Procurement in Horry County

Transcription

1 Procurement in Horry County UPDATE: Important Process Re-Engineering Efforts (presented to Department Heads December 2014)

2 MUNIS Login and Access Remember: We must collect information necessary to set up your userid information Department heads will be accountable for all procurement transactions within MUNIS Think about what your staff does with requisitions, p-card, POs, and contracts we need to get their userid roles set up too (see request form) All documents will be available on OneDrive (replaces DropBox)

3 Target Audience Executives, Department Directors, Assistant Directors, and Supervisors (basically, anyone who approves another s procurement efforts or manages contracts) MUNIS hands-on sessions in February and March 2015 All documents will be available on OneDrive (replaces DropBox)

4 Objectives / Agenda Process improvements implemented Horry County Procurement Regulation automated compliance Workflow and approval Additional improvement opportunities PO T & C (terms and conditions) P-Card process updates Moving forward

5 Transaction Compliance Automated, Value-Added Procurement Regulation Compliance Cooperative purchasing Quotes, contracts, & other documentation Insurance, FOB, freight, shipping, handling Sales or use tax PO Receiving = Invoice approval process Tier 1, Tier 2, Tier 3, Tier 4, Tier 5 (HCPR)

6 Procurement Code & Regulation Tiers 1.Surplus 2.Requirements Contracts 3.Small Dollar Purchases 4.Formal Procurement Processes 5.Emergency or Sole Source Transparency!

7 MUNIS Sneak Peek Requisition Entry & Purchase Orders MUNIS hands-on sessions for all users in February and March 2015 All documents will be available on OneDrive (replaces DropBox)

8 Transaction Compliance Terminology Automation & Standardization Requisitions, purchase orders + PO change orders Contracts + contract change orders Purchasing card Commodity code opportunities HCPR

9 Commodity Codes & Staff Purchased the NIGP 5-digit commodity code Every item purchased REQUIRES commodity code. (Requisitions / Purchase Orders, P-card Purchases) Staff will learn how to code each item with correct commodity code. Procurement location trainings = PLEASE SEND YOUR STAFF (anyone who uses p-card or requisition or PO or contract) Over 9000 codes... Commodity Code cheat sheet 32 categories Classes (3-digit) Class-item (5 Digit)

10 Commodity Code Cheat Sheet All documents will be available on OneDrive (replaces DropBox)

11 User-Defined Fields & Codes Why these codes are necessary... HC Procurement Code & Regulation (law) Procurement Directives (policy) Workflow paths and deviations (policy) Standardization and Automation Reporting and Centrals Historical information retrieval

12 Contract Management Module Considerations: Legal review checklist Dollar amount, account number (or any segment such as fund or dept), commodity code, modification T&C, milestone dates, insurance and bonding, ecatalog source required Training Requirements: Lean six sigma team = Train-the-trainer

13 MUNIS Sneak Peek Contract Administration & Change Orders MUNIS hands-on sessions for all users in February and March 2015 All documents will be available on OneDrive (replaces DropBox)

14 Purchase Transaction Workflow Types of workflow parameters Department and Division, including $ amounts GL, commodity codes, and special approvals (e.g. grant, fleet, technology, Tier 5) Procurement regulation compliance Purchasing card program Approval, Notification, and Rejection Security, Settings, and Permissions!

15 Automated Workflow Best business practices Internal Controls & Notifications Accountability & Responsibility True functionality of dashboard Real-time information availability Procurement compliance & reporting Releasing transactions

16 Objectives / Agenda Process improvements implemented HCPR compliance automation Workflow and approval Additional improvement opportunities PO T & C (terms and conditions) P-Card process updates Moving forward in 2015

17 PO Terms & Conditions Purchase Order is a contract PO receiving and 3-way match Tracking delivery dates for performance T & C developed for risk mitigation Feedback and comments solicited County-Attorney-approved Available online Executive support More educational opportunities through March 2015

18 Additional Benefits of P-Card Options with MUNIS: Automate weekly (later: daily) processing, approval, and posting Workflow parameters Business process changes Scanning and saving receipts Automatic encumbrances

19 MUNIS Sneak Peek Purchasing Card Transactions MUNIS hands-on sessions for all users in February and March 2015 All documents will be available on OneDrive (replaces DropBox)

20 Objectives / Agenda Process improvements implemented Requisition and HCPR compliance Workflow and approval Additional improvement opportunities PO T & C (terms & conditions) P-card process updates Moving forward in 2015

21 eprocurement Opportunities eprocurement options (aka EasySourcing + EasyPurchase ) equotes ebidding (+ eproject) ecatalog with search functionalities (think Amazon) Potential revenue generation Local vendor participation P-card only use with ecatalog More to come on this topic!

22 Project Eagle Planning and Scheduling Strategic Procurement Priorities Staff Collaboration Efforts Investments Technology Communication Training / Education

23 Communication Procurement-specific communications: Notifications & Approvals & Rejections Requests, Reports, & Centrals Education & Knowledge Transfer Terminology (MUNIS vs. already known) MUNIS software usage Training opportunities Recommend procurement communication requirements for departments Win-Win Transaction cut-off plan Vendor Performance Tracking

24 Vendor Performance Tracking Automation of performance measures: Needed by DATE is the PO required by DATE which is tied to PO Receiving data entry & will force automatic calculation of late delivery (track early delivery/expediting too?) Vendor and Merchant Rating Recommend evaluation requirements from department perspective

25 Considerations Options with MUNIS: Process changes PR and PO P-Card Contracts eprocurement Finalize workflow & other parameters Set up spend data & other reports

26 MUNIS Sneak Peek Dashboard Menu Ribbon Centrals MUNIS hands-on sessions for all users in February and March 2015 All documents will be available on OneDrive (replaces DropBox)

27 Future Education and Training Prerequisites (before MUNIS hands-on): Commodity codes Procurement sneak peek (optional for dept heads) MUNIS software (hands-on) Train-the-Trainer program Procurement-specific: Dashboard Notifications & Approvals Information organization Requests, Reports, & Centrals

28 Procurement Workshops Horry County Procurement Regulation (HCPR): Incorporated into each Procurement Dept-offered training session, now thru 2015 Jan/Feb sessions = Commodity Codes and user training March 2015 sessions = enter actual POs and contracts (transaction deference due to go live of 4/6/2015) Contracts & PO terms/conditions (Jan and Feb only) Obtaining & evaluating quotes (best value!) MUNIS software, including vendor performance Requisitions & purchase orders (PO) Change orders for both contracts and POs eprocurement phases = More information on HC Café & OneDrive

29 Discussion Topics, Comments or Suggestions? Remember: Ask the tough questions! Be sure you get an answer. Be part of the solution! Be honest! Send your people to attend procurement workshops tell them to ask questions! Hold employees accountable and responsible! Questions

30 MUNIS Access Review 1. Remember: We to collect information necessary to set up your MUNIS userid information to perform optimally for you! Required for hands-on MUNIS training. 2. Your staffs work with requisitions, p-card, POs, and contracts we need to get their userid roles set up so we can start inviting them to hands-on training!

31 Thank You for your time