What is AggieBuy? (.and what s in it for me?) May 22, 2008 STRATEGIC SOURCING & PURCHASING SERVICES

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1 What is AggieBuy? (.and what s in it for me?) May 22, 2008 STRATEGIC SOURCING & PURCHASING SERVICES

2 What is AggieBuy? The e-commerce system website developed by Texas A&M University, in partnership with SciQuest, to provide a Catalog Marketplace and replace the purchasing functionality in FAMIS. Early e-commerce systems focused on process automation, or transactions management. Modern e-commerce systems provide the means to increase and improve spend management 2

3 The Catalog Marketplace Direct online ordering from a variety of Suppliers One login session, Multiple Suppliers, one shopping cart No limit to the number of Catalogs Spotlight HUBs and TIBH Hosted and punch-out Catalogs No spending limits for most Catalogs! Goal of handling 75% of purchase transactions through Catalogs 3

4 Targeted Catalogs TBS/OfficeMax Grainger Dell Computer MacResources/Apple Computer VWR Scientific Scientific Suppliers other Glazier Foods Print Acquisition 4

5 FAMIS Purchasing Functionality replaced by AggieBuy L Orders delegated purchases Confirming Orders against Master Orders Exempt Orders as currently defined Requisitions processed by Strategic Sourcing (SSPS) Accounts Payable Functions entry of invoice data SSPS functions ITBs, RFPs, and Purchase Orders All approvals will take place within AggieBuy Other expenditures Phase Two Travel related Reimbursements Memberships/dues Payments to other universities 5

6 What happens to FAMIS? 6 FAMIS will remain Texas A&M s official accounting system Invoice payments processing Back-end TAMUS & State reporting AggieBuy will integrate seamlessly with FAMIS Real-time o account validation o funds balance checking o encumbrances o updating of new accounts o synchronization of Supplier files Batch transfer o transaction files o approved invoices

7 Invoicing through AggieBuy 7 Centralized Electronic as quickly as Suppliers can be enabled Paper invoices sent to FMO for entry Invoices auto-matched with POs and Receipts Invoices routed to customers for approval Approved invoices are then handed off to FAMIS for processing SSPS ( Stores ) Accounts and billing system will be phased out

8 Expenditure Tracking & Reporting 8 Within AggieBuy Dozens of pre-defined reports Customized ad hoc reports Process tracking TAMUS Data Warehouse Combined AggieBuy, Payment Card, and FAMIS expenditures Portal pre-defined reports Business Objects customized ad hoc reports Use of Commodity Codes vs. Expense Object Codes NIGP vs. UNSPSC Catalog items automatically mapped to UNSPSC Non-Catalog items FMO will assign UNSPSC Departments will no longer assign Expense Object Codes! UNSPSC automatically cross-walked to Expense Object Code Flagging items purchased for specific use Research Food/meals Fixed assets

9 Other things to know about AggieBuy 9 Software is hosted on SciQuest s servers rather than loaded behind Texas A&M s firewall Accessed through existing TAMUS Single Sign On AggieBuy will appear on your SSO menu Texas A&M s dedicated landing page Payment Cards will not likely be used for AggieBuy transactions, at least during Phase One. Projected launch October Pilot Testers November gradual campus-wide rollout begins Other TAMUS Members have expressed interest in licensing SciQuest s software.

10 User Training & Support Classroom hands-on Go-To Meetings and webinars Online video snippets PDF User s Manual Help Desk 10

11 Measures of AggieBuy s Success Increased purchases from contracted suppliers Increased spending leverage = Better contracts and lower prices Increased compliance with purchasing and funds disbursement guidelines Reduce or eliminate paper documents Reduce requisition-to-pay time and costs 11

12 About SciQuest 1995 company founded, focused on commercial research institutions 2002 acquired HigherMarkets, Inc., refocusing on Higher Education Today 70 customers in Higher Ed and 24 in commercial research - approximately $9.5 billion transaction volume per year Baylor College of Medicine Rice University Texas Tech University System UTHSC-Houston University of Texas Medical Branch UT MD Anderson Cancer Ctr. Arizona State Colorado State Cornell University Emory Johns Hopkins University MIT New Mexico State University New York University Penn State U. Chicago U. Illinois U. Missouri U. New Mexico U. Notre Dame U. Pennsylvania U. Virginia U. Michigan Yale University 12

13 AggieBuy Implementation Team Paul Barzak SSPS Leslie Brunson Physical Plant Mary DuBuisson FDCG David Gutierrez - SAGO Janna Keel FAMIS Services Clint Merritt FMO Freda Strzelec FAMIS Services Andy Bland FDCG Ron Carter Chemistry Dept. Cindy Gillar SSPS Todd Gregory FMO Randy Linder CIS George Parker Physical Plant Donna Young - SSPS 13

14 Questions or Comments? Information and project status website: Paul Barzak Department of Strategic Sourcing