Power of our collective spend UC Procurement
P200 Newsletter
June 2013


In This Issue
Open jobs at UCOP
Procurement calendar
Myth Buster
Tips & Tricks: SRS
Meet the Team: Lia Scott
Sponsor's Corner
Performance Management
Strategic Sourcing
Spend Analytics
Sourcing Technology
Have a Question?
 
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

 
UCOP has the following open opportunities within Procurement:

 

Commodity Team Manager (20130168)

 

Director of Strategic Sourcing (20130171)

  

Analytics Reporting Manager (20130279)

 

IT Commodity Manager (20130217)

 
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)




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.


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".

Lowest active bid 

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."

  
Meet the Team
Lia Scott
 
Lia Scott

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.


Sponsor's CornerBill Cooper 8
   

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

 
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.

 

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

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.

 

Need help? We've added new information to our help guide. Check it out here or in the tool.

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
 

RFX data   

 

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.

Got a question? Check out the new SRS Frequently Asked Questions page on the UCOP Procurement Services website.

Have a Question?

Need some help?
Your CPR (Spend Analytics, Supplier Registration and Sourcing or Strategic Sourcing) is your first line of support and contact person for enhancement requests or other suggestions.

Want to refresh your skills?
Up to date training materials including webinars and quick reference guides are available on the Procurement Services site.
 
Have a supplier with a question you can't answer?
Have the supplier contact us at: suppliers@ucprocure.zendesk.com
 
Something else?
Contact your SPOC.

The next P200 newsletter will be released on July 19th