1 Introductions  Jeff Bailey PhD, PMP – Practice Manager, CherryRoad –Project lead, Team Georgia Marketplace™ for four years –Responsible for facilitating change management and user adoption –20 years of organization development and training experience

August 13, 2012 National Association of State Auditors Comptrollers and Treasurers CherryRoad Implementation – Team Georgia Marketplace Seattle, WA Shared processes to capture statewide spend

3 CherryRoad State Projects

4 Agenda  Overview - Team Georgia Marketplace™  Culture Change  Accomplishments  Benefits –Unified procurement processes –Unified view of spending across agencies –Streamlined the requisition process –Maintained controls on P-Card spend –Reduced paper use  Summary

5 Overview – Team Georgia Marketplace™  A project created by the Commission for a New Georgia (CNG) following an assessment of the State procurement processes.  The CNG recommended a project that would accomplish the following… Centralize and automate the capturing and collection of core procurement information to better leverage state spend. Promote a more open government marketplace by providing the state procurement professionals, state vendors, and end users an array of online self-service and collaboration tools. Provide the electronic sourcing tools and workflow required to streamline the State’s procurement processes. Provide electronic controls and evaluation tools to support the State’s procurement performance management processes. Create the structure to centrally manage state-wide procurement contracts and associated documentation from contract creation through termination. Integrate eProcurement processes with the state financials and asset management.

6 Overview – Team Georgia Marketplace™  The basic themes of Team Georgia Marketplace Consistent data Consistent tools Consistent processes Consistent message Consistent language Consistent skills “Singing from the same song sheet”

7 Overview – eProcurement, the TGM Core Provides non-procurement professionals with self-service mechanisms for supporting steps for buying goods and services  Drafting purchase requisitions  Accessing catalog content  Identifying suppliers  Obtaining approval for purchases  Managing spending to a budget  Communicating purchase orders to suppliers Goes beyond the purchasing modules of financial suites and ERP

8 Overview – Team Georgia Marketplace™ eProcurement P-Card Reconciliation And Approval Strategic Sourcing Contract Management Online Catalogs eSupplier Self Service Portal

9 Culture Change  The project requires agencies to perform procurement functions in a different way and in a standard way.  Team Georgia Marketplace™ requires behavior change. –Required strong leadership –Communicate, Communicate, Communicate –Used a pilot to test application –Trained users based on roles –Created a user group –Started measuring processes

10 Accomplishments  Since the Team Georgia Marketplace™ launched in Jan, 2009… FY2009 – FY2012 Q3 Agencies35 agencies live Users5850 Suppliers30,500 Spend Capture (Sourceable and Addressable) - 61 punch out catalogs hosted catalogs FY2012 spend thru Jun 30 $2.23 billion FY2011 $1.6 billion FY2010 $1.5 billion

11 Benefits of Team Georgia Marketplace™  Unified procurement processes  Unified view of spending across agencies  Streamlined the procurement process  Maintained controls on P-Card spend  Reduced paper use

12 Benefits of Team Georgia Marketplace™  Unified procurement processes, eliminating the need for multiple legacy systems –Retired the legacy vendor registration portal with eSupplier Connect –Streamlined the P-Card management process –Eliminated some agency home grown systems

13 Benefits of Team Georgia Marketplace™  Provided a unified view of spending across agencies, enabling the state to negotiate contracts and volume discounts –Identify industry category candidates for Statewide Contracts (SWC) by analyzing spending habits of the State –Provide crucial data in the development and evaluation of cost sheets; Analyze purchasing habits of customers and selling habits of suppliers Spend data was crucial in the development and calculation of SWC –forecasted benefits $20,669,694 for FY2012 –contracted benefits as of Jun 30 was $23,600,000 for FY2012

14 Benefits of Team Georgia Marketplace™  Streamlined the procurement process…UNDER the no bid limit –All agencies use the same process, beginning with online requisitions –Requisitions from virtual catalogs are pre- populated with contract information needed in order to track the spend –Requisitions are routed electronically, approvers are notified via and can approve, change, or deny a request –P-Card can be used as a payment option within the process –Requestors can check status of their request online –Purchase orders are dispatched electronically

15 Benefits of Team Georgia Marketplace™  Streamlined the procurement process…OVER the no bid limit –Bid posting and responding is performed electronically –Bid, review, and assess bids is submitted online –Bid awards are completed online –Contracts are built as a by-product of award process and tied to purchase orders –Contracts functionality includes management tools for evaluation and follow up

16 Benefits of Team Georgia Marketplace™  Maintained necessary controls for purchase cards without sacrificing efficiency –Use of the P-Card is transparent in the system –Card holder and other designated approvers are automatically included in the approval process for P-Card purchases through the automated workflows

17 Benefits of Team Georgia Marketplace™  Reduced paper use –Eliminated the stacks of paper that had to be compiled to created the monthly P-Card vouchers –Eliminated custom forms and applications created by agencies for requesting goods and services –Audits are able to be performed online rather than using print outs of documents

18 Summary  The State of Georgia now has much more intelligent, meaningful and consistent data to assist in making purchasing and contract decisions  Reinforce purchasing behavior through monthly user group sessions and “Health Check” visits  One last large agency to deploy in FY ‘13 and FY ‘14