Procurement Advisory Council. June 19, 2015

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1 Procurement Advisory Council June 19,

2 PAC Mission Statement To ultimately guide the knowledge of those on campus to: best engage with the policies and procedures of the Institute; in an effort aimed at acquiring the goods and services needed using the most efficient resources available. 2

3 Agenda 2015 Campus Survey Results Insurance/Risk Management FAQs Distributed to PAC, posted on website Commodity Code Revisions Analytics How can PAC facilitate? DMR Update OSCAR Training FY16 Procurement Goals Vacancies on PAC 3

4 2015 Campus Survey Results Overview: Survey sent to all active OSCAR users via the OSCAR list serves (Troy and Hartford campuses) Total of 736 users were sent the survey on April 17th. Survey contained a total of 14 questions related to the campus community s satisfaction with the services offered by Procurement Services Survey was open from April 17th through April 24th 113 responses were received

5 2015 Campus Survey Results Many responses related to the following items and the lack of clarity associated with them: Where to find past OSCAR broadcast messages Link in OSCAR Marketplace, and on the Procurement Services website How to have encumbrances relieved What is involved in the New Supplier process Choose supplier = New Supplier on Requisition Vendor certification form (VCF) and W9 are required. Insurance may also be required depending on what is being procured. The VCF is available on the Procurement Services website and can be sent to the supplier by the requisitioner to help speed up the process Bid thresholds In order to obtain the best possible pricing, competitive bidding will be conducted to the maximum extent practicable, as follows: Less than $5000: The purchase of goods and services may be made directly from any responsible supplier of the purchaser's choice. However, the purchaser has an obligation to always secure reasonable prices on behalf of Rensselaer. Greater than $5000: A minimum of two (2) written competitive quotations, or an attempt to obtain two (2) written quotations, is required. It is, however, recommended that three (3) written quotations be obtained whenever possible.

6 2015 Campus Survey Results Who to contact when in procurement Use the Contacts page on the Procurement Services website, or FAQ Document Created: In response to the comments that were received, an FAQ document has been created and posted to the Training Materials page on the Procurement Services website 6

Services Survey In response, we have developed an Insurance/Risk Management

7 Insurance/Risk Management FAQs We received several comments regarding confusion around Insurance and Risk Management on the 2015 Procurement Services Survey In response, we have developed an Insurance/Risk Management FAQ document that has been posted to the Training Materials page on the Procurement website. 7

8 Commodity Code Revisions 8

9 Analytics 9

10 Analytics (cont.) 10

11 DMR Update Continue to work with SciQuest and the DMR to identify and resolve issues with data quality and turnaround time RPI differs from other DMR clients in that we have a decentralized invoicing process where end users are more knowledgeable Currently working on completing and end-to-end audit of the DMR process to identify and resolve any additional processing issues Improving the current reconciliation report to ensure all incoming invoices to the DMR are accounted for 11

12 OSCAR Refresher Training Update Over 200 users have attended the 6 sessions held to date (since December 2014) Training has been very well received All of the material covered in the training has been posted to the Training Materials page on the Procurement Services website There are still about 200 users who need to go through training Session in July/August? 12

13 FY16 Procurement Goals Determine requirements for new OMB Guidance; update Procurement Policies and Procedures Develop and achieve cost savings and other metrics for FY16 Add 5 suppliers to Marketplace Apple Crystal Rock AutoZone MSC/Sid Tool 5 suppliers e-invoice TSM implementation Submit and receive the 2016 NPI Award Organize and lead a progression of change in the Stockroom 13

14 FY16 Procurement Goals Obtain American Express targets Present at 2016 NAEP on Strategic Sourcing and partner with a supplier for the same Evaluate and implement an Institute wide Cell Phone Policy Evaluate and implement an Institute wide Fleet Management Program Re-emphasize the Supplier Diversity Program Evaluate and implement a communication metric/strategy/plan Evaluate centralized shipping and receiving 14

15 PAC Vacancies Suggestions for new members? Other Q&A Thank you!!! 15

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