The finance committee received an introduction to a draft system purchasing policy that the system office plans to adopt ahead of the Workday enterprise resource planning (ERP) implementation.

Sharon and the finance team described the draft as a consolidation of four or five existing policies into a single, unified purchasing policy (pages 28–37 in the committee packet). The stated aims are to strengthen controls by authorizing and encumbering funds before purchase, to improve compliance with IRS rules on gifts and awards, to centralize technology standards, and to clarify handling of hazardous materials. The policy would enable purchase orders to be used across the system, streamline approvals and make encumbrances visible at the time of authorization.

Finance staff acknowledged that implementing purchase orders and new procurement workflows will be a major change for campuses and departments and said the system office intends to provide lead time and training. The committee was told the full procurement discussion will be scheduled for the February finance committee, when trustees will have more time to 'pull up their sleeves' and review the draft in detail.

Trustees asked whether the policy discussion would be paired with broader ERP briefings; staff confirmed an ERP conversation will be held later in the meeting and again for the finance committee. No formal action was taken; the presentation was introductory and trustees were invited to review the draft and provide questions ahead of the next meeting.