Process and Performance
 
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 State Purchasing - Process & Performance  
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Process Improvement Audit Reports
  Every year, the Department of Administrative Services (DOAS) leadership creates and approves an audit plan for all agencies, colleges and universities of the state. DOAS Process Improvement conducts two forms of reviews, Compliance and Purchasing Card audits. The benefits of these audits include:

Arrow Determining if procurement activities are compliant with State of Georgia Procurement Laws (O.C.G.A. 50-5) and the Georgia Procurement Manual
Arrow Identifying risks or risk exposures and establishing effective strategies for mitigating risk
Arrow Determining if the level of procurement performance is satisfactory
Arrow Improving procurement performance so that entities can procure at higher thresholds
Arrow Monitoring Purchasing Card activity helps with early detection of fraudulent transactions
Arrow Evaluating spend to identify areas where agency contracts will result in cost savings
Arrow Helping to ensure ongoing timeliness and relevance of policy, procedures and training

TypeTitleDescriptionRevision Date

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Leading Practices
  Another important reason to conduct audit reports is to identify, benchmark, and share superior performance with other state entities. DOAS Process Improvement records leading practices in the form of Customer Service Q&As and Procurement Tips, which are housed in the Georgia Purchasers Collaboration Library.

Click here to Access leading practices in our Georgia Purchasers Collaboration Library.
   
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Self-Audits / Process Improvement Tools
  DOAS currently offers two self-audit courses - one for Procurement Compliance reviews and another for Purchasing Card reviews - structured for APOs/CUPOs, buyers, and Purchasing Card Administrators, Coordinators and Cardholders. The classes teach state entities how to conduct audits using State Purchasing tools and practices. The “How to Conduct a Self-Audit (Purchasing Card)” course is optional, while the “How to Conduct a Self-Audit (Compliance)” is mandatory for basic Georgia certification. However, both courses are conducted to ensure that performance is consistent throughout the state.

Review the State Purchasing Training schedule

DOAS offers Process Improvement tools that can be used for proper oversight of Purchasing transactions and activities.

TypeTitleDescriptionRevision Date
collapse Compliance Tools
IconGPR WorkbookUsed to identify solicitations and posting events for compliance to the Georgia Procurement Manual (GPM) and the Official Code of Georgia 50-5 (O.C.G.A.).4/1/2011
IconPO WorkbookUsed to identify purchase orders for compliance to the Georgia Procurement Manual (GPM) and the Official Code of Georgia 50-5 (O.C.G.A.).4/3/2011
IconGPR Analysis ChecklistComprehensive list of questions pertaining to managing GPR compliance.9/22/2011
IconInternal Controls Analysis ChecklistComprehensive list of questions pertaining to managing internal controls for compliance. 9/20/2011
IconPayables Analysis ChecklistComprehensive list of questions pertaining to managing internal controls for compliance. 9/20/2011
IconPO Analysis ChecklistComprehensive list of questions pertaining to managing purchase orders for compliance. 9/22/2011
IconInternal Controls ScorecardExcel tool that allows the reviewer to evaluate internal controls for their entity and determine if there are any findings by specific risk criteria: Policy/Law Violations, Performance Issues, Poor Judgment. 4/1/2011
IconPurchase Order ScorecardExcel tool that allows the reviewer to evaluate purchase orders and determine if there are any findings by specific risk criteria: Policy/Law Violations, Performance Issues, Poor Judgment. 9/2/2011
IconRequest for Proposal ScorecardExcel tool that allows the reviewer to evaluate Request for Proposals and determine if there are any findings by specific risk criteria: Policy/Law Violations, Performance Issues, Poor Judgment. 4/1/2011
IconRequest for Quote ScorecardExcel tool that allows the reviewer to evaluate Request for Quotes and determine if there are any findings by specific risk criteria: Policy/Law Violations, Performance Issues, Poor Judgment. 4/1/2011
IconSole Source ScorecardExcel tool that allows the reviewer to evaluate Sole Source notices and determine if there are any findings by specific risk criteria: Policy/Law Violations, Performance Issues, Poor Judgment. 4/1/2011
IconInstructions for NIGP Summary ToolInstructions for using the NIGP Summary Tool with purchase order query data in order to compare the industry NIGP descriptions to the NIGPs and descriptions entered on purchase orders for accuracy.
IconNIGP Summary ToolTool to be used with purchase order query data for detecting and correcting incorrect NIGP codes used on purchase orders.
IconDesktop Audit RequirementsGuide for reviewers to use in retreiving procurement activities in order to complete a self-audit of their state entity compliance and performance levels.
collapse P-Card and Compliance Tools
Icon7 Stages for Open Entity ContractsGuidance for applying the 7 stages to creating, bidding, and awarding Open Entity Contracts
IconExcel Pivot Tables (2007)Instructions for creating pivot tables in Excel 2007.
IconExcel Pivot Tables (2003)Instructions to create pivot tables in Excel 2003.
collapse P-Card Tools
IconGeorgia MCC GroupsReport of all State-authorized groups and the MCC’s in those groups.3/24/2009
IconPurchasing Card Documentation ChecklistWord document designed to provide a quick reference for the types of documentation required for common transactions.5/21/2013
IconPurchasing Card Audit GuideComprehensive guide for evaluating the purchasing card program. Contains instructions for use of all self-audit tools found on the SPD web site. 6/11/2013
IconVendor Spend Analysis TemplateSpreadsheet designed to rank spend by supplier and by Merchant Category Code. In order to use this workbook, download the file and “Save As” an Excel 2007 or higher macro-enabled workbook. Instructions are in the P-Card Audit Guide.12/17/2012
IconSpending Limits Analysis TemplateSpreadsheet holds spend for up to 12 cycles. Formulas display statistics for each cardholder for the 12 cycles. In order to use it, download the file and “Save As” an Excel 2007 or higher file type. Instructions are in the P-Card Audit Guide.12/17/2012
IconTraining Evaluation ChecklistChecklist provided to determine if an Entity conducts adequate training for: 1. personnel involved in program administration, 2. personnel responsible for supervisory review of transactions, and 3. cardholders. 6/5/2012
IconPolicy Risk Evaluation (Excel 2003)Policy evaluation checklist in Excel format that rates a policy as a high, medium, or low risk that card program personnel do not have adequate guidance.5/31/2013
IconCard Usage Review WorkbookSpreadsheet designed to hold the “Card Status” report directly from Works Payment Manager. The spreadsheet helps to identify cards that have not been used within a specified number of days. Instructions are in the P-Card Audit Guide.5/21/2013
IconInternal Controls QuestionnaireExcel tool designed to evaluate the internal controls over the purchasing card program. Works best when downloaded and saved as Excel 2007 or higher.5/16/2013
   
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Vendor Performance Report (VPR) System
  The VPR will allow agencies, colleges & universities, and local government to file vendor performance issues more efficiently through electronic means. This system will eliminate the need to fax or mail hard copies to the affected vendor and State Purchasing. You will have the ability to cut and paste text in the comment field. However, non-text information such as pictures, graphs, etc., must be sent through conventional means. The VPR is designed to capture both positive and negative vendor performance issues. The Vendor Performance Report system is accessible through the Georgia Procurement Registry (GPR), State Purchasing Bid Posting System. Click on Vendor Performance Report under the Government Unit Information heading. For questions and concerns, please email procurementhelp@doas.ga.gov or call (404)657-6000.

File vendor performance issues via the Vendor Performance Report SystemLink Opens in New Window.
   
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How’s My Service?
  State Purchasing welcomes your feedback. If you have any questions or comments, please send them to StatePurchasing@doas.ga.gov or complete our online How’s My Service?Link Opens in New Window form.

Note: All user Information is kept strictly confidential and is used solely for the purpose of contacting you, if necessary.




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