to
bring knowledge and skills to appropriate levels.
Review Questions:
When was each of the training manuals last reviewed for effectiveness?
If a new employee were given only the current training manual, could
he or she learn the proper methods of conducting business?
Do the training manuals reflect the current business processes?
Are the training manuals designed for use by the current socially diverse
workforce?
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DISADVANTAGED, MINORITY AND WOMEN BUSINESS ENTERPRISE (D/M/WBE) PROGRAMS
A Disadvantaged, Minority and Women Business Enterprise program can be much
more than just a mandated program. It can be an opportunity to bring
involvement from the business community into the organization and generate
both competitive advantages and goodwill. A well structured and
implemented D/M/WBE program is both a tool for increasing procurement
competition and a relevant social program.
Services Available:
Review, analysis, and documentation of the existing Disadvantaged,
Minority and Women Business Enterprise (D/M/WBE) Program policies and
procedures compared to the organization's goals and objectives and
including recommendations for modifications and enhancements.
Review analysis, and documentation of the D/M/WBE goals versus actual
participation.
Assist with identification of potential D/M/WBE contractors within
organization's procurement marketplace(s) and analysis of ways to gain their
involvement.
Assist with Federal Transit Administration (FTA) participation goal
analysis and determination of achievable goals using revised FTA guidelines.
Provide implementation project management and training.
Review Questions:
What are the organization's D/M/WBE program's mission, goals, and objectives?
Are the goals being consistently met?
Do the organization's D/M/WBE program goals and processes accurately
reflect the diversity in its workforce and in its customer base?
Is the program regularly reviewed to ensure that its mission is
congruent with the organization's mission?
Is the program regularly reviewed to ensure that its mission is
congruent with the procurement department's mission?
How successful is the D/M/WBE outreach program?
What are the opportunities to grow D/M/WBE contractors to provide
a competitive advantage to the organization?
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EXCESS & SURPLUS MANAGEMENT AND DISPOSAL
Excess and surplus materials and equipment are valuable assets that
often deteriorate and significantly decrease in value while they wait
to be disposed of. Prompt and timely disposal of these assets returns
funds into the coffers of the organization that can be invested in
other opportunities.
Services Available:
Analyze existing excess and surplus processes and programs compared
to best practices and recommend modifications and enhancements.
Provide implementation project management and training.
Review Questions:
What is the organization's policy on the identification and disposal
of excess and surplus materials, equipment and assets?
Are you getting the best values for the organization's surplus materials
and equipment?
What is the organization's total cost of disposing of an asset compared
to the return?
Which is the best disposal method for both the organization and the
item(s) - sealed bid sales, physical auction, Internet auction,
organization storefront?
Are there appropriate checks and balances to prevent fraud, waste or abuse?
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PURCHASE & SALES AT HEAVY EQUIPMENT AUCTIONS
Heavy equipment (draglines, dozers, trucks, generators, etc.) can be bought
at a total lower cost of ownership at specialized heavy equipment auctions
provided that processes are followed to ensure the purchase of quality
equipment at the right price. Heavy equipment can be sold at these
auctions at generally higher prices than through other methods.
Services Available:
Assist with design, development and implementation of policies and
procedures to buy and sell heavy equipment at specialized heavy
equipment auctions in accordance with the organization's missions
and goals.
Provide implementation project management and training.
Review Questions:
Are you paying too much for heavy equipment?
Are you getting the best price when you sell your equipment?
What are the trade-offs between buying new and buying used equipment?
Are there appropriate checks and balances to prevent fraud,
waste or abuse?
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ENVIRONMENTAL PROCUREMENT PROGRAMS
The procurement of environmentally friendly products and services can have both an economic and a serious social impact on any organization. When analyzed using total cost of ownership tools, environmentally conscious procurements such as "Buy Green" or energy efficiency under the EPA "Energy Star Program," or a program to simply reduce waste materials, the end result is the organization will save money. A well structured and implemented environmental purchasing process will also benefit the organization by showing that it is being a good citizen of the community as well as a good steward of its stakeholders' resources.
Services Available:
Review analysis, and documentation of the existing environmental
procurement programs' policies and procedures compared to the
organization's goals and objectives and make recommendations for
modifications and enhancements.
Review analysis, and documentation of the environmental procurement
programs' goals versus actual participation.
Assist with identification and analysis of potential environmental
sensitive contractors within organization's procurement marketplace(s).
Identify opportunities for improvement and make recommendations to implement such.
Provide implementation project management and training.
Review Questions:
What are the organization's environmental procurement program policies
and procedures?
Are these environmental procurement programs' effectiveness being
measured?
Is the organization publicizing its environmental programs to its
employees, stakeholders and customers?
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Hayslette & Associates offers customized procurement training and
consulting services based upon the needs of your organization. Please
contact us at 386-734-8056 to discuss your requirements and the
solutions we can offer.
