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Living our values
Staff development opportunities
SRS created an opportunity for UCSC to develop and fine-tune our reverse auction process. UCSC buyers Kate Cunningham, Nancy Nieblas and Kathleen Rogers collaborated with UCSF to better understand how the reverse auction worked, what lessons were learned, and best practices. Running a mock reverse-auction with actual suppliers gave us real-time experience which we used to dial in our processes, improve our communication strategies, and fine-tune the buyer roles/responsibilities needed to make the event successful. [Read more]
Mike Steele
eProcurement Manager |
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Commodity Team Manager (20130168)
Director of Strategic Sourcing (20130171)
Analytics Reporting Manager (20130279)
IT Commodity Manager (20130217) |
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Procurement Calendar
June
3rd: Start of Strategic Sourcing and Performance Management projects
12th: Spend Analytics 30/30 - Category Analysis
7th: Bill Cooper visits UCLA
25th: Sourcing Technology RFXtra - Questions
July
1st: Bill Cooper visits UC Irvine
8th: Bill Cooper visits UC Davis
10th: Bill Cooper visits UC Santa Cruz
11th: Procurement Management Board (PMB) meets
July - August
On campus Sourcing Technology training (CPQP/Best Value, Reverse Auction, Contract Repository) |
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Myth Buster
When I generate a Purchase Order, I should see the PO in Spend Analytics after the next monthly data refresh.
FALSE. Per our system-wide definition of "Spend", the PO will be seen in the Spend Analytics tool only when an expense against that PO has been recognized in the General Ledger. |
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Tips & Tricks
SRS
Reverse Auction tip: To ensure suppliers bid below the lowest bid by the designated bid decrement select "Yes" next to "Lowest Bid Active".
If "No" is selected, then the only criteria is that the new bid has to be lower than the supplier's previous bid, not lower than the lowest bid submitted by any supplier." |
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Meet the Team
Lia Scott
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Lia joined the P200 effort as the UC Davis TSM CPR, but quickly had to get up to speed on Spend Analytics when a colleague left the university last summer. "It's been a challenge getting our data mapped for Spend Analytics, but it's worth it. The better the data we have access to, the better our decision making!"
Lia has been part of the UC Davis family since her mother came here for graduate school, and she spent all her spare time hanging out on the campus. "We had no family in California, so the students, staff and faculty in my mother's department quickly became my extended family." She has filled many roles on the UC Davis campus: volunteer, student, student-employee, and eventually staff member. Her current role is as Project Manager and Analyst for the Materiel Management department. |
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Sponsor's Corner
I am pleased to announce the appointment of Accenture as our partner in developing and implementing two of our P200 projects: strategic sourcing and performance management. Both projects officially kicked off this week and, as mentioned last month, will require considerable time and effort from many procurement staff at the campuses as well as UCOP.
We have a strong team from Accenture with recent experience at the University of Texas and State of New York. Accenture will support us in:
- Pursuing sourcing opportunities that are the best value for the University System
- Running Procurement as an integrated business
- Leveraging existing campus expertise and capability
- Maximizing our investment in sourcing technology
The first 60 days will be used to conduct a strategic sourcing opportunity analysis, validate and design the implementation of a strategic sourcing operating model, and develop standard definitions for addressable spend, savings and key performance indicators.
I want to emphasize how vitally important the work we all are doing is, not only to the University of California but to higher education institutions throughout the nation. Universities across the country are tracking our progress in hopes of adopting a model that will significantly alleviate the serious financial challenges caused by increasing costs and dwindling revenues. We are now entering into a critical phase in the evolution of that very strategic procurement model. Over the next 12-18 months we will transition from developing our technology and organizational infrastructure to deploying and making operational the strategies that will redirect $200mm per year from the acquisition of goods and services to our core mission of research, teaching and public service.
We should all be extremely thankful for our exceptionally supportive executive leadership which has so heavily invested in us by affording the funds necessary to carry out this transformational effort. They have done so because of the tremendous and critically needed return on investment (ROI) P200 promises. Now it is imperative that we just as heavily invest in ourselves, through the cooperation and commitment required to deliver the expected ROI. As I see it, to be successful, there are two fundamental conditions we must strive for and hold close as we move forward. First is assimilation; not as the joining of mindless cyborgs in a Star Trek episode, but in the sense of optimizing our individual talents and strengths by becoming part of something far greater. As part of that "greater something" we may then find it more natural to act in unity, a state of continuity with singleness and constancy of purpose.
Functioning as an assimilated and unified body we no doubt will reach our P200 goals while also establishing a new benchmark by which higher education procurement programs nationwide will be measured.
Bill Cooper
Associate Vice President and Chief Procurement Officer |
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Performance Management
We kicked off the Performance Management project with Accenture on June 3rd. This project will define how we, as a unified UC, track against our strategic, fiscal and customer satisfaction goals. The Analytics Governance Committee will work with Accenture and focus on developing common definitions, such as savings and addressable spend, as well as outline and report key performance indicators to our various stakeholders.
The Performance Management project is schedule to run through June 2014.
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Strategic Sourcing
Surfing the Strategic Sourcing Pipeline
What includes over 200 projects, facilitates $250 million in estimated annual system-wide spend and has participation from all 10 campuses and UCOP? The answer is the strategic sourcing pipeline, a new platform for inter-campus collaboration that is fast becoming an important part of the sourcing process system-wide.
Initiated in October 2012, the original purpose of the pipeline was to gain visibility into Sourcing Director events. Building on the curiosity and excitement around the data, the PLC expanded the pipeline process in January to:
- Increase visibility to system-wide, multi-campus, and spend management projects
- Increase the number of collaborative sourcing projects across multiple-campuses and system-wide
- Encourage the development of system-wide commodity strategies that align to campus needs
- Create a platform for practice sharing and mutual development [read more]
Justin Sullivan
Director of Strategic Sourcing - UCSF/Berkeley
Follow on Twitter: @JustinDSullivan |
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Spend Analytics
Classification detail improved by 12 percentage points
We've just completed a four week intensive audit with SciQuest to improve our data classification accuracy and granularity. The audit involved UCOP Commodity Mangers, SMEs from UCSD and UC Berkeley, and SciQuest. The areas reviewed included Life Sciences, IT, Construction, Professional Services, MRO, Subawards, Office Supplies, and Food.
At the beginning of the classification effort SciQuest was able to classify data to level 4 UNSPSC code 27.3% of the time. As a result of this effort, we now have 39.17% of the data classified to that level, an increase of ~$1.7 billion for a total of $5.447 billion classified to the most granular UNSPSC level.
While we have made great improvements, refinement of the classification will be an ongoing process.
User Metrics Tab
All users now have access to the user metrics tab. This tab gives insight into application usage and will be used by Managers and Supervisors to determine levels of adoption and aid in the evaluation of user license needs. Click here to view the user metrics tab training scenario which can also be found on the Help Page within Spend Analytics along with all other training documentation. |
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Need help? We've added new information to our help guide. Check it out here or in the tool. |
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Sourcing Technology
Check out the RFX quick reference guide for recent updates.
RFXtra Continuing Education kick off
On May 28th we kicked off RFXtra, our Sourcing Technology continuing education series, with an in-depth look at Items. It was great to see all 10 campuses represented. Join us on June 25th to learn more about Questions. |
By the numbers
96 RFx events executed to date in SRS
Over 932 suppliers have self registered
Project Update
Missed the Reverse Auction introductory webinar? Here's a link to the recording
Contract Director Round 1 testing concluded May 22nd and all high priority defects have been addressed. Round 2 testing kicked-off on May 29th and will focus on Contract Repository, the conversion of RFx events to contracts, and retesting of resolved defects. |
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Have a Question?
Need some help?
Want to refresh your skills?
Something else?
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The next P200 newsletter will be released on July 19th |
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