1. OSU eProcurement
In this presentation, we will provide information on the OSU eProcurement Project, including:
What is the OSU eProcurement is and the functionality it includes
Why OSU is implementing an eProcurement System – the benefits of eProcurement
How the system will be implemented and maintained at OSU
Who is involved in this effort
Project team
Impact to campus
How we will be engaging the community to garner feedback, share project info and updates, provide system training and meet ongoing system user needs

2. OSU eProcurement Project Goal
To support OSU teaching, research and outreach efforts through implementation of a robust and user-friendly full procure-to-pay system that integrates and automates purchasing, payments, vendor management, sourcing, contract management and OSU spend analytics that will:
Make the processes easier, faster, effective and accessible for OSU faculty, staff and researchers.
Advance negotiation and strategic leverage of OSU’s collective buying power, allowing OSU to do more with the resources available.
Enhance transparency and accountability through automated internal controls and compliance that will better position faculty, staff and researchers with data-driven reporting.
The reason we are bringing eProcurement to OSU is to bring our procurement practices into industry standard and to approach OSU spend in an increasingly strategic manner. Currently, we lack the technology and tracking ability to fully analyze spend and position OSU to spend strategically, moving forward, including:
Absence of detailed robust spend data;
Lack of visibility into transactional details;
Risk of fraudulent orders with no standard order mechanism in place;
Inability to automate multiple regulations, policies and procedures;
Lost opportunities to leverage volume through shared purchase;
Lack of common interface and processes for vendors doing business with OSU; and
No feedback cycle to optimize current contracts and determine need for future contracts.
Our goal is to support OSU teaching research and outreach efforts through implementation of a robust and user-friendly full procure-to-pay system that integrates and automates purchasing, payments, vendor management, sourcing, contract management and OSU spend analytics that will:
Make the processes easier, faster, effective and accessible for OSU faculty, staff and researchers.
Advance negotiation and strategic leverage of OSU’s collective buying power, allowing OSU to do more with the resources available.
Enhance transparency and accountability through automated internal controls and compliance that will better position faculty, staff and researchers with data-driven reporting.

3. Benefits associated with eProcurement Systems
Automated processes
Reduced cycle times
Greater data accuracy
Increased visibility
Standardized processes
Easily accessible information
Increased use of pre-sourced catalogs
Correct and accurate approvals
Electronic payment of invoices
Better cash flow control
Efficient payment of suppliers
Based on feedback from our peers and trends in the university procurement industry, we expect many benefits from implementing the OSU eProcurement System, including:
Automated processes
Reduced cycle times
Greater data accuracy
Increased visibility
Standardized processes
Easily accessible information
Increased use of pre-sourced catalogs
Correct and accurate approvals
Reduced data input errors
Highly detailed data
Easily accessible data
Electronic payment of invoices
Better cash flow control
Efficient payment of suppliers

4. OSU eProcurement: integrated full procure-to-pay system
Need for goods
or services
eProcurement
Robust, online shopping environment
Supplier Management
Well maintained cadre of qualified suppliers
Accounts Payable
Streamlined and automated approval routing process
Contract Management
Standardized contracting for compliance, security and collaboration
Sourcing
Increased competition, accessibility and diversity of sourcing
Spend Analytics
Heightened spend analysis to maximize OSU’s strategic leverage
OSU eProcurement System
eProcurement typically means an online marketplace to purchase goods or services. However, the OSU eProcurement System six modules that brings an integrated full suite of procurement solutions, including a module called “eProcurement” that will be the OSU-branded online shopping environment, which will be the main point-of-entry to the system for most of the campus community.
The OSU eProcurement will be a user-friendly, online platform that will integrate and automate purchasing (eProcurement), payments, vendor management, sourcing, contract management and OSU spend analytics.
eProcurement software offers a one-stop shopping environment for all goods and services; very customizable and scalable based on the needs of the University; brings powerful vendor catalogs and punch out functionality for an intuitive online shopping environment. Often the landing spot. (Main module for the campus community)
Accounts Payable software leverages e-Invoicing technology, a supplier invoicing portal, and a robust advance dynamic workflow engine to fully automate the invoice process - geared at driving down invoice cycle times, adding transparency for vendors into the payment process, and automating tedious paper processes - which can lead to payment discounts.
Vendor Management software automates supplier management from discovery and information gathering through registration, qualification and selection, to risk and performance management and alerts for documentation expiration. Integration of this module with the other modules allows for supplier onboarding to be initiated early on in the procurement cycle instead of at the payment phase to automate supplier management.
Contract Management software provides end-to-end Contract Lifecycle Management, allowing stakeholders greater transparency into the contract process; a single repository for contracts; a large library of standard templates for various contracting needs; and real-time updates to contract documentation.
Sourcing software brings sophisticated tools to help create sourcing events, manage bids, and award contracts, while also offering a configurable workflow to ensure sourcing events, bids, and contracts are routed through proper stakeholders automatically. This also offers a self-service access for suppliers to easily see events, or bid opportunities and a means to create events, manage bids and award contracts automatically.
Spend Analytics software is the data analytics and reporting module that allows the university to leverage spend data to drive home cost savings for campus users. Transparency into purchases during the entire process allows administration to pursue university wide contracts and create strategic partnerships with key vendors.

5. Project Timeline Pre-Planning Aug. – Oct. 2016 Project Orientation
Nov. 2016
Project Kick-off (11/29-30/2016)
Configuration Phase I
eProcurement, Accounts Payable and Vendor Management Modules
Dec – July 2017
Phase I Pilot & Go-Live
July – Aug. 2017
Configuration Phase II
Sourcing, Contract Management and Spend Analytics Modules
Aug. – Oct. 2017
OSU eProcurement Full System Go-Live Nov. 2017
Nov. 2017
The OSU eProcurement Project will be configured, piloted, tested and will go live in an aggressive thirteen month timeline.
Huron onsite Pre-Planning (Summer 2016)
SciQuest onsite for Project Orientation with OSU Core Team and Advisory Group (11/10 & 14/2016)
SciQuest & Huron onsite for Project Kick-off (11/29-30/2016)
Configuration Phase I (Dec – July 2017)
eProcurement Module (Shopping Experience) [Go-Live Aug. 2017]
Accounts Payable Module [Go-Live Aug. 2017]
Vendor (Supplier) Management Module [Go-live June 2017]
Phase I pilot (July 2017)
Configuration Phase II (Aug. – Oct. 2017)
Sourcing Module [Go-Live Nov. 2017]
Contract Management Module [Go-Live Nov. 2017]
Spend Analytics Module [Go-Live Nov. 2017]
OSU eProcurement Full System Go-Live [Nov. 2017]

6. Faculty/Research Advisory Group Procurement/Contracting Advisory Group
Campus Engagement
Faculty/Research Advisory Group
Procurement/Contracting Advisory Group
Focus Group
Executive Steering Committee
Project Updates to Business Center, Business Affairs, and other purchasing, financial and contracting units across campus.
Listening Sessions to give the campus community opportunity to receive project updates and to share their questions, comments and opinions with the project team.
A System Training Program to provide on-going system training.
Project Team structure represents a collaborative effort among shared services, business centers, audit services, information services, and university leadership. Decision-making efforts regarding process and business decisions includes a collaborative effort across multiple units, departments, faculty and researcher.
To ensure that we give due consideration to all those who will use the system, our project management approach represents a series of advisory groups, committees and project management groups.
The Advisory Group(s) work provides guidance on issues of functionality, process, and other tactical areas.
The Focus Group provides specialized departmental knowledge on University purchasing processes.
The Executive Steering Committee provides the Core Project Team with guidance in areas of project strategy, scope, and other strategic areas.
The Core Project Team monitors the overall project and facilitates escalation and resolution of all critical project issues, utilizing guidance from the Advisory Group, Focus Group and Executive Steering Committee. Project Updates will be provided by the Core Team throughout the project to Business Center, Business Affairs, and other purchasing, financial and contracting units across campus.
Because this project will impact the purchasing efforts across the university, project development includes a very collaborative and integrated effort across numerous units/departments on campus
Listening Sessions will be provided throughout the project to give the campus community opportunity to receive project updates and to share their questions, comments and opinions with the project team.
A System Training Program will be developed to provide on-going system training opportunities to system users.
A System Layer Administrator within PCMM will serve as system help-desk to provide on-going user assistance, maintenance and upgrades to the eProcurement System.