Building Procurement Fitness

1. Building Procurement Fitness Building Procurement Fitness Commodity Codes - the Key for Buyers and Suppliers Presented by Francine Barnes & Gail Kemper

2. NIGP Code and UNSPSC Code History NIGP: (National Institute of Governmental Purchasing) A system of codes developed to identify goods and services for standardizing purchasing. eVA utilizes the NIGP code system for Vendor Registration, Quick Quote, eProcurement, and VBO Buyer. UNSPSC:(United Nations Standard Product and Service Code) A system of codes and standard descriptions adopted by the United Nations for classification of goods and services. This code system is used as part of the eMall catalog definition and is associated with eMall line items. The phrase Commodity Code is also used within the eMall to refer to the description of a UNSPSC commodity code. These two code-sets are cross referenced to each other since the eVA eMall application can use UNSPSC codes only.

3. Significance of selecting proper NIGP and UNSPSC Codes eVA system relies on the accuracy of these codes for these reasons: • Vendors are selected based on the NIGP codes entered by the buyer on the solicitation or Quick Quote • eMall catalogs are categorized according to the UNSPSC commodity code entered by the vendor for his product • Reports are generated for purposes of analyzing purchases against commodity code data, which can affect contract negotiation, cooperative procurements, etc. • Vendors utilize public reports that lets them know what commodities are being purchased and by whom. This is especially important for contractors attempting to locate subs ~ Let’s focus now on supplier responsibility with respect to NIGP & UNSPSC codes

4. Suppliers When registering or updating your eVA account, choose ALL applicable NIGP codes pertaining to your line of business, as this determines which solicitations you will receive! Do NOT select the NIGP CLASS [parent] code on your eVA account. Select the specific item code(s) under that class, when practical When creating an eVA catalog, select the UNSPSC code that most closely identifies your product

5. Code Selection Use available search tools: - Lists/code books - Shortcuts to descriptions Think “BIG” Your goods or services may be described differently than what you might think. Expand your thinking beyond your initial search.

6. Look at purchases to your competition Did you know that you can run a report from the eVA site, without even logging in, that will show orders placed with your competition?

7. From the eVA home page… Click “more Buyer/Vendor Info….

8. Choose the report –Public Report - eVA Spend for Vendors with Line Item Description Search (eVA ProdP 160 v3.html)

9. Enter required data –

10. ReviewNIGP Codes Building Procurement Fitness

11. Review NIGP Codes

12. Where else can one search?

13. Use NIGP Code to find proper UNSPSC

14. Where do you go from here? • Using the search features presented here---create a product catalog to load to eVA so buyers can find you! • Consider upgrading to the Premium level in eVA Let’s switch to the BUY side to review key points about Commodity codes…… Review your eVA account to ensure you have the proper NIGP commodity code(s) selected

15. NIGP Code and UNSPSC Code History NIGP: (National Institute of Governmental Purchasing) A system of codes developed to identify goods and services for standardizing purchasing. eVA utilizes the NIGP code system for Vendor Registration, Quick Quote, eProcurement, and VBO Buyer. UNSPSC:(United Nations Standard Product and Service Code) A system of codes and standard descriptions adopted by the United Nations for classification of goods and services. This code system is used as part of the eMall catalog definition and is associated with eMall line items. The phrase Commodity Code is also used within the eMall to refer to the description of a UNSPSC commodity code. UNSPSC codes are “Cross Walked” to NIGP codes.

16. Importance of Commodity Codes to Buyers in eVA • Bidder’s List & VBO Buyer • Used to determine bidders list • eMall • Used to collect information in data warehouse • Spend data is analyzed • VaPP contracts • Term Contracts • Quick Quote Used to determine bidders list by line item

17. Locating Commodity Codes

18. Search NIGP CODES thru UNSPSC • Obtain multiple hits thru broad word search • i.e., search for chair versus office chair • Cross reference UNSPSC search back through NIGP code search

19. Locating Bidder’s List

20. Locating Bidder’s List

21. Bidder’s List Search multiple commodity codes at one time to increase number of vendor’s receiving solicitation.

22. VBO Buyer & Commodity Codes

23. By clicking “insert” multiple CC can be entered. Proceed to enter CC or click find to search for correct CC

24. Searching on “camera” brings back no commodity code results

25. Adding (*) to Camera brings back multiple CC with Camera

26. eMall/Shop Now

27. eMall/Shop Now • Commodity Codes are only needed when entering non catalog items • For punch out items and catalog items vendor assigns appropriate commodity code when entering catalog information

28. Quick Quote • Commodity Codes are added at the line level • If additional Commodity Codes are required for a one line Quick Quote: • Add another line with zero quantity and description line to read: • “For commodity code notification purposes only” • Use “Control & F” keys to search Commodity Code List

29. The tools we discussed today will assist you in locating the correct commodity Your Success with VBO Buyer & Bidder’s List eMall Quick Quote Will increase when you determine the correct commodity code