UC P200 SPEND ANALYTICS PROJECT TOWN HALL WEBINAR 9/18/12

Transcription

1 UC P200 SPEND ANALYTICS PROJECT TOWN HALL WEBINAR 9/18/12

2 Agenda Welcome Introduction by Project Sponsor, Bill Propst Overview Spend Analytics Project Phase 1 Overview A Look at UC Spend Analytics Key Dates Staying Connected Questions 2

3 The P200 Challenge WORKING SMARTER CHALLENGE: Within 5 years, the University will redirect $500 million from administrative costs to the academic and research missions. Deliver $200 million in annual cost savings systemwide within five years. 3

4 Strategic Planning Process Approval Milestone PLC PLC Create Strategic Planning Process Roadmap Identify P200 Initiatives and Projects Prepare, Analyze & Approve Project Proposals Sequence Projects & Prepare Budget PLC Initiate Projects Communicate Strategic Plan 6 Executive Approval PLC Approve Strategic Plan PLC Manage Projects Monitor Plan Progress Refine & Improve Strategic Plan 4

5 P200 Framework - DRAFT Sub-Projects Key: Initiated Project Proposed Project Projects Org Alignment Analytics & Performance Sourcing Technology Sourcing & Commodity Management Utilization UCOP Organizational Alignment Organizational Management Spend Analytics Performance Management Sourcing Technology Sourcing & Commodity Management Supplier Relationship Management Utilization Program Management: assess, plan, fund, design, implement, transition, measure Change Management: train, communicate, prepare, support 5

6 P200 Timeline - DRAFT Project Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 UCOP Org Alignment Org Management Spend Radar Performance Management Sourcing Technology Sourcing/Commodity Mgmt Supplier Management Utilization Program Management Change Management FY FY FY FY

7 UC Spend Analytics Project Phase 1 Overview 7

8 P200 Framework - DRAFT Sub-Projects Key: Initiated Project Proposed Project Projects Org Alignment Analytics & Performance Sourcing Technology Sourcing & Commodity Management Utilization UCOP Organizational Alignment Organizational Management Spend Analytics Performance Management Sourcing Technology Sourcing & Commodity Management Supplier Relationship Management Utilization Program Management: assess, plan, fund, design, implement, transition, measure Change Management: train, communicate, prepare, support 8

9 What is UC Spend Analytics? A web-based application from a company called Spend Radar that captures UC systemwide spend data from campus financial systems of record A spend analytics tool that provides a common view of the UC procurement environment while also allowing ad-hoc reporting 9

10 Why UC Spend Analytics? UC System Combined Annual Spend > $3 Billion What if all campuses had consistent, robust and actionable procurement information that could be leveraged collaboratively in an effort to drive cost savings and efficiencies systemwide? 10

11 Why UC Spend Analytics? Efficient Quicker and easier to pull data and prepare reports Standardized systemwide definitions allows for increased inter- and intracampus collaboration Easy to Use Web-based solution with a single systemwide view of spend data Identifies Cost Saving Opportunities Systemwide data can be leveraged for price reasonableness checks and supplier negotiations Spend visibility contributes to the development of sourcing, forecasting and planning strategies 11

12 Project Participation All campuses have participated from the RFP/vendor selection phase through configuration, testing and implementation Procurement Leadership Council (PLC) Procurement leadership from each campus and UCOP who provide overall strategic vision, decision-making and project endorsement Governance Committee A small group of campus subject matter experts who support the Core Team in implementation activities, including solution and best practice recommendations Single Point of Contacts (SPOCs) Campus resource who is the first point of contact and campus champion for all P200 projects Campus Primary Representatives Campus data subject matter experts who communicate campus needs and requirements and participate in testing activities Core Team UCOP team who executes the day-to-day implementation and project management activities in close partnership with all campuses 12

13 Phase 1 Project Timeline Campus Requirements Data Definitions UI Configuration Test Data Extraction Campus Testing Training Mar Apr May Jun Jul Aug Sep Oct Nov Dec 3/27 P200 Kick-off Meeting 6/29 Test Data Feed #1 8/10 Test Data Feed #2 9/14 Load FY 11 & FY 12 10/12 Load FY 13 Q1 Data 11/16 GO LIVE 9/4 Campus Testing Round 1 10/15 Campus Testing Round 2 Phase 2 launches January

14 Phase 1 Scope The focus for Phase 1 is to answer 4 key questions: What are we buying? Commodity, item, good, service, etc. Who is buying? Campus, Department How are we buying? Purchase Order, P-Card, Non PO, etc. Who are we buying from? Supplier 14

15 Data Definitions Provide structure and context for all projects within the Analytics & Performance initiative Term Spend Spend Date Customer Payee Definition Spend is defined as expenditures paid to an entity external to the University of California System that has been recognized in the General Ledger for a good or service procured by an authorized representative of the University. A spend transaction corresponds to one expense line on the General Ledger. Note: the definition of sourceable spend is out of scope for Phase 1 The date a Spend transaction is posted to the General Ledger. This is often called the Expenditure Date or Posted Date. The Department aligned to the General Ledger Spend posting. The external entity receiving payment from the University of California. For Procurement Cards: US Bank is considered an authorized representative of the University of California; therefore, the external entities paid by the bank will be considered payees, not US Bank. 15

16 Phase 1 Data Data Type Campus financial systems data GL, PO, AP, eprocurement Line item detail where available Supporting data from campus systems Chartfield attributes, department hierarchies Pcard data from USBank Data Availability 9 quarters of spend data (7/ /2012) will be available upon Go- Live Data will be updated monthly 2 years + current of spend data will be available ongoing 16

17 Phase 1 End Users Spend Analytics targets 3 campus user groups User Group Users Executives 11 Buyers 94 Analysts 27 Total 132 Note Additional user groups will be considered in subsequent phases 17

18 UC Spend Analytics Solution 18

19 Spend Analytics Component Tabs Tab Dashboard Overview View systemwide spend data and filter by campus, time period, etc. There is a single Dashboard for all users. Category Analysis Analyze spend by category based on a variety of dimensions. Price Analysis Identify items or like items and view prices paid across the system Opportunity Assessment Analyze potential savings and sourcing opportunities based on spend data. Assessment opportunities are updated as spend data is added. Custom Report Create reports using any dimension or metric available in the solution. Selections Filter data based on all available fields and associated values. Advanced Filter View Supplier, Invoice and PO data sorted into pre-established thresholds. 19

20 UC Spend Analytics Dashboard 20

21 UC Spend Analytics Dashboard What are we buying? Who are we buying from? Who is buying? How are we buying? 21

22 UC Spend Analytics Price Analysis Users can search item or like item historical pricing 22

23 UC Spend Analytics Custom Reports Users can select desired attributes 23

24 UC Spend Analytics Advanced Filter Filter data by different thresholds 24

25 Training Approach 25

26 Training Approach Training will be coordinated across P200 projects Webinar-based training will be held in November/December System access granted upon completion of training 26

27 Key Dates September Campus data validation Spend Analytics Town Hall October Campus data validation November P200 Town Hall Spend Analytics Go-Live November 16th Rolling Deployment 27

28 Staying Connected Talk to your campus SPOC Irene Chen (UCI) DeAnn Coombs (UCSD) Cindi Deegan (UCM) Jacob Godfrey (UCSB) Ty Haubrich (UCLA) Janice King (UCD) Russ Lewis (UCR) Mike Steele (UCSC) Justin Sullivan (UCSF, UC Berkeley) Talk to your Campus Primary Representative Look for Procurement newsletter starting October Attend P200 Town Hall in November 28

29 Questions Contact Information Erin Riley Analytics & Reporting Manager Zoanne Nelson Director 29

30 Thank You 30