Hello all,
I’m searching a way out of this situation:
I’m a quality technician, my job is to implement a QMS (Quality manager -calling him QM- is also manager of another department, and as his human resources in this other department are scarce, he is full-time working for this dept, and I’m more or less by myself).
I’m trying to make a purchasing procedure, but as we have no purchasing dept, and we are a small company, nothing is really official. I have to start from scratch. Sometimes, purchases are made without a PO, with their own credit card, and the amount spent is then added in an « expense account» which is paid back to the employee with the payroll. So, Administration director (call him AD) has no control on what is purchased until it’s too late.
The problem: I tried to write a first version of this procedure, stating that each purchase should be done with 3 submissions (with few exceptions) and a PO. It will bring a lot of work to people already with an important workload (including QM). I informally spoke with QM about that and he told me to change the procedure to something more «chill», like you need to do the 3 submissions and PO for everything that costs more than 200$, or that is purchased with the company’s credit card. Made the changes to the procedure, as I get his point.
Came the time to speak to the AD about the purchasing procedure. He said that there is no way we could do that because of the fact that he can’t check what everyone is buying with the company’s money if they buy with the «expense account» thing. He could trust some of the employees (like QM) with this system but some will abuse it.
What I’ll probably do: try to do a meeting with both QM and AD, and see what will come out of that.
What do you think about this situation?
Should the PO be mandatory (I could say that the 3 submissions thing is limited to the 200$+ purchases)?
Any advices?
Ps: I always seem to get between two very different opinions each time I try to do something. I can understand both parts but they always try to «pull the blanket towards them». It’s usually: «you should be doing this, or do something more» vs «I know i should, butI don’t have the time to do so»…
Ps2: i know you will say there is a problem with leadership, i'm trying to go with it...
I’m searching a way out of this situation:
I’m a quality technician, my job is to implement a QMS (Quality manager -calling him QM- is also manager of another department, and as his human resources in this other department are scarce, he is full-time working for this dept, and I’m more or less by myself).
I’m trying to make a purchasing procedure, but as we have no purchasing dept, and we are a small company, nothing is really official. I have to start from scratch. Sometimes, purchases are made without a PO, with their own credit card, and the amount spent is then added in an « expense account» which is paid back to the employee with the payroll. So, Administration director (call him AD) has no control on what is purchased until it’s too late.
The problem: I tried to write a first version of this procedure, stating that each purchase should be done with 3 submissions (with few exceptions) and a PO. It will bring a lot of work to people already with an important workload (including QM). I informally spoke with QM about that and he told me to change the procedure to something more «chill», like you need to do the 3 submissions and PO for everything that costs more than 200$, or that is purchased with the company’s credit card. Made the changes to the procedure, as I get his point.
Came the time to speak to the AD about the purchasing procedure. He said that there is no way we could do that because of the fact that he can’t check what everyone is buying with the company’s money if they buy with the «expense account» thing. He could trust some of the employees (like QM) with this system but some will abuse it.
What I’ll probably do: try to do a meeting with both QM and AD, and see what will come out of that.
What do you think about this situation?
Should the PO be mandatory (I could say that the 3 submissions thing is limited to the 200$+ purchases)?
Any advices?
Ps: I always seem to get between two very different opinions each time I try to do something. I can understand both parts but they always try to «pull the blanket towards them». It’s usually: «you should be doing this, or do something more» vs «I know i should, butI don’t have the time to do so»…
Ps2: i know you will say there is a problem with leadership, i'm trying to go with it...