UTMB Management Responsibilities Handbook

Resource Departments

Vice President Business & Administration (VPBA) - Support Services

Logistics - Acquisition

The Acquisition department is responsible for management of the acquisition process at UTMB to insure efficient and cost-effective procurement of materials, supplies and services required to support UTMB’s health care and academic mission. The department operates under the frame-work of Texas State law, General Service Commission (GSC), and the Board of Regents Rules and Regulations, and institutional policies and procedures. Its primary services are:

• Acquisition planning assistance
• Customer/supplier education programs
• Order processing
• Historically Under-utilized Business (HUB) Program

Additionally, the department defines and implements the system and guidelines for acquisition at both the central and delegated purchasing levels, providing documentation, education, and process review.

Fleet Services

The Fleet Services area provides UTMB owned vehicle maintenance, fuel acquisition, long and short term vehicle leases, insurance, and driver education and verification. Van leases are available for UTMB business travel from Enterprise Rent-A-Car through the State of Texas rental car contracts, by local agreement with Fleet Services. Its primary services are:

• Car repairs and maintenance
• Leases and rentals
• Driver education

Distribution

The Distribution area consists of Central Receiving, Delivery, Mail Services, US Post Office and Records Management. Distribution is responsible for all storage, movement and disposition of parcels, packages, equipment, supplies, mail, surplus equipment, records, and out-bound shipping at UTMB. In addition Distribution operates the contract US Post Office located on the first floor of Rebecca Sealy. Its primary services are:

• Delivery of packages and mail items
• Surplus equipment storage and auction
• Shipment of returns to vendors
• Post office customer window
• Customer education
Records Management is listed separately in this section.

Supply Management

The Supply Management department provides materials warehousing and management of the Omnicell replenishment process for on and off campus locations. The department provides online purchase of inventory items and customer billing. During weather emergencies the department provides for the acquisition and delivery of dry ice and liquid nitrogen, and keeps emergency supplies available in the warehouse location on 14th & Strand. Supply Management has forged a close relationship with UTMB clinical areas through the dedicated Clinical Buy team and the development of formulary supply contracts. Its primary services are:

• Inventory sales
• Clinical acquisitions
• Research supply contract management
• Formulary contracts management
• Emergency supplies

Records Management

The Records Management area is responsible for ensuring that the University of Texas Medical Branch’s records are properly maintained throughout their life cycle ?from creation or receipt in the office, to storage in the Records Center, and ultimate disposition. Its primary services are:

• Maintenance of the master records retention schedule (RRS)
• Identification and protection of records from loss through a vital records protection program
• Use of imaging technologies (microfilm, optical disk) to capture vital and long-term    retention records
• Monitoring the retention and eventual destruction of records
• Consultation on records issues, including filing system evaluation, file conversions and    relocations and special projects
• Management of the records center, an off-site records storage facility that provides secure,    low-cost storage for inactive university records

An important piece of the records management program involves training department-appointed records coordinators on all aspects of the records retention schedule, including how and when to send records to storage at the records center.

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