|
Information Classification for Purchasing
| Information Owner: |
Director of Purchasing & Sponsored Programs
Administration |
| Office Responsible for system: |
Purchasing |
| Data Steward: |
Hans Sigg |
| Date: |
August 2002 |
Purchasing Related Information:
Purchasing maintains information related to Procurement of goods and services and its companion functions (receiving,
inventory, distribution, payments and reporting).
Purchasing data resides in the new Ariba application, the legacy mainframe applications and in a departmental database. Purchasing information includes but is not limited to description of item, serial #, inventory #, vendor name, address,
buyer code, SPSC code, account #, ship to information.
Most Purchasing information is sensitive, however certain data is considered restricted.
| Information
Name |
Description |
Classifications |
| Public |
Sensitive |
Restricted |
| Vendor Demographic Data |
Name, address, codes for Minority, Small
Business Info |
|
X |
X
Ghosted PCard # and Dept PCard # |
| Vendor Product Data (catalogs) |
Product, Services and Pricing |
|
X |
|
| RFP, Bids |
Information about Requests for Proposal,
Bids, and results of the Bids |
X
Results of bid |
X
Information gathering stage |
X
Pricing info submitted to supplier |
| Commodity Code |
Code number, description and mapping
of the SPSC code to object code |
X |
|
|
| User Profile |
Information about the user (name, role,
permissions, .)
Except SSN used for initial validation |
|
X |
X
SSN |
| Purchase Order Data |
Supplier name, commodity code, buyer
code, description of item, quantity, unit price, total, shipping
information (ship-to address and name of staff member to ship to),
etc. |
|
X |
X
Dept Card # |
| Purchasing Card #'s and Ghosted
P Card #'s |
The Pcard number is associated with the
accounting data in Ariba, but it's
also tied to the Purchase order (especially when orders are sent
out to the suppliers via fax and email, the credit card number is
on the order). |
|
|
X |
| Receipt Info |
Product accepted or rejected. |
|
X |
|
|
