Self Assessment of Purchasing Department/Function
1Self Assessment of Purchasing Department/Function
Organization Name: __________________________
Date of Self Assessment: ___________________
Person Performing Assessment: _________________
Purpose and Scope
The major objectives of this self assessment are to:
Obtain a sufficient understanding of the Purchasing System and related internal controls (including manual and computerized activities) in order to determine purchasing system deficiencies and shortcomings, which may be resolved through training and/or outside assistance. This requires that the assessment evaluate the adequacy of the organization’s policies and procedures, whether they have been implemented, and if they are working effectively.
Yes No Quality Assessment
1. Are Purchasing System internal controls written?
2. Are internal controls understood and practiced?
3. Does the organization periodically review its
purchasing department/function?
4. Does the organization have written purchasing
policies and procedures?
5. Does the organization have organization charts
depicting the functional areas responsible for the
various purchasing preaward and contract administration
processes?
6. Does the organization have purchasing system
flowcharts providing a pictorial overview of
all manual and computerized preaward and postaward
processes?
.
7. Does the organization maintain an automated
purchasing system?
8. Does the organization have a written ethics policy?
8. Does the organization periodically conduct
training (in-house or otherwise) to ensure
the integrity of the purchasing system?
9. Is purchasing management organizationally
independent in order allow it to operate at maximum
effectiveness and make objective decisions?
10. Do the purchasing files contain the following:
(a) The purchase order?
(b) The purchase requisition?
Including the following:
(1) In-house estimate?
(2) Statement of Work/Specification?
(c) The solicitation?
(d) Supplier bids/proposals/quotes?
(e) A bid tabulation sheet?
(f) Source selection explanation?
(g) Correspondence between the purchasing department
and bidders?
(h) Evidence of price/cost analysis?
(i) Documentation of negotiation?
(j) Delivery Documentation?
(k) Inspection Documentation?
(l) Payment Documentation?
(m) Departmental and management approvals?
11. Does the organization select the most responsive
and responsible sources for required
goods and services in order to obtain the most
reasonable prices from sources that meet quality and
delivery requirements?
12. Does the purchasing department/function perform
make-or-buy and lease purchase analysis?
13. Does the organization maintain historical records
of goods, services, and suppliers?
14. Does the organization conduct market surveys?
15. Does the organization have a current supplier
performance rating system?
16. Does the organization conduct price analysis
on every procurement?
17. Do files show evidence of cost analysis when
required/appropriate?
Is there evidence that the organization negotiates
and takes advantage of quantity and prompt payments discounts?
19. Is there an adequate and timely purchase order
and contract close-out system?
Is the purchasing department/function a strong
member of the organization’s “cost-cutting team”?
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