Class Materials

Introduction: Purchasing Services provides a variety of training to departments and vendors and is responsible for much of that training as well as the class materials.

Classes: Maintain a box of material for each different class. In each box is a master copy of the packet for that class and any overhead transparencies. Gather all the documents and handouts, flyers, cards, etc. for the particular class and assemble them according to the master packet.

Before you start, you should check with the buyer in charge of the class to make sure the master packet is up to date. They will make any modifications to it -- do this before you start making up the packets.

Contact Training Services at 626-1373 to find out when and where the class is to meet, and how many people are registered to take the class. They will send you an updated schedule of classes. A small group of buyers rotate the duty of handling the Basic Purchasing Class. You might want to confirm your schedule with the buyers so you both agree as to when the classes are scheduled. Be sure the buyer gets the assigned class scheduled on their calendar.

You can make up the class packets in advance. Check the supply of packets well before the class is scheduled. It's a good idea to have about 20 or 25 packets already made up, so that if you find out that a class is scheduled that you weren't aware of, at least you're ahead of the game already by having some packets already made up. One word of advice, though: don't make up too many packets. The material changes frequently, and you might have to destroy a lot of materials if you make up too many. The day before the class, give the Handout Packets and any overhead transparencies to the assigned presenting buyer.

If you have questions, see the buyer responsible for the class.

Basic Purchasing Class
  1. Keep class materials current and print out data, order supplies, and put together folders and transparencies. Schedule and rotate buyers to be at the class. Class can run monthly or every other month depending on demand.
  2. The class materials must be updated with current information in Word before printing from the color printer. The material is then sorted in page number order, 3-hole-punched, and put in 3-ring color folders. Included in the folder is a pocket for the Purchasing Buyer category card. On the front of each folder, put a label with the title - Basic Purchasing.
  3. With each update, the transparencies need to be updated and printed from the color printer as well.
  4. Every few months, check the Training Services website for dates and times of new classes. Type up a new schedule and give to the buyers. Also schedule the class on their electronic calendars. Each buyer rotates at turn at going except the Travel Buyer, the FM Buyer, and the U Stores Buyer.
  5. When the folders are done, bring them along with the transparencies to the the buyer's office and remind them about the class. Each class has 20 registrants, so get 20 folders, or more, ready before each class. Transparencies are used on the overhead projector provided by Training Services. Remember to get the transparencies and unused folders back from the buyer to use for the next class.

Management Level Purchasing Class
  1. Keep class materials current and print out the data for this class. Put materials together, updating for changes, ordering supplies, locating equipment, scheduling a room, ordering snacks if needed, and other miscellaneous tasks that might be included. Keep adequate supplies on hand to cover two or more classes.
  2. The Director of Purchasing, along with the Technology buyer presents this class. The class is put together periodically as needed. The class can be held here in Purchasing in the larger conference room, or can by given on-site as desired.
  3. Usually a class must have at least 6 people signed up before scheduling. The class time is around 2-3 hours long. A 3 ring binder holding another small binder is given to each person. The presenters have copies of these binders as well.
  4. The handout material has been arranged on a PowerPoint Presentation with 2 screen per page.
  5. Keep a log of all the classes presented with the names of all attending staff along with their department and area number.
  6. Materials include a sheet for the attendee to apply for CE Credit for attending the class. These need to be collected and forwarded to CEE.
See also Vendor Orientation for other class materials.

Procedures Home
Alpha Index
Categorical Index

Last Revised: February 12, 2002
©2001 Regents of the University of Minnesota
The University of Minnesota is an equal opportunity educator and employer