DEPARTMENT OF GENERAL SERVICES PURCHASING DIVISION BALANCED SCORECARD FY2008

Mission The Purchasing Division is committed to supporting the mission of all county agencies through our mission to: Provide high-quality service, best value through best practices, in a fiscally responsible manner; Deliver user friendly and efficient buying methods, training programs, customer service and support; Develop strategic supplier business relationships and cost effective contracts that leverage the countys buying power and produce significant financial return-on-investment; Support the principals of socially responsible purchasing. Description What are our financial objectives with respect to achieving our mission? Category Financial (Cost reduction and revenue generation Strategic Objectives (Goals) Reduce the cost of products and services and identify new sources of purchasing related revenue Initiatives
(How we will accomplish these goals)

Measures Dollar amount of cost savings achieved (measured monthly) Dollar amount of additional revenue generated (measured monthly)

Target for FY2008 $800K for FY2008

YTD Progress 12-31-2008 $1,326,707

Percentage of Goal Achieved 166%

Utilize innovative procurement management initiatives to leverage the Countys buying power

$200K for FY2008

$551,748

275%

Competitively Bid and award new county-wide supplier discount price agreements. Leverage the Countys buying power to reduce the cost of products and services Increase utilization of products and services available in the eProcurement Catalogs & through supplier hosted punch out Catalogs.

Number of new contracts/price agreements awarded (measured monthly) Dollar amount of annual purchases from eProcurement Catalogs (measured monthly) Dollar amount of annual purchases from punch out suppliers (measured monthly) Number of new strategic spend analysis initiatives (measured yearly)

10 New Contracts

10

100

$14 Million

$13,674,704

98%

$650K

$515,996

79%

Leverage County specific purchase data for contracting and cost reduction opportunities

Conduct formal spend analysis by category and County agency

One initiative per Quarter

3 Completed
(Uniforms , Desktop Computers, Toner Cartridges)

75%

Description What Customer measures do we need to excel at to produce the targeted financial performance?

Category Customer (Customer Service and satisfaction)

Strategic Objectives (Goals) Meet or exceed our Customers expectations

Initiatives
(How we will accomplish these goals)

Measures Percent of positive rating achieved in the customer satisfaction survey (measured yearly) Percent to target completion date (measured yearly)

Target for FY2008 Goal of 85%

YTD Progress 12-31-2008 84%

Percentage of Goal Achieved 99%

Conduct annual customer satisfaction survey

Launch the redesign of the Purchasing Division website with new and refreshed contract and spend data Develop new online customer feedback capability for the department website. Establish a Procurement Advisory Board to address customers needs Increase the utilization of eProcurement Catalogs, Punch Out Suppliers and Purchasing Cards

100%

100%

100%

Percent to target completion date (measured yearly)

100

50%

50%

One per quarter Number of Procurement Advisory Board meetings held. Percentage of annual purchase orders from eProcurement Catalogs to total purchase orders (measured monthly) Percentage of annual purchase orders with Punch Out Suppliers to total purchase orders (measured monthly) Dollar amount of Purchasing Card transactions (measured monthly) Dollar amount of annual spend with SLBE suppliers (measured monthly) Percentage of spend with local suppliers to total annual spend (measured monthly) 2 54.58% 50% 155%

What we must do to increase compliance with purchasing initiatives

Compliance (Increase compliance to policy/procedures and contracts

Promote the implementation of efficient buying methods and utilization of contract suppliers

35%

20%

15%

75%

$150K (Revised) $1.4 Million

$104,983

70%

What are our economic inclusion objectives with respect to our mission?

Economic Inclusion (Local community based and diversity supplier inclusion)

Increase inclusion and spend with Small Local Business Enterprises and other local and diversity owned suppliers

Using various methods of outreach to generate greater business flow to targeted supplier groups

$1,009,989

72%

31%

29%

94%

Description What we must do to enhance the skill sets &processes in order to excel

Category Staff Development (Provide training, redefine duties, responsibilities & expectations)

Strategic Objectives (Goals) Enhance staff skills and capabilities, effectiveness and professionalism of employees and the division as a whole

Initiatives
(How we will accomplish these goals)

Measures Average time per Buyer spent on structured training in procurement related shills (Revised Measure)

Target for FY2008 16 hours pre Buyer

YTD Progress 12-31-2008

Percentage of Goal Achieved 33%

Utilize internal and external staff development opportunities with the constraints of a limited budget Obtain re-certification for Division from NIGP & NPI Implement electronic bidding through BidNet to streamline the bidding , analysis and award process Implement automated change order request and approval process in Peoplesoft Implement automated Return to Vendor process in Peoplesoft

What internal business processes must we enhance in order to satisfy our customers

Business Processes

Update internal processes and redesign where required to improve efficiency, increase compliance and improve customer satisfaction

Percentage of certifications obtained Number of Electronic Bidding events completed

100% Goal for FY2008 10 for FY2008

NPI AEP Award Received 7-2008 Delayed Awaiting approval of Electronic Terms & Conditions Delayed -Software Fix receive 9/2008. Currently in test. Delayed -Software Fix receive 9/2008. Currently in test

50% 0%

Number of automated change orders processed

25% of Change Orders Processed

0%

Number of automated Return to Vendor requests completed

25% of Return Orders Processed

0%