CAGP Conference North Carolina Your Service. North Carolina electronic Vendor Portal (evp)

Transcription

1 CAGP Conference 2017 North Carolina Your Service North Carolina electronic Vendor Portal (evp)

2 NC E-Procurement Overview & Usage Statistics 99.94% system uptime life to date More than $36.2 billion in spending Over 5.5 million purchase orders Over 11,500 users from the following entities: All 41 NC State Agencies All 58 NC Community Colleges 71 of 115 NC Local Education Agencies (LEAs) 1 participating NC Charter School 3 participating NC Local Governments Over 55,000 registered vendors 4.67 of 5 customer satisfaction rating life to date More than 400 catalogs covering 100 Statewide Term Contracts (STCs) 2

3 Benefits of NC E-Procurement Convenience Online Shopping Electronically Routed Purchase Orders Automated Electronic Approval Flows Tools for Savings Access to Statewide Term Contracts equote On Demand Reports Vendor Data electronic Vendor Portal (evp) NC Historically Underutilized Businesses (HUB) Office Verification Support Help Desk & Training for Users Increased Buying Power 3

4 State Efforts Underway to Improve Procurement Procurement Transformation Focused on conducting Strategic Sourcing, improving processes, and streamlining organizational structures to sustain and grow benefits over time Strategic sourcing has led to more than $57 million in three year savings for State Agencies and Community Colleges; use of strategically sourced contracts by LEAs makes this amount even larger State Agencies LEAs DOA P&C The DOA s Division of Purchase & Contract (P&C) invites input from all procurement users in North Carolina Community Colleges 4

5 Savings and Efficiency Benefits Statewide Term Contracts STCs harness the purchasing power of the state of North Carolina for negotiated pricing and provide many opportunities for savings Online Catalogs NC E- Procurement online catalogs provide a convenient shopping process for end users equote equote allows users to solicit and review quotes from multiple vendors for a good or service, replacing more manual quoting processes Vendor Information Vendor information is maintained centrally and updated daily, ensuring NCEP users have access to the most up-to-date vendor information Electronic Approvals Web-based approval flows in NCEP are configurable based upon your LEA s purchasing processes and preferences 5

6 Several Statewide Term Contracts Office Supplies: 615A Vendor: Forms & Supply Savings: 31% over historical contract pricing Office Paper: 645A Vendor: Mac Papers Savings: 9% over historical prices* *Tiered pricing adds further discount opportunities for larger volume orders Maintenance, Repair, and Operations (MRO): 445B Vendor: Grainger Includes: Electrical / Lighting, Janitorial Supplies, and PPE / Safety Supplies Fuel Contracts: Propane: 405A Diesel: 405B Gasohol: 405C All STCS are listed on the DOA Purchase & Contract website at 6

7 Savings and Efficiency Benefits Statewide Term Contracts STCs harness the purchasing power of the state of North Carolina for negotiated pricing and provide many opportunities for savings Online Catalogs NC E- Procurement online catalogs provide a convenient shopping process for end users equote equote allows users to solicit and review quotes from multiple vendors for a good or service, replacing more manual quoting processes Vendor Information Vendor information is maintained centrally and updated daily, ensuring NCEP users have access to the most up-to-date vendor information Electronic Approvals Web-based approval flows in NCEP are configurable based upon your LEA s purchasing processes and preferences 7

8 Catalogs Provide Fast Access to Many Statewide Term Contracts Benefits include: Ability to search Side-by-side comparisons Favorite items Item details include information for: Pricing Contracts Commodity Vendorspecific codes details 8

9 Savings and Efficiency Benefits Statewide Term Contracts STCs harness the purchasing power of the state of North Carolina for negotiated pricing and provide many opportunities for savings Online Catalogs NC E- Procurement online catalogs provide a convenient shopping process for end users equote equote allows users to solicit and review quotes from multiple vendors for a good or service, replacing more manual quoting processes Vendor Information Vendor information is maintained centrally and updated daily, ensuring NCEP users have access to the most up-to-date vendor information Electronic Approvals Web-based approval flows in NCEP are configurable based upon your LEA s purchasing processes and preferences 9

10 equote Replaces Manual Quoting Processes with an Online Tool equote provides: Quotes for items not on STC Competitive quotes from 3+ vendors Electronic processing eliminates: Paperwork Phone calls Faxes 10

11 Savings and Efficiency Benefits Statewide Term Contracts STCs harness the purchasing power of the state of North Carolina for negotiated pricing and provide many opportunities for savings Online Catalogs NC E- Procurement online catalogs provide a convenient shopping process for end users equote equote allows users to solicit and review quotes from multiple vendors for a good or service, replacing more manual quoting processes Vendor Information Vendor information is maintained centrally and updated daily, ensuring NCEP users have access to the most up-to-date vendor information Electronic Approvals Web-based approval flows in NCEP are configurable based upon your LEA s purchasing processes and preferences 11

12 North Carolina electronic Vendor Portal (NC evp) The newly upgraded North Carolina electronic Vendor Portal (NC evp) allows vendors to register with Interactive Purchasing System (IPS), the Statewide Uniform Certification (SWUC) Program HUB Certification, and NC E- Procurement, all in one central location! This upgrade brings additional benefits for NC E-Procurement buyers: The Public Vendor Search has a new and improved look and feel, and allows you to search for NC E-Procurement, IPS, and HUB Vendors. Each registered vendor s information is verified against the U.S. Internal Revenue Service (IRS) Taxpayer Identification Number (TIN) records. The results of the TIN matching process will be searchable when creating an erequisition within NC E-Procurement. 12

13 NC electronic Vendor Portal Overview The new NC electronic Vendor Portal interface provides a single entry point, simplifying the registration process for vendors to do business with the State of North Carolina. Previous Vendor Registration Process NC electronic Vendor Portal Process equote Vendor Registration equote IPS NC evp IPS - Company Info - Locations - Commodity Codes - HUB Self- Designation - equote participation - Vendor required to enter updates to Vendor Information in equote - Company Info - Locations - Commodity Codes - Construction Codes - HUB Certification - Request to Receive Bid Notifications - Company Info - Contacts / Roles - Locations - Commodity Codes - Construction Codes - HUB Business Data - Request to Receive Bid Notifications - equote participation - Company Info - Locations - Commodity Codes - Construction Codes - HUB Certification - Request to Receive Bid Notifications

14 NC electronic Vendor Portal Searching for a Vendor To find a vendor, a quick search can be executed by entering a search criteria in the Search field. Search filters can also be used to search by specific criteria in order to receive more focused search results. Click the Filter button to view available search filters. Click the magnifying glass button to execute a quick search.

15 NC electronic Vendor Portal Searching for a Vendor After a search has been executed, whether by the Search field or by the additional search filters, search results will be displayed in a table format. A checkbox in any of these columns indicates that the Vendor has an active registration in that service. Click the View button to view the Summary page. Contact information for the main contact is displayed.

16 NC electronic Vendor Portal Key Improvements IRS Verification The new electronic Vendor Portal (evp) now verifies registered NC E-Procurement vendor information with the United States Internal Revenue Service s (IRS) Taxpayer Identification Number (TIN) matching service. This service will verify whether the Vendor s name and Federal Tax ID entered in NC evp matches the information in IRS records, for 1099 reporting purposes. The matching process will use the Vendor Name entered in the Tax Information section Until the TIN match has occurred, a company s IRS Verification Status will remain in Pending status Existing NCEP vendor accounts were matched prior to the upgrade and communications were sent to vendor accounts that required action If the status is Not Verified, the vendor must update the company name so that it matches the name on the IRS record

17 NC electronic Vendor Portal Key Improvements IRS Verification Each Vendor will have an IRS Verification Status, based on the results of the verification process. This field will be populated with either Pending, Verified, Not Verified, or Not Applicable ; these statuses are defined as: Pending: The Vendor has not yet been matched via the IRS TIN Matching service Verified: The Vendor Name/TIN combination matches the IRS records Not Verified: The Vendor name/tin combination does not match IRS records Not Applicable: The vendor is a Foreign Vendor without a U.S. Federal Tax ID Number and IRS verification does not apply to this vendor and/or the Vendor is not registered to receive purchase order via NCEP

18 NC electronic Vendor Portal Key Improvements IRS Verification View Vendor IRS Verification Status Directly within the NCEP Ariba Buyer Application When creating a Non-Catalog Line Item, buyers are able to view the IRS Verification Status of each supplier that is part of the NC E-Procurement Ariba Buyer application during the Supplier Search.

19 Savings and Efficiency Benefits Statewide Term Contracts STCs harness the purchasing power of the state of North Carolina for negotiated pricing and provide many opportunities for savings Online Catalogs NC E- Procurement online catalogs provide a convenient shopping process for end users equote equote allows users to solicit and review quotes from multiple vendors for a good or service, replacing more manual quoting processes Vendor Information Vendor information is maintained centrally and updated daily, ensuring NCEP users have access to the most up-to-date vendor information Electronic Approvals Web-based approval flows in NCEP are configurable based upon your LEA s purchasing processes and preferences 19

20 Electronic Approval Flows Streamline Purchasing Decisions Approval flows are based upon your agency s purchasing processes and preferences Decentralize the purchasing process to the people needing supplies within organization while maintaining or even increasing transparency and approval processes Automated approval flows add watchers for awareness or approvers for approval action Rules can be specifically configured to account for: Relationships Dollar approval thresholds Commodity codes Account codes 20

21 Many Resources are Available to Support Your Use of NC E-Procurement Help desk supported by highly-trained and friendly IT customer service agents dedicated to serving you! Agents available Monday Friday, 7:30 a.m. 5 p.m , Option 1 ehelpdesk@its.nc.gov Free on-site training available as needed Schedule via eptraining@doa.nc.gov 10 web-based trainings and 40 job aids Self-paced online training modules Printable job aids with screenshots P&C Course Catalog: Dedicated training environment Hands-on experience for new users or testing Approval Flows 21

22 NC electronic Vendor Portal Questions????? Any questions? Amanda Meyer Phone: