Educational Procurement Journal - December 2007 - (Page 12)

Bargain-Basement Solutions to Automate and Streamline Procurement Processes by Linda Collins University of California San Diego any higher education procurement organizations have implemented new ERP systems and sophisticated e-procurement systems. Some of you have instituted reverse auctions and automated solicitation tools too. Most of our readers know about these opportunities to make revolutionary leaps in advancing the procurement tool-set for our customers, stakeholders and staff. There are numerous examples with grandiose system investments and implementations. However, there are numerous, less-costly but very effective uses of technology that, when implemented, streamline processes for our customers and staff, and improve our effectiveness to deliver essential procurement services to our Document imaging system: Implement a document imaging system that allows your ofﬁce to scan all those miscellaneous documents, letters, policy statements, legislative briefs, supplier registration forms, etc., into a digital image; save to folders; and index with searchable document attributes. These systems can be small-scale for one ofﬁce or tie into more sophisticated networks of scanning stations. The scanned documents are now organized, searchable (some are searchable by every character on the document), and easily retrieved by your staff from the desktops to review, e-mail or fax to other parties. Google ‘Document Imaging Solutions’ for lists of available suppliers. This idea is submitted by Linda Collins, UCSD Purchasing. Web link to institutions’ terms and conditions: Post your terms and conditions (either as PDF or locked MS Word documents) on a Web site instead of printing them with each solicitation and purchase order. Instead of using unnecessary paper and forms, convert the printed terms and conditions to a link to them via the Internet. It is suggested that the following statement be incorporated on the printed, fax or e-mail version of the purchase order: “Referenced terms and conditions may be obtained at: http:// www edu. If you are unable to obtain copies via the Internet, contact the buyer listed on the face of the PO and copies will be mailed or faxed upon request.” An effective date is noted on each version of the terms and conditions to assure that the most current version is in effect at the time the purchase order is executed. The internal and federal auditors and University counsel endorse and support this approach. This idea is submitted by Joyce Haney, Penn State University. Use Web conferences and webinars to hold meetings and training: Use WebEx (http://www.webex.com/) or similar Web-based online meeting service to facilitate online supplier bid meetings, procurement card training, and system roll-out orientations. WebEx provides a branded University-speciﬁc site that is integrated with Microsoft Outlook for scheduling meetings within the calendar system. University employees or supplier representatives are able to see the meetings and training sessions that are scheduled. For training employees on the functionality of Procurement systems and processes, the trainer can activate the trainee to “drive” the session to verify that the trainee is adequately trained. When a meeting or training session ends, the event “owner” closes out M constituents. What are examples of such less-costly, “bargainbasement” initiatives? What are some easy-to-implement efforts to utilize technology? What about the more affordable and quick-win solutions? I took on the task to query some of my colleagues, asking that they share an example where they beneﬁted by the introduction of new technology to streamline internal processes. What follows are a few ideas to consider. The submittals described below are not intended to endorse a supplier or provider, but primarily to offer concrete suggestions for helping to automate many of the mundane and routine processes that are traditionally managed by a typical Purchasing department. the session, and WebEx automatically e-mails the PowerPoint slides. Use of this tool has exponentially facilitated the effective training of University personnel because they can be trained at their desks and forgo lost time and expenses for travel and offsite meetings. This idea is submitted by Richard M. Stack, Boston University. Convert business cards to digital ﬁles: Check out this really cool program that scans business cards and, with OCR, puts the correct information into the correct ﬁelds in Outlook Contacts. By converting physical business cards to an Outlook Contact ﬁle, saving and ﬁling hundreds of business cards is entirely eliminated. One institution purchased a 25-user license and a couple of scanners to be shared by the staff in their ofﬁce. The name of the product is Card Scan, although there likely are other providers of similar software on the market. This idea submitted by Steve Mack, University of Arizona. Electronic bid process: Conduct electronic public bid openings (and other bid openings) using the RFP Depot system (or other bid solicitation software). This allows suppliers to submit last-minute changes to bids/proposals (prior to the opening) and allows their access to the bid opening via the Web, so they do not need to attend the opening in person. The system also tabulates bids submitted and posts results on the Web site. A system similar to this streamlines the entire bid process, eliminating the administrative overhead of managing paper-based bids. This idea submitted by Jim Parker, University of Utah. Linda Collins is the Director of Procurement and Contract Services at the University of California San Diego and, as the Chief Procurement Ofﬁcer for the campus, is responsible for Purchasing, Strategic Sourcing, Small Business Ofﬁce, Business Contracts and Subcontract/Subaward administration. Linda is actively involved in many procurement re-engineering and electronic commerce efforts at UCSD, with the goal of designing improved services to campus customers and suppliers. 12 EDUCATIONAL PROCUREMENT JOURNAL www.naepnet.org | December 2007 http://www.webex.com/ http://www.naepnet.org

Table of Contents Feed for the Digital Edition of Educational Procurement Journal - December 2007

Educational Procurement Journal - December 2007 Contents Letter From the CEO: Sustainability in Higher Education Heard On the Streets Calculating Procurement's Value Cost-Per-Copy Contract and Site-Based Funding At a K-12 School District Bargain-Basement Solutions to Automate and Streamline Procurement Processes LEED & Leadership Certification Roamin' with Yeoman Best and Final

Educational Procurement Journal - December 2007

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