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Welcome to UShop!

Welcome to UShop!. Current Procurement. Sub 70% contract compliance Paper-based Inefficient Not transparent Dysfunctional vendor management $70M annual Pcard spend that requires paper processing of each transaction. Current Procurement. Annual paper-based transaction volume

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Welcome to UShop!

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  1. Welcome to UShop!

  2. Current Procurement • Sub 70% contract compliance • Paper-based • Inefficient • Not transparent • Dysfunctional vendor management • $70M annual Pcard spend that requires paper processing of each transaction

  3. Current Procurement • Annual paper-based transaction volume • 92,000 Suppliers • 25,000 Purchase Orders • 315,000 Invoices • 56,000 Direct Payments • Majority of payments made by paper check • Overall lack of data availability

  4. Current Procurement • Too many different ways to procure and pay – all paper based • Requisition and Purchase Order • PCard • Limited Purchase Order • Payment Request • UShop replaces all of these

  5. What about our peers? • Eleven of the twelve schools utilize some form of electronic workflow for procurement, and nine of these use SciQuest. • SciQuest is used extensively throughout Division 1 schools. • Ushop is a low risk/high impact project.

  6. UShop – how will it help? • Electronic workflow – Requisitions, PO’s, and Invoices • Increased velocity and transparency • Reduction of paper • Detailed audit trail for all transactions • Directs spend to existing contracts • Allows better vendor management and strategic sourcing • UShop integrated with University electronic approvals

  7. What remains the same? • State of Utah procurement code • University procurement regulations • Required approvals for financial transactions • Accountability for funds

  8. Efficiency & Cost Savings OUR GOAL: IMPROVE EFFICIENCY AT EACH STEP OF THE PROCUREMENT PROCESS

  9. Efficiency & Cost Savings OUR GOAL: IMPROVE EFFICIENCY AT EACH STEP OF THE PROCUREMENT PROCESS

  10. Inefficiency in action

  11. Clear Process Improvement • We have analyzed current state versus UShop procurement, step by step. • We have documented both processes. • When viewed side-by-side, the advantages of UShop, and the reduced effort and steps are very clear.

  12. Steps Eliminated

  13. Step 1 – Create a marketplace… • UShop Catalog Suppliers allow us to capture spend and leverage contracts, plus provide; • Contract pricing • E-Invoicing • Free shipping • Very easy and positive user experience • Updated shipping and delivery information

  14. Phase 1 Departments • Biochemistry • Human Genetics • Mechanical Engineering • University Information Technology (UIT)

  15. Phase 1 Dept Statistics • 408 Requisitions, totaling $7,675,101

  16. Phase 1 - Feedback • Positive • University financial approvals and routing are integrated • Funding sources validated at time of entry • Catalog supplier marketplace very easy to use • Areas of concern • The availability of preferred suppliers in UShop • System provides too many notifications • Transparency of the system has revealed some lags both in individual departments and central administration • Need for internal suppliers (e.g. Campus Store)

  17. Phase 2 Departments • Chemistry • Financial & Business Services • Human Resources & Payroll • Academic Outreach Continuing Education • College of Architecture • Marriott Library • College of Nursing • College of Pharmacy • University Student Apartments

  18. Project Timeline • Phase 1 completed • Phase 2 – now through August 24 • Onboard and train new departments • Increase UShop utilization in Phase 1 departments • Collect department feedback and provide support • Phase 3 – September 2015 into 2016 • Onboard and train new departments • Add new functionality, such as internal suppliers • Consider large systems, such as Hospital, HCI, Facilities

  19. Review of the Benefits • Electronic workflow – Requisitions, PO’s, and Invoices • Ease of use • Transparent processing • Reduced paper volume • Faster processing • Strategic sourcing • Data-driven analytics

  20. Critical Success Factors • This is a large-scale change management project. • A recognition that the current process is very expensive, inefficient, and does not represent good stewardship of the funds entrusted to the University. • Documented increase in contract compliance and strategic sourcing. • UShop must provide fast transaction processing- high velocity. • Consistent communication of the benefits of UShop to the departments, the University, and the suppliers. • Demonstrated savings to the institution

  21. Questions?

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