OATdb Archive

2014 - 2015

Procurement And Business Services

Goal
Increase Efficiencies Of University Operations
Continue to develop and deploy automated solutions

Objective
Develop Automated Processes
Work within the new eProcurement SciQuest system to add approval of forms through the electronic workflow process, thus improving efficiencies for departmental end users.

KPI
Automating Processes In Procurement And Business Services
Add Procurement and Business Services forms to the SciQuest system to automate the workflow and approval processes within the new eProcurement system, giving end users one system to operate in. 

Result
Automation Of Forms
Procurement and Business Services has implemented the Non-Catalog form, Blanket Order form and the Purchase Order Change Notice within the new eProcurement system at this time.  All forms have budget check and workflow for approvals behind them.  Currently we have trained 246 campus end users who process purchase requests and our initial rollout is complete as of July 31, 2015.  We will have ongoing training for new hires throughout the year, focused around HR hire dates.

We will continue to add additional forms to the systemto increase efficiencies for our end users.  Such forms will include the RA-22 Form -Request to Remove Equipment from Campus ,and the RC-21 Form -Request to Change Inventory.

Action
Automated Forms In SciQuest
Procurement has just recently added the Library Order form to allow their ordering processes to be autmoated within SciQuest as well.  (See attached form). 
Procurement will continue to work with Property/Fixed Assets on automating the  RA-22 and RC-21 forms for FY16.

Goal
Data Driven Decisions
Develop and implement reporting tools and reports that allow visibility into revenue and expense activities within our Division

Objective
Financial Analysis Models
Develop and implement reporting tools and reports that allow measurement of procurement processes within SciQuest and Banner for University reporting and State reporting.

KPI
Reporting Models For Procurement And Business Services
Develop reports in SciQuest to produce analysis information on:
Spend by Supplier
Dashboard Reports for Departments on Spend
Spend Summary by ORG, Supplier and Item
Purchasing Reports by category

Result
Reporting Tools
The following reports can be generated from the new eProcurement system-
Spend by Supplier
Dashboard Reports for Departments on Spend
Spend Summary by ORG, Supplier and Item
Purchasing Reports by Category
Requisition Submit to Requisition Complete time
A few samples of the reports have been attached.

Procurement is also currently working with Texas State University (parent of our consortium buying catalogs) in the month of August on standardized reports for submittal to the Texas State University System.  In addition, Procurement and Business Services will be creating a class  and/or training materials for our end users on how they can pull their own reporting from the system.


Action
Reports
Reporting formats have been updated and each university within the Texas State University System will report in the same manner on the first day of each month.  A sample of the reports have been attached.

Reports have been created so that Procurement can take a look at our spend data and spend analysis, forms usage and PO cycle time.  Samples have been attached.

Reporting for campus end users will continue to be a goal and Procurement hopes to roll those out to campus by January 1, 2016. 

Update to previous cycle's plan for continuous improvement Training classes for campus end users were a great success and the phased roll out is complete.  Procurement will continue to have training surrounding new hire dates twice a month. 

Due to some technical issues experienced within Talent Management system Procurement did not get the policies and procedures classes moved over into Talent Management.  The department experienced a reorganiztion of our division in April and also, the implementation of new software during FY15.  At this time the policies can now be reviewed, updated to reflect those changes, and approved. Procurment will again work with Human Resources to add this training to Talent Management in FY16.
Plan for continuous improvement SciQuest phased roll out is complete and Procurement will continue training and outreach to campus end users to educate and train them on the abilities and reporting capabilities available within the new SciQuest system.  Automation of additonal forms from Procurement and Business Services will continue to be goals for our department into fiscal year 2016.  The goal is to streamline and improve efficiencies of the approval processes on all Procurement and Business Services forms.  Sourcing Director (an automated bid module) will be implemented in the Fall of 2015.  Also, with the addition of Disbursements and Travel Services under the umbrella of Procuremen and Business Services for FY16, we will be adding AP Director which will further automate the invoice processes and allow vendors to submit invoicing through an automated portal, thus improving cycle time of invoice payments.

Sam Houston State University | A Member of The Texas State University System