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Tactical to Strategic – Shared Stories

Tactical to Strategic – Shared Stories. Tactical to Strategic – Shared Stories. Lisa Deal Purchasing Director University of Florida Barry Swanson Associate Vice Provost for Operations/ Chief Procurement Officer University of Kansas

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Tactical to Strategic – Shared Stories

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  1. Tactical to Strategic – Shared Stories Annual Meeting April 7 - 10, 2013 Orlando, Florida

  2. Tactical to Strategic – Shared Stories • Lisa DealPurchasing DirectorUniversity of Florida • Barry SwansonAssociate Vice Provost for Operations/Chief Procurement OfficerUniversity of Kansas • Sandy HicksAssistant Vice President & Chief Procurement OfficerUniversity of Colorado Annual Meeting April 7 - 10, 2013 Orlando, Florida

  3. Tactical to Strategic – Shared Stories • Three schools • Introduction by school • Strategic – hi level discussion • Laws • Technology • Staff • Campus Engagement • Supplier Engagement Annual Meeting April 7 - 10, 2013 Orlando, Florida

  4. NAEP 2012 Innovators Forum • Calculate ROI and Communicate Procurement’s Value Proposition • Manage Cost Savings and Revenue Generation • Leverage Technology • Establish a Strategic Plan • Manage Supply Chain and Total Cost of Ownership (TCO) • Move from Tactical to Strategic Procurement • Engage Users • Prepare Staff and Develop Leadership

  5. Tactical to Strategic – Shared Stories Annual Meeting April 7 - 10, 2013 Orlando, Florida

  6. AAU • 5th largest University • Research expenditures: $644 million • 50,000 students • Over 11,000 staff and faculty Purchasing • Annual expenditures over 430 million • 8 professional buying staff plus management team • PCard: over 85 million and 374,000 transactions

  7. Q q1 University of Florida – a journey

  8. Q q1 Staffing

  9. Strategic Sourcing • Consultants • Trained UF Staff • Contract adoption • Stakeholder engagement • Business reviews • Contract compliance

  10. Campus Engagement • Site visits • Advisory • Selection committees • Two trade shows annually • Helpdesk

  11. The University of Kansas Mission Teaching, research & service Education AAU research university Research Expenditures exceed 334,227.000 million for KU and KU Medical Center combined. Service to Kansans

  12. The University of Kansas The Procurement Goal Graduate from an outdated procurement model that fueled inefficiencies: • University transactions governed by state of Kansas process and procedure • Deans & Vice Provosts operating with great autonomy • Very little enterprise collaboration or coordination • Procurement focus on process& compliance - not on enterprise efficiencies, cost savings & results • The focus of University budgets were at the departmental level, not at the enterprise level

  13. Discussion Topics • Governance • Benchmarking and Culture • Technology • The New Frontier

  14. Governance • Reform Efforts Fail • Legislative Changes • 2006- Senate Bill 52 (KSA 76-769) • 2010- House Bill 2433 • Phase I - Policy and Procedure Development • Extensive Research of Peer Institutions for Best Practices • Phase II –Pilot Project • Flexibility With Good Internal Controls • Results Oriented

  15. Benchmarking and Culture • Phase III- Purchasing Goes Strategic • Implement a new way of thinking • Focus on developing strategic business partnerships • Implement methodology and approaches to capture more savings: • Encourage Supplier Competition • Replace Old Item Specific Contracts with New Strategic Business Partnership Style Contracts

  16. Data Driven Measurement Analyses Baseline Development Projected Savings Estimate Actual Savings Achieved Benchmarking and Culture

  17. The Role of Technology • Automate Business Processes • Use Best in Class Tools • Make the Best Way the Easiest Way • Build Toolbox for Campus Customers

  18. The New Frontier • Organization • Technology • Spend Analytics Data • Collaboration

  19. Organization

  20. Technology • PeopleSoft 9.0 • SciQuest • IonWave Technologies • Result • KUPPS – KU Procure to Pay System

  21. Spend Analytics Data • Spend Compass • Use VTR’s to build initial site • Proactive versus Reactive • Buyer’s use data to identify contract opportunities, vendor selection and use peer benchmark data as contracts are negotiated. • Departments use data to identify cost saving opportunities and compliance with departmental policy. • Advisory Board performs off-line contract price compliance analysis and identifies cost recovery opportunities. • Data will eventually flow from KUPPS

  22. Collaboration • Advisory Board Training and Best Practices • Spend Compass Comparative Data • Advisory Board Provided Data Analysis • Campus Advisory Groups • Regent’s Purchasing Council

  23. University of Colorado

  24. Procurement Rules/Legislative Freedom

  25. Technology Adoption

  26. Human Resource Development

  27. Human Resources Strategy

  28. Campus Engagement

  29. Supplier Relationship Management

  30. CU Program Success SUPPLIER BREAKFAST WITH PRESIDENT BENSON AS THE GUEST SPEAKER

  31. Learning along the journey • Don’t be afraid • Luck counts • Have fun! • Look for opportunity • Be prepared • Be persistent

  32. Tactical to Strategic – Shared Stories Annual Meeting April 7 - 10, 2013 Orlando, Florida

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