Procurement Services Customer Forum Fall 2013

1. Procurement Services Customer Forum Fall 2013

2. Stay Connected • You’re invited to subscribe to our quarterly eNewsletter – Procurement Services News • To sign up, add your name and uniqname to the sheet circulating in the room today, or • Email us at procurement.services@umich.edu and we’ll sign you up!

3. Agenda • M-marketsite new user interface • New in Travel and Expense • Strategic Sourcing – Waves 1 and 2

4. New User Interface

5. Background In June we announced that a new user interface - referred to as “Phoenix” - will replace the current “Classic” interface in M-marketsite on December 15, 2013. M-marketsite users (browse only and standard versions) are able to start using Phoenix now.

6. What’s New in Phoenix • Some of the new features include: • A clean, slide-out side menu, with options grouped by related tasks. • A new Menu Search option helps you quickly find pages within the application that you don’t often use. • A new Cart Preview option gives you a quick view of your active cart from anywhere in the application. • The Home shopping page can be quickly navigated to by clicking the Home menu

7. New with the July ReleaseOnly available with the new Phoenix interface • Express Checkout - an optional, more intuitive checkout process. • Bookmarks feature allows you to quickly access frequently performed tasks. • Home Page selection - you can select which “page” in the application is your home page, allowing you to quickly access your primary task.

8. Supporting a Smooth Transition We are monitoring adoption to ensure users will have sufficient time to become accustomed to the new interface before the switch on December 15. We encourage you to start using Phoenix now. We ask that you encourage M-marketsite users in your unit to make the switch to Phoenix now, too! Helpful information and resources are available at http://www.finance.umich.edu/procurement/news-events

9. Questions?

10. New in Travel and Expense

11. What’s New and Coming Soon • P-Card audit rule for overdue transactions • Cash Advance Activity report • Monthly “bursted” reports update • Expense Approver Updates • Concur Quick Expenses option

12. New P-Card audit rule • To support compliance with timely reporting of P-Card transactions, a new audit rule wasactivated in Concur in August. • Cardholders with un-expensed P-Card transactions >180 days will see a pop-up message when submitting an expense report: ACTION REQUIRED: You have one or more outstanding P-Card charges greater than 180 days.  You must submit the P-Card charge(s) before requesting a reimbursement.  The P-Card charge(s) may be included in this expense report.

13. Cash Advance Activity Report • A new report has been developed to assist units in monitoring cash advance activity. • The report lists details about the cash advance, the requester, department and approver. • The Concur Cash Advance Activity Report will be included in the monthly (“bursted”) reports delivered by Procurement Services.

14. Bursted Reports Email Messages • The email messages accompanying the monthly reports delivered by Procurement Services no longer contain specific date ranges in the email message body. • Date ranges for the report detail is displayed in the header of each report attached to the email message.

15. Who Constitutes an Appropriate Approver? • The expense approver should be • in a higher level of authority than the individuals for whom they are approving expenses. • able to determine that each expense is university business-related, allowable and necessary.

16. Expense Approver Best Practices • It is recommended that approvers have the responsibility of approving expenses for no more than 25 expense submitters. • If your unit has individuals responsible for reviewing expense reports prior to approvers, best practice is to use the Reviewer role rather than the Approver role for this function.

17. Expense Approver Training • Currently those serving as approvers on Concur expense reports are required to take the Concur Approver course prior to approving a report, and then again every year. • To deliver more effective, targeted training for approvers, Procurement Services and ITS are partnering to deliver a new training model for Concur approvers.  • Rollout is planned for November 2013.

18. Approver Training – Coming Changes • The new model reduces both the training content and frequency. • Once the new model is in place • New approvers will complete the existing (basic) course to learn about both business process and Concur system navigation. • Those who have completed the basic course and are continuing to serve as approvers will complete a new "refresher" course - every three years - that covers key business process and compliance issues.

19. Approver Training Communications • We'll share more information about the timeline and transition to the new model through email, the eNewsletter, presentations, and the Procurement Services website in the coming weeks. 

20. Concur Quick Expenses Option • A new option in Concur allows quick entry of expenses in an Excel-like format. • This option may be useful when entering out of pocket expenses. You can enter: • Transaction date • Expense type • Business purpose • City/State • Amount • And then add rows for more data entry.

21. Quick Expenses Entry Grid

22. Quick Expenses Option (continued) • After the entries are saved, an expense report is created. • Each entry can then be completed individually.

23. Quick Expenses Go Live • Quick Expenses will be available in Concur in mid September. • It’s availability will be posted in the Company Information section of the Concur home page and on the New in Concur website www.finance.umich.edu/procurement/travelexpense/concur/new

24. Questions?

25. Strategic Sourcing Update Waves 1 and 2

26. What is Strategic Sourcing? • Strategic Sourcing is a systematic and fact-based approach for consolidating an organization’s spend with high-quality vendors to achieve pricing efficiencies: • rigorous and collaborative approach • focuses on Total Cost of Ownership (TCO) by incorporating customer needs, organizational goals, and market conditions to get the best products and services at the best value.

27. Collaboration • Procurement Services works with commodity focus teams comprised of representatives from schools and units making up at least seventy percent of the commodity spend. • The teams develop requirements, review responses from suppliers to RFPs (request for proposal), and recommend suppliers for contract negotiations.

28. Sourcing Waves • The Strategic Sourcing initiative is conducted in “waves”. • Wave 1’s (FY12) initial projected savings were $14 million of almost $70 million in annual spend. • Wave 2’s (FY13) initial projected savings is over $5 million of $157 million in annual spend.

29. Wave 1 Summary

30. Wave 2 Summary

31. Results to Date • The strategic sourcing initiative has exceeded expectations as a cost savings strategy for the university. • The success in achieving – and exceeding - the expected savings relies on your continued commitment to using the university’s strategic contracts.

32. Where to Find Strategic Contracts To locate information about specific strategic contracts suppliers – including products and services offered, and ordering information – visit the Procurement Services website and click the Find it Fast at the Right Price button.

33. For Questions or Assistance Procurement Solutions Team (734) 764-8212, option 1 procurement.services@umich.edu

34. Thank You