Procurement Department F&A Advisory Committee February 20, 2013.
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Transcript of Procurement Department F&A Advisory Committee February 20, 2013.
Procurement DepartmentF&A Advisory Committee
February 20, 2013
E-Procurement/Process ClarityE-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 ClarityE-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 ClarityE-Procurement/Process Clarity
BuyWays Project Schedule Update
Focus Group Testing February 5th – 7th
(Biology, Psychology, Facilities, Athletics, HR)
PO/AP Core Group Testing February 19th – 20th
Focus Group Training March 11th – 22nd
Focus Group Go Live April 1st
Campus Training May - June
Full Campus Roll-out TBD (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 8.08.0 Entering Purchase Requisitions for Services less than or equal to $10,000
Line 1
Scope of Services defining the specific duties and responsibilities, if less than or equal to $10,000.
Period of Performance for which the services are to be engaged, with a beginning and end date, and
Rate that will be compensated for services rendered. e.g., hour, week, semester, project, etc.)
E-Procurement/Process ClarityE-Procurement/Process Clarity
E-Procurement/Process ClarityE-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 ClarityE-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 ClarityE-Procurement/Process Clarity
More robust explanation on denials needed
BuyWays, new comment tool
E-Procurement/Process ClarityE-Procurement/Process Clarity
E-Procurement/Process ClarityE-Procurement/Process Clarity
E-Procurement/Process ClarityE-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- 18-20 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 Procurement Purchase Order Report Card July 2012-Dec. 2012Card July 2012-Dec. 2012
# of Orders Amount
Total # of POs 3011 $22,481,635.56
Number of PO by $ amount
Metrics Utilized for PO Report CardMetrics Utilized for PO Report Card
PO by Object Class – July 2012- Dec. 2012
PO by Class # of orders Amount
EE (Admin Expenses) 1333 $4,967,152.90
FF (Facilities Operation) 591 $2,782,542.64
GG (Energy Cost) 32 $3,470,246.29
HH (IC, CS, USC) 342 $2,983,034.86
JJ (Operational Services) 302 $841,938.62
KK (Equipment Purchases) 16 $241,682.26
LL (Lease, Pur., Rent/Equip.) 68 $224,249.40
MM (Study Abroad/Stipend) 17 $118,137.58
NN (Construction, Improv.) 182 $3,885,623.67
UU (IT Expenses) 128 $2,967,027.34
Grand TotalGrand Total 3011 $22,481,635.56
Metrics Utilized for PO Report CardMetrics Utilized for PO Report Card
Total number of POs processed – July 2012- Dec. 2012 Goods, Services and Sub-Awards
# of PO Percentage Amount
Less than or equal to 5 days 2495 83% $16,827,080.48
More than 5 days 516 17% $5,654,555.08
Total Orders 3011 $22,481,635.56
ProcardProcard 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
http://www.umb.edu/administration_finance/contracts_compliance/procurement/purchasing
ProcardProcard
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
OTHEROTHER
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?
OTHEROTHER
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
QuestionsQuestions