State of Wisconsin Department of Financial Institutions

Transcription

1 State of Wisconsin Department of Financial Institutions Scott Walker, Governor Peter Bildsten, Secretary STATE AGENCIES PURCHASING COUNCIL (SAPC) MINUTES The State Agencies Purchasing Council, composed of agency and State Procurement personnel, provides a forum for discussion of policies and procedures, and makes recommendations for the promotion and improved effectiveness of the statewide purchasing function. -State Procurement Manual: Pro-A-8 October 15, 2014 GEF S. Webster Ave Room 227 Officers: Chair: Meredith Cook, Meredith.Cook@wisconsin.gov Secretary, Anne Marvin, , AnneW.Marvin@dfi.wisconsin.gov I. Introductions/Announcements: a. Meredith Cook, Chair, called the meeting to order at 8:32 am. b. Elizabeth Schweitzer has informed us she will be unable to finish her term. c. Sign in and introductions to capture attendance: i. DFI (1), DWD(2), DPI(1), DHS(1), DOA(6), DMA(2), DCF(1), DNR (3), DOR (1), DVA (1), ETF (1), WHS (1), LAB (1), UW (1) II. III. Approval of minutes: Minutes from September 17, 2014 tabled until next meeting. SBOP Update Mary Durkin, CAPS Section Chief, Department of Administration a. CAPS i. Personnel 1. Proceeding with open recruitment for Procurement Specialist entry position. Position will work extensively with the automated purchasing system, now P+ and People Soft in future. b. KIT Section i. Regional Training 1. Wausau (10/17) 2:30-4:30 3 Openings 2. Eau Claire (10/27) a. 12: Openings - May cancel b. 2:30-4:30 11 Openings - May cancel 3. Green Bay (10/29) Completely Booked ii. Phase 2 Contracts / Suppliers for WISBuy Enablement were reviewed with DOA S.C. and management this Friday iii. Sameen Zafar is moving back to Public Defender's Office. Ann Hommer will Division of Administrative Services & Technology Mail: PO Box 7876 Madison, WI Courier: 201 W. Washington Ave. Suite 500, Madison, WI Voice: (608) Fax: (608) Internet: v4.

2 take on temporary duties. The position is posted for internal transfer. c. Enterprise Sourcing i. Personnel 1. The announcement to fill Ann Hommer s position has been posted to WISC Jobs and the deadline to apply is October 21, This is a Procurement Specialist Objective position and will be managing the state s purchasing, travel and fuel card programs as well as other smaller contracts such as Debt Collection and Delivery Services. ii. Solicitations/Contracts 1. Medium Duty Truck Buy: The Intent to Award for the RFB was issued Tuesday, October 7 th. Contracts were sent to the vendors for signature. Once they are signed by DOA they will be posted to VendorNet and agencies/campuses can begin issuing purchase orders for approved trucks. 2. Passenger/Light Duty Vehicles: The RFB was posted 8/25/14 and it is due 10/16/14. DOA will develop a timeline for when vehicle requests will be due and will notify the Fleet Managers once it is finalized. 3. Furniture RFB : The new contract is posted online. The Contract Manager developed a PowerPoint presentation titled Tips for Using the Furniture Contract that is posted on VendorNet. People have found it helpful in understanding how to use the contract so we encourage everyone to check it out. 4. Flooring RFB: DOA is close to issuing the Intent to Award notice to vendors and will begin contract negotiations soon. 5. Small Package Delivery: DOA has signed a new participating addendum with SpeeDee as part of the State of Minnesota contract. The contract is no longer mandatory; it is an optional contract. The User Guide and updated pricing are posted on VendorNet. If this contract does not meet agency/campus needs they can still use optional contract with UPS and FedEx. For more information, please contact Cheryl Edgington. 6. Motor Fuels: A bid for motor fuels is coming up and we are reaching out to all the agencies to ask them to verify and update the listing of sites for each agency. We sent a VendorNet announcement out on Friday October 10 th. If you received that notice, please be sure to forward it on to your facilities folks so we can ensure that all locations are represented on the next bid. For more information, please contact Jake Teske. 7. Fuel Card Discount Program: DOA issued a request for offer from all fuel providers who are interested in offering the state a discount on fuel whenever Voyager Fuel Cards are used. To date we have approximately 150 locations on contract to provide discounts ranging from 2-5% per gallon. The contract is posted on VendorNet as

3 You can access a Google Map that shows all the locations where the discount is being offered. The driver does not have to ask for the discount or do anything special at the pump. You simply use the Voyager fuel card as you always have and the discount will be taken off the purchase behind the scenes. For more information, please contact Jake Teske. d. Enterprise IT i. Business Class Internet Service contracts are in the process of being negotiated and signed with AT&T, Charter, Time Warner, Frontier and TDS. ii. Tablet Contract for Lenovo, HP and Dell is in the process of being signed. iii. Symantec Desktop Endpoint software will be renewed, currently under development. iv. Microsoft Enterprise Agreement currently negotiating terms that will encompass online services such as 365. Also negotiating terms with Adobe for their VIP licensing program. v. RFP for Automatic Call distribution (ACD) is on the street; due 12/15 vi. Telecom Relay Services Bid -plan to award in the next week. vii. Pilot Software Licensing 101 Class - There are five seats open in the class to be held from 9:00 a.m. to 4:00 pm on 10/24. If agencies are interested, please contact Sara Redford. IV. STAR Project Update Diane Blaskowski, STAR Project Manager, Department of Administration a. Project Status i. Tracking green in all categories. The project is on time, on budget, in scope, and progressing successfully. b. Design Accomplishments i. The design phase concluded as of 8/31. ii. Developed a monthly Readiness Scorecard, and started that process of assessing agencies readiness. iii. Over 100 functional designs were created taking into account what was learned from the CRP sessions. (configuration, security, etc.) iv. A curriculum of training courses has been designed that includes online and instructor led classes. v. Role definitions were created and help to designate training and security needed for each position. vi. Over 120 to-be business process flows were mapped. c. Build i. The project is currently in the build stage. (Sept Dec) ii. This stage entails configuring the system, technical design and build, security, etc. This also includes building training templates and online courses. iii. Business Process Workshops and Agency Impact Assessments are a key part of this stage as well. iv. The build stage will be followed by testing to begin January. v. Agencies are working heavily on conversions and interfaces to PeopleSoft.

4 d. Change Management i. Since July, agency readiness score cards have been shared with the IT executive steering committee and all leadership from agencies. July, August, and September were all tracking green. ii. The scorecard is based on task completion and employee readiness survey. Predominantly agencies and staff are ready. e. Business Process Workshops i. The workshops will be on the enterprise level and not the agency level. Attendees will take information back to the agency level to complete their Agency Impact Assessment looking at how their own specific business process changes. ii. The BPWs will not identify every single process change. They will not focus on specific agency procedures. These will not be training sessions or PeopleSoft demos. iii. Agencies will send 1-3 participants and a webinar will be available for those who cannot attend. The invitations will be sent through the change agent and will include material to preview in advance. iv. Procurement BPW topics 1. Procurement 2. Purchasing and E-Supplier 3. Strategic Sourcing and Supplier Contract Management 4. Inventory f. Training Update i. Training materials are being tested and compiled. ii. Starting in March, there will be train-the-trainer sessions and enrollment will begin for May and June. V. Procurement SME Update Meredith Cook a. The SMEs reviewed all current requirements and created test conditions. b. One requirement could be one test condition or many. c. SMEs are validating test scripts, editing where necessary. New test scripts are also being created. i. This task is intensive and extremely time consuming. The SMEs are spending all of their time on this task through most of December. VI. Open Forum a. WISBuy i. Celia Braker has been working on computer based training modules with the help of DOT Cornerstone software. It s a hope that we could distribute this training to other agencies that have Cornerstone. There s a big push to get users trained in WISBuy. DWD will be doing training in the La Crosse area soon, please get users enrolled. ii. There s a train-the-trainer group that meets bimonthly, please contact your trainer with any feedback they could share.

5 VII. VIII. Opportunities Incorporated - Ken Maciejewski a. Opportunities Inc. is a work center based out of Fort Atkinson. They have facilities in Oconomowoc and Madison, and employ persons with disabilities and other barriers to employment. b. Sample Projects with State Agencies i. Contract with Department of Tourism for the distribution of all the tourism brochures. All brochures are stored at Opportunities Inc. and orders are filled twice a week to be sent out all over Wisconsin. ii. For the DNR, Opportunities Inc. assembles 200,000 fish scale collection envelopes per year. iii. For the DNR, Opportunities Inc. mass produced XRT: Extraordinary Road Trip a transportation and air quality computer game. They bought all the materials, printed and packaged the game and shipped it to the different points of distribution. c. Think of labor intensive projects or value added projects that Opportunities might be able to assist your agency with in order to lighten the load. Old Business / New Business a. Please consider volunteering as an officer for next year. Keep in mind there will be 2 vacant seats. Adjourn 9:31 am