HomeMy WebLinkAbout05.a. Receive Information on Change to the Organizational Structure for the Purchasing and Materials Services Management FunctionPage 1 of 3
Item 5.a.
F__1_448�411C_S0
December 6, 2022
TO: ADMINISTRATION COMMITTEE
FROM: TEJI O'MALLEY, HUMAN RESOURCES AND ORGANIZATIONAL
DEVELOPMENT MANAGER
REVIEWED BY: PHILIPLEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION
ROGER S. BAILEY, GENERAL MANAGER
SUBJECT: RECEIVE INFORMATION ON CHANGE TO THE ORGANIZATIONAL
STRUCTURE FOR THE PURCHASING AND MATERIALS SERVICES
MANAGEMENT FUNCTION
In October, a change in the organizational structure for Purchasing and Materials Services management
workgroup was implemented. The District made this change for several reasons, including efficiencies,
optimization of resources, and the intent to continue making improvements within the function.
In the new structure, the Purchasing function is overseen by the newly established position of Contracts
and Procurement Administrator, which has been filled by the former incumbent of the Purchasing and
Materials Manager position. Now reporting to the Finance Manager, the Administrator position will allow for
closer inter-workgroup coordination and the development of efficiencies. The "procure to pay cycle" is
complex and heavily involves the new Oracle enterprise resource planning (ERP) software, requiring close
coordination and cooperation of Purchasing and Finance staff throughout the cycle. Having a single
manager oversee this process can help optimize it for staff involved as well as for internal users.
Progress has been made in improving the Purchasing function over the past few years, including the
implementation of the ERP system, updating of policy and procedures, addition of purchasing metrics
specified in the Strategic Plan, increased communication with internal users, and new staff onboarded with
an emphasis on customer service. With the Finance Manager's oversight, a new "set of eyes" will continue
to look for and implement further improvements, while the Contracts and Procurement Administrator can
now fully and more closely oversee the day-to-day operations and efforts to meet the new service metrics.
The Administrator may also focus on the implementation of certain planned improvements, including the
ERP contracts management module and efforts to maximize the efficiencies and functionality that can be
obtained from Oracle.
As part of this change, the Materials Management (Warehouse) function began reporting directly to the Director
of Finance & Administration. The Director will be assisting this group and the Plant Maintenance Division in
aligning data between the Oracle ERP and the Asset Management system, as part of an effort to optimize
inventory levels and ensure availability of needed parts.
Attached is the Administration Department Organization Chart (Attachment 1). There is no financial impact to
the District with these changes. Staff will be available at the Committee meeting to answer questions.
December 6, 2022 Regular ADM IN Committee Meeting Agenda Packet - Page 19 of 23
Page 2 of 3
Strategic Plan Tie -In
GOAL FOUR: Governance and Fiscal Responsibility
Strategy 3 - Maintain financial stability and sustainability
GOAL SIX. Infrastructure Reliability
Strategy 1 - Manage assets optimally
GOAL SEVEN: Innovation and Agility
Strategy 2 - Implement organization -wide optimization
ATTACHMENTS:
1. Administration Department Organization Chart
December 6, 2022 Regular ADMIN Committee Meeting Agenda Packet - Page 20 of 23
CENTRAL CONTRA COSTA SANITARY DISTRICT
Administration Department
General
Manager
U10
Director of Finance
and Administration
1 U20 1
Manager Finance Manager
1 M24 1 1 M24 1 'Con -tracts & Procurement
Administrator
1 S88 1
Project Manager/ Project Manager/
o. Technology Business Analyst Business Analyst
Supervisor 1 S83 1 1 S83 1
582 0 Accounting SuperviJor FCC
ounting Supervisor
1 S78 S78 1
Analyst 1/11
2 G72-G76 2
Administrator
2 G70 2
Technician Technician
2 G64 2 I 1 G64 1
October 31, 2022
38 Budgeted Authorized Positions (left)
35 Filled Positions (right)
Gov't. Rel. Mgr.
1 M29 1
Supervisor
1 S72 1
Accountant Contracts & Procurement
Specialist II
2 G67 2 2 G67 2
I
Contracts & Procurement
Accounting Specialist I
Technician III 1 G61 0 Materials Specialist
3 G60 3 3 G59 3
Sr. Community Affairs Risk Management
Rep. Administrator
1 S74 1 1 S77 1
I
I
I
Community Affairs
Representative
2 S70 2
Graphics Specialist
Specialist
1 G66 1 1 S71
Materials Coordinator I Specialist
1 G60 1
0 G57 0
Services Assistant
2 S58 1
December 6, 2022 Regular ADM IN Committee Meeting Agenda Packet - Page 21 of 23