Procurement Department F&A Advisory Committee February 20, 2013

E-Procurement/Process Clarity Updates on BuyWays - Project Goals  System Wide Initiative (across all 5 campuses)  Improve the quality of service to departmental users by providing an intuitive, user friendly procurement tool.  Streamline the Procure-to-Pay process.  Direct spend to University contracts and preferred vendors.

E-Procurement/Process Clarity  Provide detailed, item level spend visibility by campus and by department to improve spend analysis capabilities and facilitate future negotiation.  Improve sourcing efforts to fully leverage the purchasing power of the five campuses and President’s Office.  Increase electronic transactions for purchases made from preferred vendors.

E-Procurement/Process Clarity BuyWays Project Schedule Update Focus Group Testing February 5 th – 7th (Biology, Psychology, Facilities, Athletics, HR) PO/AP Core Group TestingFebruary 19 th – 20th Focus Group TrainingMarch 11 th – 22 nd Focus Group Go LiveApril 1 st Campus TrainingMay - June Full Campus Roll-outTBD (July) Monthly Newsletter

Training – entering requisitions—specifics on descriptions policy -  Purchase Requisitions for Services less than or equal to $10,000 Policy on Services – Paragraph 8.0 E-Procurement/Process Clarity

Line 2 - Travel and Expenses If the contract includes reimbursement for travel and expenses then it must be stated on line 2 of the requisition (e.g. reimbursement for pre-approved travel, telephone charges, copying charges, express mail charges, etc.)

E-Procurement/Process Clarity State contracted vendors not always best price  Leverage buying  Other Benefits  Delivery  Protections  Contact Procurement Limit of $5,000 needs to be increased  Contract Vendors  Board of Trustees Policy

Board of Trustees Policy Guidelines Exceptions to Competitive Procurement Subject to the Procurement Policy, the procurement of materials, goods, Commodities, leases, licenses, or services without advertising or some Competitive procurement process should be limited to:  Purchase of materials, goods or commodities less than $5,000 in value.  The best over-all value based on a minimum of three quotes for procurement of goods or operational services between $5,000 and $25,000 in value. E-Procurement/Process Clarity

More robust explanation on denials needed BuyWays, new comment tool E-Procurement/Process Clarity

Vendors – list of commonly used vendors on contract-  Vendors will be in one place on BuyWays  Will prepare list Flexibility in choice of vendors-  Catalog vendors on BuyWays by Go-Live date  100s of Contract vendors on BuyWays  Public money being utilized Consistency in answers and customer service-  Comments feature of BuyWays  Improved History through BuyWays  Elevate to me  Report Card

Procurement Purchase Order Report Card July 2012-Dec # of OrdersAmount Total # of POs3011$22,481, Number of PO by $ amount

Metrics Utilized for PO Report Card PO by Object Class – July Dec PO by Class # of ordersAmount EE (Admin Expenses) 1333$4,967, FF (Facilities Operation) 591$2,782, GG (Energy Cost) 32$3,470, HH (IC, CS, USC) 342$2,983, JJ (Operational Services) 302$841, KK (Equipment Purchases) 16$241, LL (Lease, Pur., Rent/Equip.) 68$224, MM (Study Abroad/Stipend) 17$118, NN (Construction, Improv.) 182 $3,885, UU (IT Expenses) 128 $2,967, Grand Total 3011 $22,481,635.56

Metrics Utilized for PO Report Card Total number of POs processed – July Dec Goods, Services and Sub-Awards # of POPercentageAmount Less than or equal to 5 days %$16,827, More than 5 days 51617%$5,654, Total Orders 3011$22,481,635.56

Procard Back up for Procard administrator-  Emergency – Buyer (CH), AVC (DM)  Deputy Director Position Clearer policy/procedures on Procard-  UserGuide, forms & job aids available on-line  Procard Activity Log (PAL) implemented July 2011  Attend the Procard Refresher/Reallocation Workshop  Offered monthly since February 2009 Procard website /procurement/purchasing

Procard Procard policies are geared toward making the card obsolete, should be more efficient-BuyWays interface  University Driven Policy  Only catalog vendors contracted items will be restricted on the Procard  Example of items not on BuyWays »Conference Registrations »Publications »Most Business meeting expenses »One time repairs Helpful assistance with Procard administration and audits-  Working with Controller’s Office

OTHER New process brought to F&A group first  Will do Streamline Account code list – where to go for correct account codes  Object Codes A-D updated & on Controller’s website  Object Codes E-U presently being updated Sole sourcing – not sure what information is needed in finding 3 bids  Instructions for No-Bid Justification form to be developed  Training Standardized templates for consultants/contractors for justification area  No Bid Justification Form, Contract for Services?

OTHER User-friendly forms and terms-  PO terms Legal/PC reviewing  No Bid Justification form being reviewed Staff traveling to Shrewsbury impacts service to departments-  BuyWays travel to Shrewsbury will decrease after go live. Additional resources in procurement for legal issues-  Additional attorneys have joined Legal Department Cell phone policy -  IT Initiative-mobilization optimization

Questions