Grants: Birds of a Feather - University System of Georgia
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Transcript Grants: Birds of a Feather - University System of Georgia
Thursday, September 19th
10:50 to 11:40
1
Introductions
John Klatt, Director of Procurement, University of
West Georgia
George Horn, Director, Business Services/CUPO,
Georgia Southern University
Debbie Lasher, Special Projects, USO
Teresa Page, GFM Support, ITS
Kurt Collins, Project Manager, USO
Andy Waligowski, Account Manager, SciQuest
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Agenda
History and Status of the GeorgiaFirst Marketplace
University of West Georgia
Implementation Experience
Data Analysis
Georgia Southern University
Implementation Experience and Results
SciQuest and the GeorgiaFirst Marketplace
Getting Started
Training Opportunities
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History of the GeorgiaFirst
Marketplace (GFM)
What is the GFM?
PeopleSoft ePro
SciQuest software (Amazon like shopping
environment)
Catalogs, contracts, items, pricing
Purpose to improve efficiency in procurement and
increase compliance with State and USG contracts
Started project in 2010 with pilot schools live in early
2011 (7 schools)
On-going rollout continuing today
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Current Status of the Marketplace
14 GeorgiaFirst Institutions Live
1133 POs in last 30 days
60+ Suppliers
223 Contracts
Hundreds of Thousands of Items on Contract
SciQuest also used by the State, UGA, GA Tech, GRU
and Georgia State
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University of West Georgia
UWG Background
Process for Rolling Out the GFM
Procurement Role
Departments
Training
How UWG Benefits from the GeorgiaFirst Marketplace
Conclusions and Recommendations
6
UWG Background
Paper “Purchase and Pay Requests” sent to Purchasing
Purchasing decided if they were a check request or PO
Purchasing created PO in PeopleSoft
Receiving by exception to AP’s e-mail notice the invoice
would be paid
UWG jointed Pilot group with strong support from
Controller backed by President’s Advisory Counsel
UWG tasked an ePro Administrator and a Non
Purchasing Trainer to implement and provided
Administrative support
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Roll Out
Get Administration Buy-In first
Attend BOR training, ePro Administrator and Training
Staff
Define Security roles for Approvers, Requesters &
Buyers
Test a few Catalog and Special requisitions, POs and
invoices in the SCITEST environment
Review existing Ship To codes and make changes
Establish Implementation/Training schedule
Setup in PeopleSoft following training
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University of West Georgia
Benefit of First Full Year Following Implementation
Catalog Acceptance
100%
90%
80%
70%
60%
Non Catalog
50%
Catalog
40%
30%
20%
10%
Jun
May
Apr
Mar
Feb
Jan
Dec
Nov
Oct
Sep
Aug
Jul
0%
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Change in PO Lines & Spend
100%
80%
60%
CPO Lines
40%
SPO Lines
20%
0%
2011
2012
2013
100%
99%
98%
CPO Spend
97%
SPO Spend
96%
95%
94%
2011
2012
2013
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University of West Georgia
2013 Numbers
YEAR
Special PO Lines
Catalog PO Lines
Catalog % of Total
Special PO Spend
Catalog PO Spend
Catalog % of Total
2011
2012
2013
5,755
6,826
9,030
483
3,902
9,176
7.7%
36.4%
50.4%
$35,288,434 $37,825,030 $38,692,355
$136,820
$1,148,758
$1,525,985
0.4%
2.9%
3.8%
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Change in Pcard Activity
Year
2011
Pcard
Transactions
% Change
Pcard Spend
% Change
2012
2013
12,522
13,297
11,145
6%
-16%
$3,236,118 $3,217,003 $3,285,973
-0.59%
2.14%
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Conclusions
Need Strong Management Buy-in
Spend a lot of time determining user/approver rolls
Schedule roll out after completing Pilot test group
Phase in slowly, only features you want, best users first
Have an active support system – BOR, other schools
Simple to use - Successful Implementation will
automate most small dollar purchases, reduce Pcard
transactions and increase POs and lines
Implementation will increase A/P activity/vouchers
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Georgia Southern University
GSU Background
Process for Rolling Out the GFM
Procurement Role
Departments
Training
How GSU Benefits from the GeorgiaFirst Marketplace
FY 13 Numbers
Conclusions and Recommendations
14
GSU BACKGROUND
Used paper requisitions prior to implementation.
Procurement created the PO in PeopleSoft
Desired to convert to online requisitioning for better
efficiency and accountability.
ePro was attractive due to the workflow element
Started implementation in 2011 with a senior buyer
assuming responsibility “part time” with little
progress.
2012 assigned one buyer “full time” ePro administrator
duties
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GSU BACKGROUND
Procurement’s Role
Oversight of the program
Training
Roles and Security assistance
Troubleshooting
Security and Roles administered by member of IT staff
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PROCESS for ROLLOUT
FY 13 - Of approx. 175 departments, selected 7 for pilot group rollout for
catalog orders
Pilot group departments were “purchasing knowledgeable” for ease
Two phase implementation after pilot group
July – Dec: training on catalog orders in GFM
Jan – May: training on Special Requests
Training:
Five sessions per week with 14 in each class
Hands on training accessing training database
FY 14
Complete conversion to Special Requests
Cut off all paper requisitions
Addressing “stragglers”, new users and refresher training
Current: Approx 150 depts using with 300 Requesters
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GFM / ePRO BENEFITS
Efficiency:
Same system for catalog and non catalog orders
BOR can only use TGM as “window shoppers”
GFM allows us to “shop and buy” in one place
Tailored catalogs (ex. Dell)
Reduces P-card reconciling efforts
Requisition routine much faster
Reduces lost requisitions
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GFM / ePRO BENEFITS
Financials:
Allows better control of spending during fiscal year end
due to encumbrances
Charges hit financial reports much faster than P-card
expenditures
Workflow:
Many approval levels available - custom
IT, Dept, Project (PI), Buyer, Amount, Assets
BOR Grant (Research Accounting)
Hazardous Materials
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FY 13 NUMBERS
4,260 purchase orders totaling $70.9M
2,190 catalog purchase orders totaling $732K
51% of orders were catalog orders
Only 1% of purchase order spend
26,111 P-card transactions totaling $8.2M
Catalog orders only 9% of P-card spend
Challenges
Way the SWCs are structured (ex. Office Supplies)
P-card “fan base”
Lot of “one off” purchases from non SWC vendors using Pcard
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CONCLUSION:
WHAT DO I NEED?
Administration Support
Commitment of Resources
Commitment of Time
Flexibility as Business Process will need slight changes
Patience
Willingness to reach out to other schools to help or be
helped
Desire to see positive results
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SciQuest and the GFM
Partnership with SciQuest
Demo and New User Interface
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Getting Started
Business Decisions
Identify who within the organization will use the GFM
as Requesters, Buyers and possibly Shoppers (often a
small group initially, then rolling out to larger audience)
Choose which electronic approvals to implement
Choose receiving approach (central vs. distributed)
Peer Support
Discussions on lessons learned and experiences at
schools already live
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Getting Started
Implementation
Attend training, share training materials with your team
Assign new Security roles for access to GFM, and
Approvers
Setup Requesters and Buyers in PeopleSoft
Review existing Ship To codes and possibly make minor
formatting changes
Test a handful of carts, requisitions, POs and invoices in
our SCITEST environment
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Training Opportunities
Classroom Training
Shopper and Requester Training on Oct 8:
http://gfmrequesteroct8.eventbrite.com
Buyer Training on Oct 9:
http://gfmbuyeroct9.eventbrite.com
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Training Opportunities
Documentation and Training Materials:
http://www.usg.edu/gafirstfin/training/epro_georgiafirst_marketplace/
User Guides
Job Aids
Online video sessions
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Question and Answer Period
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How Do I Sign Up????
Contact [email protected] to
get started!
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Please send comments or questions to:
John Klatt -- [email protected]
George Horn -- [email protected]
[email protected]
[email protected]
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Suppliers / Vendors in GFM
ADRENALIN POWERSPORTS INC
Agilent Technologies
AIRGAS SOUTH INC
ALLIGARE LLC
AMERICAN BIO MEDICA CORP
ATLANTA X-RAY CORP
Bob Barker
Canon USA Inc
CAROLINA BIOLOGICAL SUPPLY CO
CDW GOVERNMENT INC
Complete Book
CRAIG'S FIREARM SUPPLY, INC.
CTS America
CWC Chemical, Inc
Dade Paper
DAL-KAWA CYCLE CENTER INC
Dell (Computers and Software)
E. Sam Jones Distributor
Fisher Scientific
Flav-O-Rich Dairies LLC
Georgia Correctional Industries
Georgia Enterprises for Products & Services (GEPS)
Georgia Industries for the Blind (GIB)
Grainger, Inc.
Graybar Electric Company
Gulf States Distributors
HD SUPPLY FACILITIES MAINTENANCE LTD
Helena Chemical Company
Hewlett-Packard Company
Jerry Pate Turf & Irrigation
John Deere Company
KACO Supply Company
Supplier Name
Kellogg's Food Away From Home
Laerdal Medical Corporation
Lashley Tractor Sales
Mayfield Dairy Farms
McKesson Medical Surgical
MEDTOX Scientific, Inc.
Moridge Manufacturing, Inc.
MSC
Multi Media Services
Nebraska Scientific
OfficeMax
Onepath Systems
Pet Dairy
Physician Sales and Service
Red River Specialties, Inc.
Regency Lighting
Remel Inc.
RICOH CORPORATION
SHERWIN WILLIAMS CO
SIG SAUER INC
SMYRNA POLICE DISTRIBUTORS INC
SOUTHEASTERN PAPER GROUP
SOUTHERN COMPUTER WAREHOUSE INC
Staples
TECHNOLOGY INTEGRATION GROUP
THE INSTRUMENT HOUSE INC
THE WHITSON COMPANY
TROXELL COMMUNICATIONS INC
Vashaw Scientific, Inc.
Voss Lighting
VWR International
ZEP MANUFACTURING COMPANY INC
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Current Status of the Marketplace
Currently LIVE at:
Georgia Perimeter College
Kennesaw State University
Valdosta State University
University of West Georgia
Georgia Gwinnett College
Georgia Southern University
Georgia Highlands College
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Middle Georgia State College
South Georgia State College
Gordon State College
Fort Valley State University
College of Coastal Georgia
Clayton State University
Georgia College and State University
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