Topic 4 - Acquiring Resources

 

The procedure for obtaining the resources for a workplace will be governed by the policies of that organisation. They will have already established the processes you will follow regarding: Acquisition of resources Storage of resources
		Resource acquisition (ie getting the supplies) processes may include: tendered processes non-tendered process contracted supplier ordering internal approvals periodic forecasts

What are these different processes?

Read the following interview with Janet Parker, Administration Manager at Swaggies, then complete Activity I

Here is Janet Parker

Interviewer: There are many different ways to obtain resources in an office. What are the most common methods at Swaggies? Janet: A lot depends on what is being ordered. For smaller items, your basic office supplies, staff just fill out a request form and pass it on to my assistant. However, he can’t be swamped with these forms, so we have a number of people in each department authorised to collect these forms and pass them on to Jim. These orders have to be approved. Interviewer: What do you call this process? Janet: Within Swaggies, this process is called internal approval. Externally, however, our basic office supplies are obtained through the contracted supplier. At the start of the last financial year, we looked into changing our stationery supplier. The previous supplier, Quirky Papers, was too unreliable and let us down badly. So after having a good look around, we decided on Brandon Office Supplies. We offered them a contract for 2 years to supply all our offices – nation-wide- with office supplies. Interviewer: What sort of deal did they offer you? Janet: They were very impressive. All deliveries across Australia are included in the price, they guarantee supply within 24 hours of ordering and gave us a 10% discount if we pay within 2 weeks of delivery. This was the best by far. The other suppliers couldn’t match it. Interviewer: How do you go about ordering more expensive items? These would be items that you only purchase every now and then. Janet: This will depend on what Swaggies is acquiring. We use a non-tendering process when hiring casual staff, leasing equipment rather than buying and so on. If it’s a big item, I expect staff to get 3 quotes and the best quote will be selected. Just recently we decided to put out a tender for all the delivery of our products to businesses for the next 12 months. This was a new process for us but I know other businesses use it all the time. We sold our trucks and put this money back into Swaggies. Fox Terrier Transport Co has now taken over that role for Swaggies. Interviewer: Why did you select Fox Terrier Transport Co? Janet: As I mentioned, we did it by tender. We advertised that we wanted a reliable delivery/transport business to take over the task of delivering our products nationwide. I couldn’t believe how many applications we received! Fox Terrier Transport Co came up with the best ideas, track record, cost estimates and final charges. Interviewer: It must be hard to keep a track of all the supplies and at the same time stay within the budget. Janet: I have to admit there are times when I find it hard & frustrating. My main “weapon” to avoid problems is to make periodic forecasts. It sounds complicated but all it is, is a regular estimate of future needs. So I’m always planning for the future and I try to be ready for the unexpected! Interviewer: I have one more question before we finish, Janet. With all these resources arriving, where do you put it all?! Janet: Good question! There is no easy answer to this. I try to plan ahead. If it’s a lot of items arriving at one time then my assistant & one other Admin staff member will follow a few basic procedures. These include checking off the delivered items to make sure they are all accounted for, that nothing is damaged and if it’s a piece of equipment, they check it to see if it is safe to use. When they are distributed to staff I insist that valuable items are stored securely. With my own department we keep a stock record cards to monitor usage of all resources. Our budget is tight, we can’t afford losses for any reason. Interviewer: I’ll have to finish here, Janet. Thanks very much for your time. I’m sure our students will appreciate your contribution.

Now tryActivity I

Acquisition of Resources must be:

• Cost-Effective

• Consistent with Organisational Timelines

Here are 2 Administration Assistants. Which would you rather be?

 

Betty

Request forms for supplies & stationery are piling up Staff are complaining about delays in supply Important jobs are held up because Betty is behind in ordering There have been cost over-runs in the stationery budget The old photocopier has broken down for the last time.

Orders are up-to-date Jessica has planned a forecast of needs for the next 6 months She has obtained discounts by buying in bulk By being organised and paying accounts promptly (eg within 7 days) she has managed to get a 5% discount on some goods. By forward planning, Jessica has been able to purchase 2 photocopiers that have been superseded by a new model. The older model still performs all the functions of the new model but doesn’t have the digital screen.

Jessica

So which Administration Assistant?

 

Answer: Let’s hope you said Jessica!

 

Now tryTask 7

This is the end of Topic 4.  Now try Topic 5