West Virginia Purchasing Department reports $1.3M savings with process improvements

The Berkeley County Schools Board of Education meeting on April 30, 2025, spotlighted significant advancements in the district's purchasing department, emphasizing a commitment to financial efficiency and compliance. The department reported impressive savings, totaling over $1.3 million this fiscal year alone, which underscores its role in supporting student learning through responsible financial stewardship.

Director of Purchasing, who presented at the meeting, detailed the department's operations, highlighting the processing of approximately 4,000 purchase orders annually and the management of a $93 million budget. The director noted that the department has implemented new tools and systems to streamline operations, including a dashboard for tracking purchase orders, which replaces outdated methods involving cumbersome dot matrix printers.

A key focus of the discussion was the need for modernization within the purchasing process. The director advocated for hiring additional staff to manage the increasing volume of purchase orders, particularly as the district transitions to a more efficient web-based requisition system. This change aims to eliminate outdated practices and enhance compliance with state and federal regulations.

Board members raised questions about the effectiveness of the current purchasing strategies, particularly regarding vendor relationships and the potential for cost savings through cooperative purchasing agreements. The director assured the board that the department consistently seeks competitive pricing and has successfully negotiated lower costs for essential supplies, such as educational materials.

In conclusion, the meeting reinforced the purchasing department's critical role in ensuring the judicious use of taxpayer funds while enhancing educational resources. The board is expected to consider the recommendations for staffing and system upgrades in future discussions, aiming to further improve operational efficiency and support for the district's educational mission.