University of Washington Business Diversity Program Operational Performance Dashboard Report

Transcription

1 University of Washington Business Diversity Program Operational Performance Dashboard Report As of April 11, 2011 FY nd Quarter (October - December 2010) Mission We proactively engage with and support the University of Washington s commitment to creating an environment for businesses contracting with the University that reflects diversity, promotes opportunity and values transparency. The Business Diversity Program Seeks to assure equality of opportunity for small, minority and women-owned businesses Conducts business opportunity fairs and provides information on how to do business with the UW Provides training opportunities and educational forums for businesses Supports UW schools/colleges and departments in sourcing diverse and local small businesses Encourages the UW s large suppliers and contractors to develop and expand their commitment to business diversity Recommends qualified businesses become certified as minority or women business enterprises with the State Office of Minority and Women s Business Enterprises 1 of 15

2 Process Measure Output Target Gap Process Measure Output Target Gap 1) Number of campus/business community meetings and presentations ) Number of 1-on-1 meetings with M/WBEs Outreach 3) Number of business opportunity fairs and networking events attended ) Percent of active Federal small business plans meeting goals (Q2 & Q4) 5-5 M/WBE Suppliers 5) Number of suppliers in BDP database ) Percent of goods & services dollars spent with MBE firms 10) Percent of goods & services dollars spent with WBE firms 11) Percent of public works contracts with MBE firms awarded 12) Percent of public works contracts with WBE firms awarded 13) Percent of construction dollars spent with MBE firms 14) Percent of construction dollars spent with WBE firms 15) Percent of A/E contracts with MBE firms awarded 16) Percent of A/E contracts with WBE firms awarded 17) Percent of architectural & engineering dollars spent with MBE firms 18) Percent of architectural & engineering dollars spent with WBE firms % % % % % % 2.74% % Process Measure Output Target Gap Process Measure Output Target Gap Pay Bills M/WBE Suppliers M/WBE Suppliers University of Washington - Business Diversity Program - Operational Performance Dashboard FY nd Quarter (October - December 2010) Customer Supplier Perspective Internal Business Process Perspective 6) Percent of M/WBE invoices paid within 45 days of invoice date 7) Number of M/WBE goods & services transactions 8) Dollar of M/WBE goods & services transactions 85% 85% 802 TBD TBD 2,182,362 TBD TBD M/WBE Utilization Develop Staff Develop Suppliers Financial Perspective Learning & Growth Perspective 19) Percent of BDP staff with a completed Employee Development Plan (EDP) 20) Number of training and development hours earned 21) Number of businesses receiving assistance from the BEDC (Q4) 22) Value of new revenues + reduced costs for BEDC assisted companies (Q4) ,000,000 3,000, Legend BDP Metrics MBE = WA certified Minority Business Enterprise PAS = Purchasing and Accounts Payable Online System Met or exceeded goal WBE = WA certified Women Business Enterprise ecommerce = eprocurement, ProCard, and Travel card transactions Did not meet goal SBA = US Small Business Administration eprocurement = The online ordering system for the UW Tracked semi-annually BEDC = UW Business & Economic Development Center ProCard = UW Visa purchasing option for small dollar transactions Tracked annually 2 of 15

3 Dashboard Measures & Supporting Details Customer Supplier Perspective Financial Perspective Process #1 - Outreach 1) Number of campus/business community meetings and presentations 2) Number of 1-on-1 meetings with M/WBEs 3) Number of business opportunity fairs and networking events attended 4) Percent of active Federal small business plans meeting goals Process #2 M/WBE Suppliers 5) Number of suppliers in BDP Database Page Process #4 M/WBE Utilization Page 4 9) Percent of goods & services dollars spent with MBE firms ) Percent of goods & services dollars spent with WBE firms ) Percent of public works contracts with MBE firms awarded ) Percent of public works contracts with WBE firms awarded 13) Percent of construction dollars spent with MBE firms Page 14) Percent of construction dollars spent with WBE firms ) Percent of A/E contracts with MBE firms awarded 16) Percent of A/E contracts with WBE firms awarded 17) Percent of A/E dollars spent with MBE firms 18) Percent of A/E dollars spent with WBE firms Internal Business Process Perspective Learning & Growth Perspective Process #3 Pay Bills Page Process #5 Develop Staff Page 6) Percent of M/WBE invoices paid within 45 days of invoice date 9 19) Percent of BDP staff with a completed Employee Development Plan (EDP) 20) Number of staff training and development hours earned Process #2 M/WBE Suppliers Page 7) Number of M/WBE goods & services transactions 10 Process #6 Develop Suppliers Page 8) Dollar of M/WBE goods & services transactions 10 21) Number of businesses receiving assistance from the BEDC 22) Percent revenue increase for BEDC assisted companies of 15

4 Customer Number of Meeting/Presentations Number of campus/business community meetings and presentations Outreach (Process #1) FY 09-Q3 FY 09-Q4 FY 10-Q1 FY 10-Q2 FY 10-Q3 FY 10-Q4 FY 11-Q1 FY 11-Q2 Output Target=10 Linear (Output) The BDP staff raises awareness of the UW s business diversity initiative through meetings with the business community and UW campuses. During fiscal year 2010, the BDP staff and their campus partners had 40 outreach meetings or presentations to UW colleges/schools or departments and the small business community. Starting in FY 10 Q3, the CPO and Purchasing meetings and presentations were included in the quarterly numbers. This is the reason for the increase in meetings in quarters. The meetings and presentations in Q2 included: CPO University, an OMWBE Business Planner session focused on UW Tacoma, Win With Washington, two Procurement Services Forums, and the BEDC Advisory Board meeting. The BDP will continue to schedule a target of 10 meetings/presentations each quarter with UW administrators and the staff responsible for making procurement decisions. The goal of this internal outreach effort is also to assess the needs of the schools/colleges and departments and work with them to identify potential diverse and local small businesses. The target of 10 meetings/presentations may need to be increased to reflect the addition of CPO and Purchasing into this metric. 4 of 15

5 Customer Number of Meeting Number of 1-on-1 meetings with M/WBEs Outreach (Process #1) FY 09-Q3 FY 09-Q4 FY 10-Q1 FY 10-Q2 FY 10-Q3 FY 10-Q4 FY 11-Q1 FY 11-Q2 Output Target=8 Linear (Output) BDP, Purchasing, and CPO all conduct 1-on-1 meetings with M/WBEs throughout the year in order to better inform suppliers on how to do business with the UW. During Q2, BDP and CPO had eleven 1-on-1 meetings with M/WBEs. The number of meetings increased in spite of the reduced BDP staff for a portion of the quarter. Starting in FY 10 Q3, the CPO and Purchasing 1-on-1 meetings were included with BDP in the quarterly numbers. This is the reason for the increase in meetings during recent quarters. BDP, Purchasing, and CPO will continue to facilitate 1-on-1 meetings on the UW Seattle, Bothell, and Tacoma campuses along with Harborview and UW Medical Centers. The meetings will include BDP, Purchasing, and/or CPO staff and local small businesses. The original target of 5 meetings per quarter was adjusted upward to 8 to reflect the addition of CPO and Purchasing meetings. 5 of 15

6 Customer Number of Fairs/Networking Events # of Business Opportunity Fairs / Networking Events Outreach (Process #1) 3 3 FY 09-Q3 FY 09-Q4 FY 10-Q1 FY 10-Q2 FY 10-Q3 FY 10-Q4 FY 11-Q1 FY 11-Q2 Output Target=5 Linear (Output) Annually the BDP participates in several business opportunity fairs and tradeshows. With recent budget cuts and travel restrictions, these events have switched to include Puget Sound area events only. During Q2 the opportunity fairs included: the General Administration Annual Tradeshow, Northwest MSDC Annual Meeting, and the UW Minority Business of the Year Awards. Due to reduced BDP staffing during Q1 & Q2, we were not able to attend all of the same events that we attended in the previous fiscal year. We expect this number will go up in future quarters. Due to budget constraints, the BDP will continue to be selective with the business opportunity fairs and networking events in which it participates. There will be an emphasis on working with local agencies and resource providers that are focused on building the capacity of diverse and local small business that currently provide or have the potential to provide goods and services to the UW. 6 of 15

7 Customer Percent of federal small business plans 10 75% 5 25% Percent of active federal small business plans meeting goals 27% 27% 72% 72% 71% Outreach (Process #1) FY 08-Q4 FY 09-Q2 FY 09-Q4 FY 10-Q2 FY 10-Q4 FY 11-Q2 Output Target=5 Linear (Output) Federal research contracts require the UW to submit a plan that outlines how we will utilize disadvantaged businesses with the contract funds. For three reporting periods, we surpassed our target with 71-72% of federal small business plans meeting their goals. As of December 31, 2010, there are 59 active plans representing federal research contracts that exceed $650,000. The method in which this metric is calculated is being reviewed. This is the reason it displays as zero. We anticipate this number going back up after the next reporting cycle. The BDP will continue to play an active role in monitoring budgets on a quarterly basis to assist those departments who are having difficulty with identifying small business suppliers. BDP workshops will attempt to connect departments with federal research contracts to small businesses that provide the goods and services they require. The BDP will also continue to do quarterly small business plan reviews with the various administrators with existing federal small business plans. 7 of 15

8 Customer Number of Meeting/Presentations # of Suppliers in BDP Database M/WBE Suppliers (Process #2) FY 09-Q3 FY 09-Q4 FY 10-Q1 FY 10-Q2 FY 10-Q3 FY 10-Q4 FY 11-Q1 FY 11-Q2 UW schools, colleges, and departments frequently purchase goods and services under the $3500 threshold for competition. The BDP created the Diverse Vendor Search to serve as a resource to connect UW staff with a pool of diverse and local small businesses. The number of new suppliers added to the database has been fairly flat in recent quarters. The focus has been on connecting the current suppliers with opportunities on campus. During Q2, no new suppliers were added to the database. Output Target=500 Linear (Output) The BDP is looking to analyze current spend at UW. With this information, the staff will target OMWBE certified firms that meet UW purchasing needs. These firms will be added to the Diverse Vendor Search. BDP will try to be strategic with the suppliers added to the database. Firms wishing to be included in the Diverse Vendor Search can download the registration form from the Procurement Services or BDP websites. 8 of 15

9 Internal Business Process Percent of M/WBE invoices paid 10 Percent of M/WBE invoices paid within 45 days of invoice date 75% 5 25% 89% 96% 92% 85% 78% Pay Bills (Process #3) 91% 94% 85% FY 09-Q3 FY 09-Q4 FY 10-Q1 FY 10-Q2 FY 10-Q3 FY 10-Q4 FY 11-Q1 FY 11-Q2 Output Target=85% Linear (Output) Bill pay data includes all online PAS payments processed by Accounts Payable. During Q2, the percent of M/WBE invoices paid within 45 days decreased 9 points from Q1. The 85% result meets the target. There was a clean-up of M/WBE supplier flags in PAS just before the Q2 data was pulled. This was the first time the PAS M/WBE flags were updated in several quarters. We will continue to monitor this metric to ensure that we stay at or above the target of 85%. The Seamless Team has determined that movement of small dollar purchases from PAS payment to ecommerce methods can reduce the number of vendor invoices paid by AP by up to 7. This will reduce the number of AP invoices mailed to departments and provide more resources to effectively resolve invoice discrepancies when they occur. Accounts Payable continues to educate departments and vendors to send their invoices DIRECTLY to AP. The importance of timely delivery of an invoice to Accounts Payable was is in Procurement Services Forums and Newsletters. Additionally, Procurement Services continues its efforts to migrate transactions from PAS to ecommerce. 9 of 15

10 Internal Business Process ,500,000 2,000,000 1,500,000 1,000, , # of MWBE Transactions FY10 Q3 FY10 Q4 FY11 Q1 FY11 Q2 Online PAS ProCard eprocurement $ Amount of MWBE Transactions 2,153,621 2,182,362 12,958 13,714 1,661,807 1,437,000 92, , , ,008 2,076,748 2,005,619 1,335,101 1,550,788 FY10 Q3 FY10 Q4 FY11 Q1 FY11 Q2 Online PAS ProCard eprocurement MWBE Suppliers (Process #2) Departments may utilize three methods to make purchases: PAS, ProCard, or eprocurement. These measures demonstrate the breakout for the transaction method and the dollars spent via each method. For MWBE suppliers, most transactions occurred via PAS (49%) followed by ProCard (39%). By comparison, entire population of UW suppliers had the most transactions occur via the ProCard (61%) with PAS (2) in second. The amount of MWBE spend in eprocurement continued to increase in Q2. Keeney's Office Plus was added as an eprocurement supplier for campus in July. The comparative dollar amount spent with MWBEs via PAS and ProCard were similar to those of the entire population of UW suppliers. From a purchasing method perspective, Procurement Services continues to migrate as many small dollar purchases from PAS to Procard/eProcurement. Not only does this impact timeliness of payment (positively), but also significantly improves efficiency. On average, 46% of the number of current online PAS transactions could be done via ProCard or eprocurement. From a $ volume perspective, Dennis Gawlik and Chesca Ward will be developing an action plan to better align our outreach efforts to certified suppliers with key areas of spend for the UW. 10 of 15

11 Financial Percent of Dollars Spent Percent of Goods & Services Dollars Spent with M/WBE Firms 7% 6% 5% 4% 3% 2% 1% 0.24% MWBE Utilization (Process #4) **Targets revised April % % 0.83% 0.57% 0.72% FY 10-Q3 FY 10-Q4* FY 11-Q1 FY11-Q2 MBEs WBEs MBE Target=3% WBE Target=3% Linear (MBEs) Linear (WBEs) ** UW MBE & WBE targets were revised to 3% and 3%, respectively in April Data from the OMWBE 2009 Annual Report was used to determine these revised targets. Many of the day to day purchases made at UW are classified as goods & services spend. Construction and architect/engineering expenses are not included in goods & services. Purchase of goods and services under the threshold for competition are frequently made directly by campus departments. The Business Diversity Program continues to conduct outreach to UW campus colleges/schools and departments to encourage the consideration of a diverse range of businesses, including M/WBE firms. *FY10 Q4 marks the first time the dollars spent with M/WBEs was processed for the UW by OMWBE. The percentages shown starting FY10 Q4 are accumulative for the entire fiscal year. BDP works with the Strategic Sourcing Team within Purchasing Services to develop procurement strategies which will provide maximum contracting opportunities for diverse suppliers, in an effort to meet the UW's voluntary annual goals for spend with diverse suppliers. BDP is also working with Purchasing Services to "clean up" PAS supplier data in order to more accurately reflect the dollars that are available for contracting with diverse suppliers. Departments will be encouraged to use the BDP Diverse Vendor Search database of businesses that have registered with the BDP. A project is underway to develop a plan to better align our outreach to M/WBE suppliers with areas of spend at UW. 11 of 15

12 Financial Percent of Dollars Spent Percent of Contracts Awarded 12% 1 8% 6% 4% 2% 1 8% 6% 4% 2% Percent of Public Works Contracts Awarded to M/WBE Firms 5.9% MWBE Utilization (Process #4) 7.5% **Targets revised April % FY 10-Q3 FY 10-Q4 FY 11-Q1 FY 11-Q2 MBEs WBEs MBE Target=3% WBE Target=3% Linear (MBEs) Linear (WBEs) Percent of Construction Dollars Spent with M/WBE Firms 0.7% 0. **Targets revised April % 0.5% 0.5% 0.5% FY10 Q3 FY10 Q4* FY11 Q1 FY 11 Q2 MBEs WBEs MBE Target=3% WBE Target=3% Linear (MBEs) Linear (WBEs) The UW Capital Projects Office (CPO) does outreach to M/WBE contractors for UW construction projects. CPO continues to work with its current Job Order Contractor (Centennial Contractors) and its GC/CM contractors in reviewing and commenting on M/WBE outreach plans and providing technical assistance and strategic advice on reaching out to the M/WBEs. The percent of construction dollars spent with WBE firms has been low in recent quarters. We believe this could be due to some certifications expiring. We will continue to review the percent of construction dollars spent with M/WBE firms in upcoming quarters. CPO is working on a process to accurately account for both prime and subcontractor dollars spent with M/WBE firms quarterly. The goal is to have both prime and subcontractor data included in the BDP dashboard. *FY10 Q4 marks the first time the dollars spent with M/WBEs was processed for the UW by OMWBE. The percentages shown as of FY10 Q4 are accumulative for the entire fiscal year. 12 of 15

13 Financial 12% Percent of Dollars Spent 1 8% 6% 4% 2% % of Architect/Engineer Contracts Awarded to M/WBE Firms **Targets revised April MWBE Utilization (Process #4) FY 10-Q3 FY 10-Q4 FY 11-Q1 FY 11-Q2 8.2 MBEs WBEs MBE Target=3% WBE Target=3% Linear (MBEs) Linear (WBEs) The mission of the Architect/Engineer Partnership Program (A/EPP) is to build and enhance the University of Washington s working partnerships with architectural and engineering firms (A/Es) providing design services. A/E contracts awarded to MBE firms has been low in recent quarters. CPO recently added an evaluation criterion in its Requests for Qualifications (RFQ) for architectural and engineering firms to submit a detailed M/WBE Outreach Plan. The Outreach plans help to communicate the UW's commitment to diversity with our primary consultants. If our primary consultants execute their outreach plans with diverse subcontractors, the UW's overall A/E spend with M/WBE firms will increase. Percent of Dollars Spent 12% 1 8% 6% 4% 2% % of Architect/Engineer Dollars Spent with M/WBE Firms 1.39% 4.98% 0.84% **Targets revised April % 2.89% 2.71% 2.27% 2.74% FY10 Q3 FY10 Q4* FY11 Q1 FY11 Q2 The BDP will continue to work with CPO to expand A/E outreach to both prime consultants and subconsultants. In addition to subcontractor outreach, CPO is working on a process to accurately account for both prime and subconsultant dollars spent with M/WBE firms quarterly. The goal is to have both prime and subconsultant data included in the BDP dashboard. *FY10 Q4 marks the first time the dollars spent with M/WBEs was processed for the UW by OMWBE. The percentages shown as of FY10 Q4 are accumulative for the entire fiscal year. MBEs WBEs MBE Target=3% WBE Target=3% Linear (MBEs) Linear (WBEs) 13 of 15

14 Learning & Growth Percent of BDP staff 10 75% 5 25% Percent of BDP staff with a completed EDP Develop Staff (Process #5) 5 The UW is committed to supporting employee development. Staff and leaders are encouraged to set and achieve goals for personal and professional development. Release time and funding for classes/activities is provided as possible. Employee Development Plans (EDP), created by the employee in conversation with their leaders, are to be completed prior to approval for release time and funding. EDPs can include personal and professional objectives and focus on activities within a year or more. Number of hours FY 09-Q3 FY 09-Q4 FY 10-Q1 FY 10-Q2 FY 10-Q3 FY 10-Q4 FY 11-Q1 FY 11-Q2 Output Target=10 Linear (Output) # of training and development hours earned FY 09-Q3 FY 09-Q4 FY 10-Q1 FY 10-Q2 FY 10-Q3 FY 10-Q4 FY 11-Q1 FY 11-Q2 The BDP is currently staffed by two full-time employees. During Q2, BDP had only one full-time employee while conducting interviews for the second staff member. The 5 will increase back to 10 after the new staff person is on board. Less time was available for training during the quarter due to the change in staffing. There were 2 temporary staff that received training during Q2, but those hours are not reflected in this measure. When available, BDP staff will continue to take advantage of the leadership development and training opportunities available within Finance & Facilities and other UW offerings. BDP staff is very involved with Lean efforts happening within the F2 Admin/Strategy Management team. Output Target=48 Linear (Output) 14 of 15

15 Learning & Growth Number of business assisted Value of new revenues + reduced costs Millions $12 $10 $8 $6 $4 $2 $- Number of businesses receiving assistance from Business & Economic Development Center (BEDC) Develop Suppliers (Process # 6) 211 FY 08-Q4 FY 09-Q4 FY 10-Q4 Output Target=150 Linear (Output) Value of new revenues + reduced costs for Business & Economic Development Center assisted companies $8MM $10MM $3MM FY 08-Q4 FY 09-Q4 FY 10-Q4 Output Target=$3,000,000 Linear (Output) The Business and Economic Development Center (BEDC) at the Foster School of Business provides educational opportunities to accelerate the growth of businesses owned by people of color, women, and those located in economically distressed and emerging communities. Despite the continued down economy, the BEDC was able to help its client firms grow their revenue and profits. 211 client firms were either involved with or benefited from BEDC offerings in FY2010. The value of revenue for small businesses participating in BEDC educational offerings was $2 million, while the reduced costs were $1 million. The percent revenue increase metric will be changed to be more reflective of both the value of revenue and the reduced costs for the businesses. The Minority Business of the Year Awards set a record attendance of 550 people in December The BEDC Certificate program (a six session course) is designed for businesses with revenues of under $300,000 in Seattle, Tacoma, and the Yakima Valley. The next sessions begin on September 8, 2010 in the Tri-Cities and on October 1, 2010 in Tacoma. The Minority Business Executive Program is a weeklong executive education program. The next session will be held in June The 2010 UW Minority Business of the Year Awards will be held on December 2, 2010 at the Westin Seattle. 15 of 15