town hall webinar 9/18/12 - working...

P200 SUPPLIER REGISTRATION & SOURCING (SRS)

TOWN HALL WEBINAR 9/18/12

• Welcome

• Introduction by Project Sponsor, Ted Johnson

• Supplier Registration & Sourcing Project Phase 1 Overview

• A Look at UC Supplier Registration & Sourcing

• Key Dates

• Staying Connected

• Questions

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Agenda

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UC Supplier Registration & Sourcing (SRS)

Phase 1 Overview

P200 Framework - DRAFT Initiated Project

Proposed Project

Sub-Projects Key:

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Org Alignment Sourcing & Commodity

Management

Sourcing Technology

Analytics & Performance

Utilization

P200 Program Projects

Sourcing Technology

Spend Analytics

Performance Management

UCOP Organizational Alignment

Utilization Supplier

Relationship Management

Sourcing & Commodity

Management

Change Management: train, communicate, prepare, support

Program Management: assess, plan, fund, design, implement, transition, measure

Organizational Management

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Why UC Supplier Registration & Sourcing?

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• Each campus follows an independent method for supplier

registration and onboarding.

• There is no standard systemwide solution for UC’s

strategic sourcing initiatives.

– This leads to inconsistency of practice resulting in:

• 10 different sourcing systems

• non-standardized and non-streamlined processes, templates and

workflows

• inefficient & manually-intensive processes

• incomplete/inconsistent supplier data

• limited diversity spend reporting capabilities

• limited collaboration capabilities and tools

Why UC Supplier Registration & Sourcing?

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What if there were

standardized core sourcing

processes that could be

leveraged collaboratively in

an effort to drive cost

savings and efficiencies

systemwide?

UC System

Combined Annual

Spend > $3 Billion

What is UC Supplier Registration & Sourcing?

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• A SciQuest web-based application consisting of two

modules:

– Total Supplier Manager

• Replaces the UC Business Information Forms (BIF)

• Provides a standard process for onboarding Suppliers across UC

• Allows suppliers to input and update their own information in one tool resulting

in process efficiencies and cost savings

– Sourcing Director

• Tool for executing systemwide, multi-campus and campus specific sourcing

events

• Provides a standard sourcing process across UC

• On-demand bid management tool for achieving significant process efficiencies

and cost savings over traditional bid and auction processes

Project Participation

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All campuses have participated from the RFP/vendor selection phase

through configuration, testing and implementation

Procurement Leadership Council

Alan Moloney UCOP

Bill Propst UCLA

Cindi Deegan UCM

Haggai Hisgilov UCOP

Jacob Godfrey UCSB

Janice King UCD

Jim Hine UCSF/B

John Bono UCSC

Rick Coulon UCI

Russ Lewis UCR

Ted Johnson UCSD

• Procurement Leadership Council

(PLC)

– Procurement leadership from each

campus and UCOP who provide

overall strategic vision, decision-

making and project endorsement

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• Single Point of Contacts (SPOCs)

– Campus resource who is the first

point of contact and campus

champion for all P200 projects

Campus Single Point of Contact

DeAnn Coombs UCSD

Cindi Deegan UCM

Jacob Godfrey UCSB

Ty Haubrich UCLA

Janice King UCD

Russ Lewis UCR

Mike Steele UCSC

Vanessa Wong UCSF/B

Irene Chen UCI

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• Working Groups

– Campus resources who have been involved in designing, configuring and testing

the Supplier Registration & Sourcing modules

TSM Sourcing Director Campus

Ian Da Costa Marc Leufroy UCLA

Lynne Boccignone UCSC

David Gee UCR

Roesia Gerstein Justin Sullivan UCSF/B

DeAnn Coombs UCSD

Karen Meade UCM

Mike Morgan UCD

Eric Pollack and David Houghton UCOP

Dylan Paul and Natalee Hillman UCSB

Brant Yancy UCI

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• Campus Primary Representatives

– Campus data subject matter experts

who communicate campus needs and

requirements and participate in training

activities

– CPR’s that are also in the Working

Groups are not listed here

Campus Primary Representatives

Dave Kolsom UCB Rich Taylor UCB Paula Ramos UCB Deborah Fraga-Decker UCD Lia Scott UCD Mel Davis UCI Rachel Gamby UCI Karen Miller UCI Brant Yancey UCI

Bobby Richardson UCLA Terry Thun UCM Dana Allen UCR Gae Purvis UCR David Gracey UCR Daniel Sweeney UCSB Jacob Godfrey UCSB Robert Phillips UCSB Sandra Featherson UCSB Kate Cunningham UCSC Mike Steele UCSC Nikki Vamosi UCSC Anthony Singleton UCSD Nicole Lamb UCSD Nikki Giaquinta UCSD David Pendergast UCSF

Nimfa Damm UCSF Vanessa Wong UCSF

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• Core Team

– UCOP team who executes the day-to-day implementation and project

management activities in close partnership with all campuses

• Zoanne Nelson – P200 Program Director

• Brian Agius – Functional Owner

• Jeff Groves – Project Manager

• Allee Chance – Business Analyst

• Amy Schofield – P200 Change Management Lead

Phase 1 Project Timeline

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We are here 11/16/2012 Go Live

Phase 1 Scope

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The Phase 1 focus is designing a core solution that can be utilized at both the systemwide and campus levels. Phase 1 Scope includes:

• TSM – Supplier Registration and Onboarding process

– Supplier onboarding vetting and approval workflow

– Systemwide and campus-specific search and reporting capabilities

– Systemwide supplier certification process for small business and diversity suppliers

• Sourcing Director – Preapproved RFx templates, prerequisites, exhibits/attachments, and

questions

– Sourcing event approval workflows

– UC CPQP (cost per quality point) bid evaluation methodology

– Supplier communication protocol

– Reverse Auction capabilities

Phase 1 End Users

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TSM

• Buyer

• Procurement Analyst

• AP Representative

• Vendor Admin

Sourcing Director

• Buyer

• Strategic Sourcing Expert/Manager

• Commodity Manager

• Category Manager

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Subsequent Phases

• Phase 1b

– Contract Director and repository implementation

• Contract Director is a new contract authoring and management system, recently acquired by SciQuest, which will be integrated with SRS

• Migration from our current repository to the Consortium Contract Manager

• Phase 2

– Campus solution configuration and deployment

• Deployed in waves of 3-4 campuses at a time

• 3 waves total

• Requisition Manager to Sourcing Director Integration for campuses running SciQuest HigherMarkets full suite

• Phase 3

– Integration between TSM and Campus ERP systems

• Integration pushes updated vendor data to the vendor master in the campus ERP

• Integration pulls ERP vendor id back into TSM

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UC Supplier Registration & Sourcing

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Total Supplier Manager – Public Site

• This part of the application is open to suppliers so they

are able to:

– Register to do business with UC

– View and Bid on opportunities

– Track current events and other news

• Phase 1 population of Suppliers includes:

– Currently-contracted systemwide suppliers

– Any suppliers participating in a sourcing event using the Sourcing

Director core solution

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Total Supplier Manager – Supplier Registration

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Total Supplier Manager - Supplier Registration

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Supplier Registration Administration

• This part of the application is open to internal TSM users

so they are able to:

– See a snapshot of suppliers and their statuses

– Search and find registered suppliers using an advanced search

with multiple criteria

– Perform onboarding duties including:

• Inviting a supplier to register

• Moving a supplier through the onboarding workflow by changing their

status

• Inputting campus ERP vendor id’s on the supplier record

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Total Supplier Manager – Dashboard

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Total Supplier Manager – Advanced Search

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Sourcing Director – Running Sourcing Events

• This part of the application is open to internal sourcing

users so they are able to:

– Initiate RFx events using pre-defined templates

– Approve, Edit, Amend, or Cancel and Reissue an event

– Respond to supplier questions

– Modify sourcing templates and category specific library items

• The project team is working with the UCOP Commodity

Managers to identify RFx events for the sourcing Pipeline

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UC Custom Templates

• Generic systemwide Templates, Attachments and

Workflow will be defined for RFP, RFQ and RFI events.

• Category specific attachments including prerequisites,

questions, attachments and addendums will be added for

the following categories:

1. Generic

2. Life Sciences

3. Food Services

4. Janitorial/MRO

5. PSA & ICA with emphasis on SOWs

6. Other Services (outsourced grounds-keeping, etc.)

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Sourcing Director – Dashboard

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Sourcing Director – Create RFx

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Sourcing Director – Reverse Auctions

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Change Management Approach

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Change Management Approach

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• SPOC Coordination – Standing meetings with the team leading up to go-live

– Go-live transition checklist of activities

– End user role assignment

• Training – Training will be coordinated across P200 projects

– Webinar-based training will be held in November immediately before Go-Live

– Quick Reference Guides will be available

– System access granted upon completion of training

• Supplier Outreach – Initial systemwide suppliers will receive the first communication Oct. 15th and

be loaded into the system prior to Go-Live.

– Once initial suppliers are loaded they will be asked to access and update their profiles in order to complete the onboarding process

• Communication – Bi-weekly updates to Campus Primary Reps

– Monthly newsletter

Key Dates

46 P200 Program

SRS Town Hall

Initiate Testing

Standing SPOC Meetings

Transition Checklists

Monthly Newsletter

Continue Testing

P200 Town Hall

SRS Training

SRS Go-Live November 16th

September

October

November

Staying Connected

47 P200 Program

• Talk to your campus SPOC

• Talk to your Campus Primary Representative

• Look for Procurement newsletter starting October

• Attend P200 Town Hall in November

Questions

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Contact Information

• Jeff Groves – SRS Project Manager

[email protected]

• Brian Agius – SRS Functional Owner

[email protected]

• Zoanne Nelson – P200 Program Director

[email protected]

mailto:[email protected]



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Thank You

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