>
Procurement
Services Customer Forum
January/February
2007
2
Agenda
Overview of Procurement
Services Organization
Introduction of the Procurement
Services Core Managers
Demonstration of New Web Site
Update on Recent Projects
and Future Forums
3
Procurement
Services
Our new name, Procurement
Services, encompasses the following service areas:
Purchasing functions
Contract management
Payables and eBilling
P-Card program
Copy, Mail, Print Services
Our slogan:
One Organization, focused on our
Customers
4
Procurement
Services Vision
To provide premier supply chain support and business services that fulfill
all customer needs; we maximize service and quality through the effective
use of people, processes and technology.
5
Procurement
Services Structure
Judy Smith, Director
Michael Counts, Associate
Director
Business Areas:
Core Operations
Customer Service
Finance and Human Resources
(internal)
Information Technology
Michigan Business Services
Print, Copy, Mail Services
6
Core Operations
Jene00Janich
Payables and eBilling; Customer
Service
Colin Anderson
Procurement
Ron Trimmer
Facilities Procurement
Bonny Webber
Strategic Contract Management
Dennis Poszywak
Sponsored Programs Contract
Administration and MConnect Program
Tom Forest
Michigan Business Services
7
Payables and
eBilling
Vendor Maintenance
9,000 new vendors added each
quarter
Purchase Order Payments
100,000 Purchase Order payments
each year
Non-Purchase Order Reimbursements
30,000 reimbursements each
year
P-Card (Purchasing Card)
54,000 statements each year
5,900 cards outstanding
8
eBilling
ShortCodes from University
Contract vendors
FY03:
$54M sales
431,947 transactions (Average
transaction = $125)
FY06:
$92M sales
1,362,815 transactions (Average
transaction = $68)
Compared to P-Card for FY06:
$112M sales
435,373 transactions
9
Customer Service
Central Phone Number: 734-764-8212
Menu Prompts To Reach:
Procurement
Payment status, Travel, Hosting,
P-Card or other Non-PO issues
Vendor Maintenance
Michigan Business Services
MAIS Help Desk
33,000 incoming phone calls
each year
10
Procurement
Organized to serve the University
community in the selection, acquisition and utilization of goods and
services
Provides oversight to ensure
purchases are made in accordance with all applicable Regental Bylaws;
Federal, State and local laws, regulations, codes and ordinances
Sole agent authorized by the
Regents through the Chief Financial Officer to make commitments against
University funds for the purchase of goods and services
11
Procurement
Buying teams focused on a
particular customer group or particular set of commodities
Calendar Year 2006:
Total dollar value of all
POs issued by U-M $1.35 billion
Of the $1.35 billion, end
user direct POs accounted for $50M
Procurement issued $905M,
of which $350M was construction
UMH Contracts and Procurement
issued $380M
Flint Campus issued $8M
12
Facilities
Procurement
Procures all services &
commodities related to the planning, design, construction, or renovation
of U-M00 physical properties
Calendar Year 2006 (Jan-Dec):
6,076 POs issued
Spend
$357,545,195.00 in PO invoice
payments
$1,024,000.00 in Non-PO voucher
payments
$1 billion in construction
planned over the next 3 to 5 years
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Strategic Contract
Management
University Contracts you use
to buy products and services
Responsible for implementing
and managing University Contracts
Strategic Contract Administrators
are the liaisons between University departments and the strategic suppliers;
they are assigned specific contracts, and assist faculty, staff and
suppliers
Eight Strategic Contract Administrators
Contact information is located
in three places on the Procurement Services web site:
PDF Listing of Strategic
Supplier Ordering Information
Each strategic supplier00
page
Contacts page
14
Strategic Contract
Management
125 strategic supplier contracts
listed on new web site
Recently added food, custodial,
and computer software, hardware and supplies.
On target for $140 million
for FY07
$30M Computers
$20M Furniture
$18M Lab & Life Sciences
Supplies & Equipment
$12M Food
$9.5M Office Supplies
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Strategic Contract
Management
Estimate that with the combined
efforts of all the Procurement groups, 20 new suppliers will be added
by December 2007.
A committee reviews spend
analysis reports and requests for new suppliers, commodities, and services
for greater savings and overall best value for the University.
Email procurement.services@umich.edu or any of the Core Managers presenting today
16
Sponsored Programs
Contract Administration
Located in Office of Contract
Administration
Negotiate and process contracts
with suppliers or institutions that provide services related to research
projects
Federal government requests
the University administer the funding associated with government grants
awarded to Principal Investigators
17
MConnect Program
Provides new vendors access
to the University system
Provides University faculty
and staff a source for finding new vendors with which to do business
Departments may direct new
vendors to the MConnect Team at MConnectteam@umich.edu
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Michigan Business
Services
Designs, produces, stores,
and distributes printed and electronic materials
Printing
Services and Copy Centers
Ink and digital output
on paper
Templates facilitate online
ordering for stationery
Mail
Services handles Campus Mail and prepares outgoing mail
19
20
According to United States
Postal Service regulations, incoming mail must be addressed as follows
to ensure delivery:
Jane Doe
3025 Fleming Bldg
503 Thompson St
Ann Arbor, MI 48109-1340
A Reminder
About Address Format
Street
Address must be directly above City,
State, Zip
21
New Roles
Technology Strategy Manager
Jeanette Frost
Procurement Solutions Specialist
Lyn Fyfe
lynfyfe@umich.edu
22
Technology
Strategy
Technology
Strategy
Develop strategy for migration
of all supply chain technologies within Procurement Services (eBilling,
M-marketsite, etc.)
Maintain and prioritize technology
initiatives to improve business processes
Coordinate teams and monitor
implementations
Project
Management
Develop and implement all
special projects for Procurement Services
Liaison to MAIS to share in
coordination of projects and implementations of new functionality
Training
and User Support
Develop, manage and communicate
training documentation/courses for Procurement Staff as it relates to
new system functionality
Work with MAIS to review Procurement
training course content
Manage Procurement Services
staff who teach MAIS end user Procurement courses
23
Procurement
Solutions Specialist
Liaison to Research Community
Prepare small business plans
for Federal contracts
Point person for Federal reporting
and ONR audit
Supply chain consultant
Meet with departments to identify
spending trends & opportunities to better utilize procurement tools
& methods
Develop and implement professional
development programs for Procurement Services staff
Contact me with ideas for
future Procurement Services Customer Forums: lynfyfe@umich.edu
24
Hospital Contracts
and Procurement
Dotted line reporting relationship
to Procurement Services
Procurement Services and Hospital
Contracts and Procurement work together with Hospital Leadership to
establish procurement policies
25
Hospital Contracts
and Procurement
Thomas Contrucci, Assistant
Director UMHS (University of Michigan Health System) Contracts and Procurement
Part of UMHS Supply Chain
Team including Value Analysis, Contracts and Procurement, and Materiel
Services
The buying team is dedicated
to procuring goods and services for the UMHS to support patient care
and safety
Contracts for all products
distributed through Materiel Services
Contracts for Hospital Capital
Equipment
www.procurement.umich.edu
The New
Web Site
27
New Web Site
The Procurement Services web
site has been newly designed to provide easier navigation and access
to procurement-related information
Demo of the new web site
www.procurement.umich.edu
Update
on Projects since Fall 2005
29
Procurement-MAIS
Partnership
Procurement Services and MAIS
collaborated on many projects since the M-pathways financials upgrade
to v8.8 (Fall 2005)
The partnership between Procurement
Services and MAIS continues as new functionality is reviewed, tested,
& rolled out
Let00 review some key projects
completed by Procurement Services and MAIS over the past year
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ePro Requisition
Updates
Phone dispatch
Creation of Req/PO Status
Report
PO Fax dispatch option/00ax
on the fly00/font>
ePro Req Change Request
PO Email Notification
More frequent PO dispatch
times
M-marketsite/ePro Integration
31
MStores Closing:
Why?
Change in buying trends by
University staff
Supplier direct delivery provided
more commodity specific expertise, expanded product offerings, focused
market expertise
Distribution market sector
highly competitive
32
Resources
To meet customer needs following
the closing of MStores, the strategic supplier program and central procurement
function were expanded--several people are working to meet your needs
For assistance in finding
products formerly obtained through MStores, contact your buyer or the
Strategic Contract Management team
Future
Procurement Services
Customer
Forums
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Customer Forums
Hold forums every 4 months
(Jan-Feb, May-Jun, Oct-Nov)
Additional forums scheduled
as needed
Methods for communicating
forum schedules:
Targeted emails to Procurement
users
Published on Procurement Services
web site
Published in University Record
Events (online)
35
Customer Forum
Format
Summary of news/events since
last customer forum
Update on issues/projects
Presentations by any from
among the following:
Procurement Services
MAIS
Central Offices
You!
Dialogue between you and Procurement
Services00 to include identification of topics for future customer
forum presentations
36
Customer Service
Contact Information
Procurement Services
7071 Wolverine Tower
734.764.8212
procurement.services@umich.edu
www.procurement.umich.edu
Submit your ideas for future Customer
Forum discussions to Lyn Fyfe at lynfyfe@umich.edu
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2007 Procurement
Services Strategic Suppliers and Manufacturers Product Shows
February 8,
2007
Michigan League,
Entire 2nd
Floor
10am 001pm
March
6, 2007
Palmer
Commons
10am 00
1pm
March
20, 2007
Dearborn
Campus
Kochoff
Hall A,B & C
11am 00
1pm
March
27, 2007
Flint
Campus
Michigan
A, B, C, & D
11am 00
1pm
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Q
& A
download Procurement Services Customer Forum
