PED Talks: April 13, 2018

Procurement Services Author

04/13/2018 Added

66 Plays

Description

Purchases under $25,000

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[00:00:00.640]Who are we?
[00:00:09.010]Okay.
[00:00:09.930]My name's Dustin Kotik and I'm a Senior Sourcing Specialist
[00:00:12.980]at Procurement Services, and my specialty is construction
[00:00:16.520]and facilities related commodities on campus.
[00:00:20.270]With me today is Claudette Biskup and Martha Young,
[00:00:23.680]and they will come up and present a little bit later
[00:00:26.680]and tell you what their specialties are as well.
[00:00:31.589]So, who is Procurement Services?
[00:00:34.040]Procurement Services is made up of purchasing
[00:00:36.290]and strategic sourcing members that are basically here
[00:00:39.820]to help our campus customers procure the goods
[00:00:44.300]and services that you need at your departments
[00:00:46.370]to get through your everyday, day-to-day duties.
[00:00:49.560]We're made up of Inventory Surplus and Asset Management
[00:00:52.700]as well, and recently combined with Payables, P-Card,
[00:00:56.530]and Travel Services.
[00:00:57.750]Our facility is now in the midst of getting a little bit
[00:01:01.850]of a remodel, so we can move the accounting folks
[00:01:05.080]over to our facility hopefully by the, uh, either the end
[00:01:08.870]of May or shortly after the fiscal year,
[00:01:10.830]depending on how everything works out with the schedule
[00:01:13.421]of the remodel.
[00:01:16.110]And we're also now a U-wide Procurement Structure,
[00:01:18.860]meaning that we're trying to coordinate as a team with
[00:01:22.850]our representatives at UNK, UNO,
[00:01:25.547]and UNMC so that we can all try to help
[00:01:29.040]our campus communities in a similar way,
[00:01:32.290]so there's no confusion amongst how things
[00:01:34.280]are done per each campus site.
[00:01:38.650]We have our link here to procurement.unl.edu.
[00:01:43.070]If you go to that website, it brings up our team directory.
[00:01:56.090]Basically, this lists everybody that's employed
[00:01:58.480]with the University of Lincoln Procurement Services Office.
[00:02:01.920]It has our pictures on here.
[00:02:04.020]It has also our areas of expertise,
[00:02:06.580]so if you have any questions amongst how to procure things
[00:02:09.560]within a certain trade or commodity,
[00:02:12.460]you can go to our website, kind of find
[00:02:14.230]out who takes care of that commodity, and give us a call
[00:02:17.520]and we'll be happy to assist you in any way that we can.
[00:02:20.850]Another link that we have on our site here takes us
[00:02:24.190]to our commodities.
[00:02:27.460]Basically, this is if you have any questions
[00:02:29.590]in regards to a specific commodity,
[00:02:31.200]for example (microphone audio drops out) click
[00:02:32.860]on the construction and remodeling projects line here,
[00:02:36.910]you'll see that I pop up there.
[00:02:39.930]I'm the primary contact for the Lincoln campus
[00:02:42.910]in regards to anything related to facilities
[00:02:45.110]or construction on campus, and if we go back
[00:02:49.520]and click on another one...
[00:02:52.060]Computer here, and that should bring up some prime suppliers
[00:02:55.970]as well as our commodity specialists down below as well.
[00:03:01.210]Claudette, can you scroll, yeah, scroll back up for me?
[00:03:03.650]These are our prime suppliers for this commodity.
[00:03:06.040]They're also listed in all these, um, links.
[00:03:10.830]If you're doing business with one of those companies
[00:03:13.140]and you have any questions about how to order
[00:03:15.110]or how to procure things that you need from them,
[00:03:18.200]you'll contact those procurement specialists that
[00:03:20.290]are listed on that page as well.
[00:03:24.160]So, going through the introductions here.
[00:03:26.850]Basically, today's topic for this talk
[00:03:29.320]is purchases less than $25,000.
[00:03:35.860]So what I'd like to do is I'd like to get a little bit
[00:03:38.220]of audience participation here this morning,
[00:03:41.020]and I'd like to ask you a couple questions
[00:03:43.120]and try to get some volunteers to then give me a guess
[00:03:45.750]as to what these answers may be.
[00:03:49.410]We do have a small prize for you if you're willing
[00:03:51.980]to go ahead and not be so shy and speak up, so, uh,
[00:03:55.999]I'm not gonna show you that surprise
[00:03:57.370]until after you talk, though.
[00:03:58.940]So, first and foremost, I'd like to ask you how many
[00:04:01.610]transactions do you think the
[00:04:03.362]University of Nebraska Lincoln does, did,
[00:04:06.720]in the last fiscal year under $25,000?
[00:04:13.060]Anybody venture a guess?
[00:04:15.710]Scott?
[00:04:16.743]I'd say over a million.
[00:04:17.576]Over a million.
[00:04:18.409]Okay, wow.
[00:04:19.960]How about another one?
[00:04:21.028](audience member speaking off-microphone)
[00:04:22.390]Under $25,000, yes.
[00:04:24.777]That would include
[00:04:25.610]all P-Card transactions?
[00:04:26.580]Correct.
[00:04:29.430]We have another volunteer?
[00:04:30.521](audience member speaking off-microphone)
[00:04:31.800]It's a delicious surprise.
[00:04:33.916]Yeah, I think he's low.
[00:04:35.203]You think he's low?
[00:04:36.156]Okay, what's your guess, sir?
[00:04:40.980]I'm gonna say 2,000,000.
[00:04:42.385]Now remember, this is Lincoln campus only.
[00:04:45.300](audience member speaking off-microphone)
[00:04:46.300]2,000,000?
[00:04:47.976]Eh?
[00:04:48.973](audience member speaking off-microphone)
[00:04:49.806](Dustin laughing)
[00:04:51.667]500,000.
[00:04:52.960]Alright, there we go.
[00:04:54.914]So did we have any guess for people on our zoom site?
[00:05:01.040]Okay, so we got three guesses and the answer is 42,065.
[00:05:07.890]So not quite as much as what you thought,
[00:05:09.900]but still, that's a lot of transactions
[00:05:11.560]for under $25,000 that go on on campus.
[00:05:15.020]So our winner here, your name, ma'am?
[00:05:18.511]Marla.
[00:05:19.344]Marla.
[00:05:20.211]Marla, you get some Girl Scout cookies.
[00:05:22.415]If you haven't get any yet this season, welcome to 'em.
[00:05:25.052](audience members speaking off-microphone)
[00:05:28.794](Dustin chuckles)
[00:05:31.020]Fresh from the factory.
[00:05:32.260]Maggie guarantees it.
[00:05:35.230]Okay, one more question for you.
[00:05:37.700]In regards to those transactions, how much dollar spend
[00:05:41.390]do you think is associated with those 42,000 transactions?
[00:05:48.320]How about some different guess?
[00:05:52.679]3,000,000?
[00:05:53.512]3,000,000? How about you, ma'am?
[00:05:56.458](audience member speaking off-microphone)
[00:05:58.530]A million? Okay, one more?
[00:06:02.650]Sir?
[00:06:03.626]500,000.
[00:06:04.459]500,000.
[00:06:05.997]Okay, and the, the closest is $24,200,000.
[00:06:14.020]Quite an outstanding number for $25,000
[00:06:16.770]and less per transaction.
[00:06:19.716]A lot of money goes through the,
[00:06:20.838]gets done, day-to-day purchases.
[00:06:24.068]Remember, this is the last fiscal year alone...
[00:06:29.000]And just the average spend per transaction,
[00:06:31.420]just so everybody has an idea...
[00:06:33.560]Roughly $575.30.
[00:06:38.320]So, again, another box of Girl Scout cookies for the winner.
[00:06:43.162]Who is the winner?
[00:06:45.871]High?
[00:06:47.872]I think you were high at 3,000,000, yep.
[00:06:50.404]There you go.
[00:06:51.490]Thank you.
[00:06:54.653](audience member speaking off-microphone)
[00:07:00.140]Same guess?
[00:07:01.750]Okay, let's find out their address
[00:07:03.650]and we'll get 'em a box of cookies as well.
[00:07:05.820](audience laughing)
[00:07:06.937](audience member speaking off-microphone)
[00:07:11.810]Okay, so moving on.
[00:07:13.540]Commitment of university funds.
[00:07:16.190]So, per Board of Regents policy 6.2.1.8, no commitment
[00:07:22.550]of university funds shall be made except by means
[00:07:25.410]of official purchase order, purchasing card, or contract.
[00:07:31.370]Now, those of you that do day-to-day transactions
[00:07:34.930]in the office at your facility are probably wondering why
[00:07:39.010]you don't see direct pay on here.
[00:07:41.840]Well, we understand that direct pay is a method that's used,
[00:07:45.630]it uh, we don't like direct pays, I'll tell you that.
[00:07:49.470]We understand that they need to be done
[00:07:52.690]and the reason being, well multiple reasons, one being
[00:07:55.680]is it's just so hard to keep track of direct pays
[00:07:58.740]with processing paper invoices all the time,
[00:08:01.830]and not only that, but it's hard for Procurement Services
[00:08:05.370]to track what you're actually spending your money on.
[00:08:09.740]It doesn't give us great reporting to have to dive down
[00:08:12.850]into direct pays.
[00:08:13.922]It's a lot of extra work to be honest with you.
[00:08:17.070]So, basically, we would try to persuade you to try
[00:08:20.210]to use one of these three methods if at all possible.
[00:08:24.830]Go ahead and continue to use direct pays if you need to,
[00:08:27.710]but if you have the time, please try to procure
[00:08:29.970]through this route, that way you're not only saving
[00:08:32.810]yourself time from processing paper invoices,
[00:08:35.500]but you're also saving the university time and...
[00:08:42.460]Valuable resources that would go along with those purchases.
[00:08:48.002]Okay. Claudette?
[00:08:52.520]Hello, I'm Claudette.
[00:08:54.641]A lot of you kind of know me, I've been around for a while.
[00:08:57.810]So, my commodities and purchasing is IT-related,
[00:09:03.460]so I do hardware...
[00:09:06.150]Photographic equipment, and also audiovisual.
[00:09:09.870]So that's my area of responsibility.
[00:09:15.450]So actually, who creates these requisitions
[00:09:17.010]and purchase orders?
[00:09:19.510]We think in procurement that maybe it's our department?
[00:09:23.510]Okay, so maybe it's our department that creates this?
[00:09:26.663]It's not.
[00:09:27.496]It's actually you individuals.
[00:09:30.160]Ruth, Pat, the folks out here in the audience perhaps,
[00:09:36.370]you're actually the ones that create requisitions
[00:09:38.920]in eSHOP and also purchase orders in SAP.
[00:09:43.050]If it is not in eSHOP, we would like you to submit
[00:09:46.500]a vendor request form to make sure that that
[00:09:49.110]is coming through the eSHOP.
[00:09:50.880]We can track it, as Dustin mentioned.
[00:09:53.860]Procurement Services reviews it.
[00:09:56.210]We wanna make sure that everything
[00:09:57.930]is following our processes, policies.
[00:10:02.400]There's a lot out there that we need to make sure that the
[00:10:05.010]university is abiding by.
[00:10:07.730]We distribute these by email, fax, electronic cXML,
[00:10:13.330]and if you're wanting to know what cXML is...
[00:10:16.330]It's actually a Commerce Extensible Markup Language.
[00:10:19.800]That's what cXML stands for.
[00:10:22.150]It's a protocol intending for communication
[00:10:25.490]of business documents between procurement applications,
[00:10:29.360]ecommerce hubs, and the suppliers.
[00:10:32.200]So that's what goes through the eSHOP.
[00:10:37.220]End-users do not release purchase orders,
[00:10:40.530]so if you've done one in SAP and you print it out,
[00:10:44.200]it will say it's not for distribution to the vendor,
[00:10:47.065]to the supplier.
[00:10:49.940]So purchases in goods and equipment under $5,000.
[00:10:55.270]Departments can make these purchases.
[00:10:58.070]Competitive quotes are not required.
[00:11:01.880]We have a great purchasing guide out there on our website,
[00:11:04.590]if you want to look at that.
[00:11:07.100]It gives you all sorts of valuable information
[00:11:09.356]on how to do, what to do, dollar threshold limits.
[00:11:14.100]Very, very informative.
[00:11:25.304](audience member speaking off-microphone)
[00:11:35.533]Huh?
[00:11:42.100]Next.
[00:11:44.150]Okay, so purchases between 5,000
[00:11:47.027]and 24,999, competitive quotes should be obtained
[00:11:54.300]and they do need to be attached to the requisition
[00:11:57.590]in eSHOP, or if you're doing it
[00:12:00.400]in SAP they need to be attached.
[00:12:05.730]These will actually route through Procurement Services.
[00:12:08.950]We do review these, make sure everything is compliant.
[00:12:15.470]And then these are actually approved
[00:12:16.950]by Procurement Services, any one
[00:12:18.540]of us buyers who handle that particular commodity.
[00:12:27.060]Thank you, Claudette.
[00:12:28.770]Next topic, sole sourcing.
[00:12:31.360]So, sole sourcing means that any purchase made
[00:12:35.910]from only a single contract or vendor
[00:12:38.100]without competitive bidding.
[00:12:40.110]So, for purchases under $25,000...
[00:12:44.740]The department head has the signature approval
[00:12:47.200]to approve those sole sources,
[00:12:50.280]and so Procurement Services can release that, uh, relay
[00:12:53.600]from purchase order.
[00:12:56.440]If you're utilizing a prime supplier,
[00:12:59.810]meaning that it's a contracted supplier awarded through
[00:13:02.210]an RFD process that the university's done,
[00:13:05.510]or a cooperative contract of some sorts, you do not need
[00:13:08.980]the additional quotes or the sole source.
[00:13:11.070]You can proceed with just the one quote, purchasing
[00:13:13.290]from that prime supplier on campus.
[00:13:17.140]Sole sourcing, here Claudette, if you'd click on that link
[00:13:19.480]for me...
[00:13:22.760]Basically, this brings up our performance page
[00:13:25.470]on the procurement website, and then it's gonna bring
[00:13:29.280]up this PDF document here
[00:13:30.727]of the sole source document itself.
[00:13:33.610]I'd like to go through that just briefly here.
[00:13:44.800]So, the description of the sole source situation here,
[00:13:48.690]typically you have one through five to choose from.
[00:13:51.940]More times than not, you're gonna be selecting
[00:13:53.750]the first item there.
[00:13:54.700]It's a purchase of a unique or non-competitive article.
[00:14:00.040]Also, I'll give you an example,
[00:14:02.630]our building assistance maintenance staff here
[00:14:04.370]on campus sometimes, especially here in the Spring,
[00:14:09.110]due to the un-thaw of the ground, we have a lot
[00:14:11.360]of water beaks on campus.
[00:14:13.430]They'll use a sole source for them to do what they call
[00:14:16.840]an emergency service, meaning that if you have something
[00:14:19.930]like that happen on campus, we don't wanna wait
[00:14:22.070]around for...
[00:14:24.090]Pardon me?
[00:14:25.455](audience member speaking off-microphone)
[00:14:35.833]I'm trying to share our screen with you guys outside
[00:14:38.560]of the site here.
[00:14:43.310]Up in the corner.
[00:14:46.360]Upper right, and there's the camera right next
[00:14:48.390]to the microphone.
[00:14:49.520]Click on the camera.
[00:14:54.951](audience members speaking off-microphone)
[00:14:59.330]Almost there.
[00:15:02.666]There you go.
[00:15:07.554](audience members speaking off-microphone)
[00:15:18.567]Did we get logged out?
[00:15:21.357](audience member speaking off-microphone)
[00:15:29.556]Mikki, use this.
[00:15:32.770](audience member speaking off-microphone)
[00:15:54.211]Now can we see?
[00:15:57.219]Oh, okay.
[00:15:58.846]I apologize for that.
[00:15:59.915](audience member speaking off-microphone)
[00:16:11.435]Okay, thank you.
[00:16:12.650](audience members speaking off-microphone)
[00:16:18.990]Okay, thank you!
[00:16:19.945]I apologize for that.
[00:16:21.540]All the wonders of technology but yet the frustrations
[00:16:24.490]of them as well.
[00:16:26.010]So, once again, back to our sole source form.
[00:16:28.990]Let's start over at the top of this, Claudette, please.
[00:16:32.880]For those of you that did not see, the sole source
[00:16:34.900]form here has five items in which you'll typically choose
[00:16:37.990]from as to your justification as to why you would need
[00:16:40.650]to use a sole source, meaning just one quote.
[00:16:44.980]Most of the time, you're gonna use the first one
[00:16:46.890]for a non-competitive or unique article
[00:16:49.390]or service that you're buying.
[00:16:51.160]A lot of times we'll use the number three
[00:16:54.500]for emergency services if we have a water break on campus
[00:16:57.690]for our campus technicians to get some work,
[00:17:00.640]basically get a contractor on campus immediately
[00:17:04.360]to get the water cleaned up to prevent
[00:17:06.430]any further damage to our university facilities.
[00:17:09.980]Okay?
[00:17:11.120]Also, we ask that you'll need to fill in the vendor amount,
[00:17:15.350]the vendor name, the purchase amount,
[00:17:17.820]and then any additional descriptions as to why you wanna
[00:17:20.310]justify this is a sole source request.
[00:17:23.230]Once again if it's under $25,000, you will sign
[00:17:26.388]as the requester, and then your department,
[00:17:29.160]business manager, or director would sign on this line
[00:17:32.650]as well, and then you can proceed with that,
[00:17:35.390]with your purchase order for payment.
[00:17:38.080]If it's over $25,000 then additional signatures
[00:17:41.770]are required for approval, meaning the
[00:17:44.064]Procurement Services representative who handles that
[00:17:47.530]commodity on campus, as well as the
[00:17:50.369]Director of Procurement Services.
[00:17:53.160]If it's under $150,000, she has that signature approval.
[00:17:56.460]Anything above that needs to go to the Vice Chancellor
[00:17:59.440]of Business and Finance for their final approval as well.
[00:18:04.170]Okay.
[00:18:08.820]Also wanted to mention that come July of 2018 there's gonna
[00:18:12.750]be some federal uniform guidance
[00:18:15.530]with some different policies and procedures that we'll
[00:18:17.640]need to follow in regards to sole source purchases.
[00:18:21.410]Once those are made public, we will make sure
[00:18:24.140]to pass that information along and help educate anybody
[00:18:26.910]who may potentially have the need for a sole source.
[00:18:30.190]If there's any questions come that time,
[00:18:31.950]feel free to contact Procurement Services
[00:18:33.960]and we'll be happy to assist you with those new rules
[00:18:36.360]and regulations as well as our Director, Maggie Witt,
[00:18:39.690]can assist with any of those questions as well.
[00:18:51.766](audience member speaking off-mic)
[00:18:53.270]Hi, my name is Martha Young,
[00:18:55.260]and most of you know me as the eSHOP help desk person.
[00:18:59.060]A lot of times when you call, you may get me or may not.
[00:19:03.290]I see some of you are kinda...
[00:19:05.730]But anyway, it's nice to put a face with the name,
[00:19:09.900]and most of you I can probably recognize your voices.
[00:19:12.590]May not recognize your faces, so, anyway...
[00:19:17.420]I'm just gonna talk about the purchasing decision tree.
[00:19:20.660]There's different methods to use.
[00:19:23.000]We have eSHOP, SAP, or the PCARD,
[00:19:27.291]and the purchasing decision tree is a collaboration
[00:19:31.990]between both accounting and purchasing, and it was approved
[00:19:37.853]by Assistant Vice Chancellor Mark Shosh,
[00:19:43.270]and by our Associate Vice Chancellor Kim Phelps,
[00:19:47.670]and this is to help assist you to know which method to use,
[00:19:50.860]which system should you use.
[00:19:53.730]Out on our eSHOP page,
[00:19:55.940]or if we also have it on the procurement page,
[00:19:59.250]we have a PDF version and then we, if you wanna scroll down
[00:20:02.860]a little bit, we also have an interactive version that you
[00:20:05.970]can go through to figure out which
[00:20:08.010]is the best system to use.
[00:20:10.109]If you knew, let's say your supplier is...
[00:20:19.890]Perlmutter Purchasing Power and we know that they're
[00:20:24.440]a portal supplier, so, is it available
[00:20:27.660]from an eSHOP catalog supplier, which is on the home page?
[00:20:32.700]No.
[00:20:35.150]Is it available from one of the portal suppliers?
[00:20:37.710]Yes.
[00:20:40.130]And so then it would ask you to go ahead
[00:20:42.190]and create that order as a non-catalog PO.
[00:20:47.320]I'll go ahead and hit start over.
[00:20:50.730]Otherwise, you can also use the PDF version at the top.
[00:20:54.580]I don't know if you wanna bring that up,
[00:20:55.810]and I'll go through that real quick.
[00:20:59.191]If that supplier is available on our eSHOP shopping page,
[00:21:02.810]we suggest that you go ahead and create a...
[00:21:08.100]eSHOP catalog PO.
[00:21:10.240]If not, is it available as a portal supplier?
[00:21:13.030]And we do have a list of 20 of those.
[00:21:15.050]Some of them are scientific, office interiors and design,
[00:21:20.220]so it's different suppliers, and a portal supplier
[00:21:23.230]is somebody who can provide electronic invoicing.
[00:21:27.460]So we do have 20 of those currently,
[00:21:29.350]so if they're available, we ask that you create
[00:21:31.610]that non-catalog PO.
[00:21:34.210]If not, if that order is over 5,000 and available
[00:21:37.770]as an eSHOP non-catalog supplier, and a non-catalog
[00:21:41.630]supplier, we currently have almost 18,000 suppliers that
[00:21:45.630]are in the system and available for you to use,
[00:21:47.990]so it could actually be out there for you.
[00:21:51.270]We ask that you go ahead and create a non-catalog PO.
[00:21:54.990]If not, it's over 5,000 and available in SAP,
[00:21:59.000]then you can create your purchase order in SAP.
[00:22:02.430]If not, if you'll scroll down just a little bit more, um,
[00:22:05.870]if the order is below 5,000 and allowable on your P-Cards,
[00:22:10.210]you can use your P-Cards, I believe it's 4,999
[00:22:14.970]and that's off of the accounting website that I got
[00:22:18.090]that information, you can use your P-Card.
[00:22:20.800]Otherwise, if it's below (microphone audio drops out)
[00:22:23.110]you can't use that, you can go ahead
[00:22:25.200]and use your direct pays.
[00:22:26.970]And so this is a guideline
[00:22:28.360]for you to know which system to use.
[00:22:41.260](audience member speaking off-microphone)
[00:22:44.610]We're glad you're here.
[00:22:46.211](audience members speaking off-microphone)
[00:22:56.384]Okay.
[00:22:57.830]If we can get out of that and go to, yep, the next slide.
[00:23:01.760]Perfect.
[00:23:04.000]Non-catalog order form.
[00:23:05.360]You've heard me talk about that.
[00:23:07.110]This is listed out on the home page under
[00:23:09.450]our special forms and, so if that supplier is not available
[00:23:14.559]on the shopping page, those are our prime suppliers,
[00:23:17.500]contract suppliers, if they're not available there,
[00:23:20.430]more than likely you can create a non-catalog PO,
[00:23:24.840]and again, like I said, there's almost 18,000 suppliers
[00:23:28.230]that are available, 20 portal suppliers...
[00:23:32.520]And so I like to give you the menu path so that when you go
[00:23:35.370]out to the eSHOP page, you can do shopper,
[00:23:38.890]non-catalog order, and creating, or else
[00:23:41.500]from our shopping page also, on the left-hand side
[00:23:44.590]of the screen under that big, red N,
[00:23:47.110]is our eSHOP resource links, and so you can
[00:23:49.840]also get to it from there.
[00:23:56.120]Under the training resources, we have step-by-step
[00:23:58.630]instructions for all of these that are available
[00:24:01.410]for you, so you don't always have to call someone,
[00:24:05.370]or if you don't get someone, you have those
[00:24:07.280]at your fingertips.
[00:24:10.980]Goods receipts, quantity receipts, material documents,
[00:24:15.580]that's all interchangeable language.
[00:24:17.980]It means the same thing.
[00:24:19.330]Depends on what system you've used,
[00:24:21.940]but when is that good receipt required?
[00:24:24.590]It's any purchases, this is regarding eSHOP,
[00:24:27.560]any purchases that are over $5,000, all orders
[00:24:32.330]from a science catalog supplier, as indicated by the logo
[00:24:36.490]there at the end, and then all of the non-catalog orders.
[00:24:41.480]Doesn't matter if it's $700, you need to go ahead
[00:24:45.580]and create that goods receipt.
[00:24:48.090]In SAP, all purchase orders require a goods receipt,
[00:24:53.570]and we also give you the menu path for that
[00:24:56.240]and it has step-by-step instructions
[00:24:58.670]for creating those goods receipts.
[00:25:01.700]A few tips.
[00:25:03.800]The date should actually reflect the day that the goods
[00:25:06.870]are received.
[00:25:09.510]You can also create partial receipts,
[00:25:13.760]and if you create a goods receipt by mistake, you can do a
[00:25:17.160]negative goods receipt to correct that...
[00:25:20.280]And then if you receive a notification from us,
[00:25:24.560]action required, we're just asking you,
[00:25:27.060]letting you know that a goods receipt is needed.
[00:25:29.610]Maybe you haven't received that product,
[00:25:31.630]maybe the items were damaged, just put a note
[00:25:35.540]in that invoice for us and then we'll stop bothering you
[00:25:38.430]and sending you notifications.
[00:25:40.840]So that's the notifications.
[00:25:43.410]That brings us, next, to change orders,
[00:25:46.640]if you'd go ahead and click on that.
[00:25:47.543]Am I in your way?
[00:25:50.940]When should you create a change order request?
[00:25:53.710]Price increases, no changes necessary if it's within
[00:25:59.140]that tolerance level, which is 25% or up to $100,
[00:26:04.000]whichever is less, so...
[00:26:06.870]Obviously, if your PO is $7,000, no, you can't do a 25%
[00:26:12.300]change order on that.
[00:26:13.290]You have to go and do that, but if it's below that amount,
[00:26:17.330]you don't have to, a change order is not required.
[00:26:20.960]However, if you have a quantity increase
[00:26:26.260]or quantity decrease, we do ask that you
[00:26:28.960]do that change order.
[00:26:30.610]Our commitments are quantity driven,
[00:26:34.050]and so that will then remove those commitments
[00:26:36.630]for you when that PO needs to be closed out.
[00:26:40.790]Maybe you just need to re-send that PO to a supplier,
[00:26:44.270]maybe they didn't receive it, fax problems, whatever,
[00:26:48.360]so you can do a change order quest for that.
[00:26:51.690]Or if you need to cancel a PO.
[00:26:54.160]Items could be back ordered, you're not gonna get them
[00:26:56.450]in time, they can't provide the items, so you would create a
[00:27:02.720]change order request for that...
[00:27:04.870]And then cost object changes.
[00:27:07.870]We can only change the funding if the invoice
[00:27:11.030]is not in-process or if it hasn't already been paid.
[00:27:14.600]If it has already been paid, a journal entry
[00:27:16.680]is required, and if you need assistance with that,
[00:27:19.940]Accounts Payable will be able to guide you regarding
[00:27:23.550]those journal entries.
[00:27:29.960]Back in January of 2017, we changed our process a little bit
[00:27:34.970]to route all of our change order requests through eSHOP.
[00:27:39.350]Why'd we do this?
[00:27:40.850]We used to have things coming
[00:27:42.370]from SAP workflow, we had a lot of emails coming in,
[00:27:46.930]and then we also had our eSHOP system,
[00:27:49.350]and it was hard to keep track of all of it
[00:27:51.880]and prioritize, and so this provides one place for it to go.
[00:27:57.200]It, multiple people have access to that folder,
[00:28:01.070]as well as it provides quicker turnaround time for you, so.
[00:28:06.820]Most of those change orders can be completed
[00:28:08.950]within 24 hours.
[00:28:10.840]Occasionally, we have some that we may have a problem
[00:28:13.480]with and so it may take a little bit longer.
[00:28:16.440]Another tip is we want you to submit those change orders
[00:28:19.990]in their own cart.
[00:28:21.240]You don't wanna combine those with ordering an item
[00:28:24.440]from another supplier.
[00:28:27.950]The department is also responsible
[00:28:30.320]for contacting the supplier, so if you're canceling that
[00:28:33.850]order, some kind of change for some reason,
[00:28:36.130]or if you're even having issues getting the product,
[00:28:39.210]you're responsible to contact them.
[00:28:40.980]If you have issues with it, though,
[00:28:42.780]you can always contact the buyer
[00:28:44.480]of that commodity to assist you with that.
[00:28:49.810]We have another area.
[00:28:51.940]If you need to do a price increase or a cost object change,
[00:28:57.030]we need you to reflect that total amount
[00:28:59.560]in the total value of price increase field,
[00:29:02.770]and I know this can be a little bit confusing.
[00:29:05.700]You're just changing the cost object.
[00:29:07.560]You're not increasing the PO, but what this does
[00:29:10.740]is it routes for proper funding source approval.
[00:29:14.000]So, we know you can tell us you're just
[00:29:16.720]changing the cost object.
[00:29:18.620]We will not increase it but we are, we do want
[00:29:21.040]it to route properly for funding source approval.
[00:29:24.820]And then just a combination of changes.
[00:29:27.320]So you can go click on other in that form,
[00:29:30.830]and explain in the text box what you need to do
[00:29:34.600]for change orders.
[00:29:38.920]Yeah, I think that is all for me.
[00:29:44.840]Thank you, Martha.
[00:29:47.420]Some additional purchasing resources that we like to point
[00:29:50.120]out for everybody to understand
[00:29:51.710]and know where they're located.
[00:29:53.320]First and foremost is certificate of insurance.
[00:29:56.180]Any vendor that you have coming to campus that
[00:29:59.470]is physically on our campus, they need to be insured,
[00:30:02.740]make sure that they're covered not only
[00:30:04.270]for their own protection but for the protection
[00:30:06.260]of our faculty, staff, and students on campus.
[00:30:09.850]If you're not sure if they have a certificate
[00:30:12.010]of insurance, you can go on our website,
[00:30:14.600]click on the certificate of insurance lookup form here,
[00:30:18.020]and then you can type in their name.
[00:30:19.709]Since I deal with a lot of construction companies, type
[00:30:23.190]in Sampson for me, Claudette.
[00:30:25.400]S-A-M-P-S-O-N.
[00:30:28.830]And hit submit, and it'll pull up their information
[00:30:31.930]and that they are currently insured,
[00:30:34.430]and expiration is January 1st of 2019.
[00:30:38.130]So if you have a need for them to be on campus
[00:30:40.270]for some reason in your department,
[00:30:42.210]you know that they're covered.
[00:30:43.900]You can get the quote from them, get them on campus
[00:30:46.250]and let them assist you in your day-to-day needs.
[00:30:50.917]Another example is, let's go ahead and throw in Dell...
[00:31:00.000]And you can also see here that the expiration
[00:31:02.260]is 3/1/19, they are currently covered.
[00:31:05.600]Now if they are not covered for some reason,
[00:31:09.610]if their insurance is expired, that expiration date's
[00:31:13.250]gonna show up on the site in red...
[00:31:16.030]Knowing that their certificate is expired
[00:31:19.160]and we don't want them on campus until they get
[00:31:22.640]that certificate updates and sent to procurement services
[00:31:26.520]so we can get it in our database,
[00:31:28.260]so this goes out to everybody
[00:31:29.690]and they know that they're covered.
[00:31:33.590]Also, if you type in a name here, let's just say
[00:31:37.280]Mike's Refrigeration and nothing pulls up,
[00:31:40.630]then you know as well that they don't have a certificate
[00:31:43.360]of insurance on file.
[00:31:44.810]So please ask them, if for some reason you need them to come
[00:31:48.210]and work on some (mumbles), your office refrigerator
[00:31:51.036]of any type of HVAC thing in your area,
[00:31:55.170]you're gonna ask them to provide their certificate
[00:31:57.690]of insurance as soon as possible before they come to campus.
[00:32:03.910]Another resource, of course, going back to the eSHOP,
[00:32:09.240]contact your sourcing specialist for assistance.
[00:32:11.970]Meaning, the Procurement Services representative.
[00:32:15.280]We are here to help and assist you
[00:32:17.430]with your purchasing needs.
[00:32:19.740]We wanna help ease your frustrations
[00:32:22.050]and we're here to assist you in trying to
[00:32:24.440]get multiple quotes, if necessary.
[00:32:27.150]We can give you some additional company names to deal
[00:32:30.530]with that product, commodity, that way you can reach out
[00:32:33.120]to them to get a quote if you're not sure who to contact.
[00:32:36.320]We can assist you in getting that taken care of for you.
[00:32:40.070]And then also our eSHOP ordering guides.
[00:32:43.190]If we can go into Firefly real quick,
[00:32:44.820]I'd like to show, uh, do we have it up?
[00:32:47.744](audience member speaking off-microphone)
[00:33:04.710]Maybe we lost it.
[00:33:05.550]Anyway, on our eSHOP homepage--
[00:33:07.742](audience member speaking off-microphone)
[00:33:19.200]There we go.
[00:33:20.260]Supplier ordering guides, here on the left-hand side.
[00:33:22.770]If you click on that for me...
[00:33:26.150]You can pull up, you can see everybody that they have
[00:33:28.600]in eSHOP as a catalog supplier, has a step-by-step
[00:33:32.280]instruction as to how you need to procure
[00:33:34.900]through that supplier on campus.
[00:33:38.284]I won't have you click into one...
[00:33:40.000]Well, go ahead and click on the, like, Grainger for example.
[00:33:43.510]We click into them, it pulls out how to do searches
[00:33:46.940]on their web, on their punch out catalog,
[00:33:50.090]who to contact in case you have questions
[00:33:52.054]or problems with the product that you ordered,
[00:33:54.570]any late deliveries or you're just not sure where the order
[00:33:58.140]is, their customer service representation is documented
[00:34:01.890]on that for you as well.
[00:34:03.530]So please use that as a resource.
[00:34:05.920]If you can't get a hold of your Procurement Services rep,
[00:34:08.890]you know, if they're in eSHOP you should be able to find
[00:34:10.920]it here, but don't be afraid calling in
[00:34:13.494]on the Procurement Services staff
[00:34:14.950]for any assistance that you need.
[00:34:20.916]And then finally, I'd like to bring up...
[00:34:23.080]Then go back to the PowerPoint for me, please...
[00:34:27.630]The code of ethics.
[00:34:28.750]Now, being University of Nebraska employees,
[00:34:31.900]there are certain ethics that we need to abide by
[00:34:35.220]with our day-to-day work in dealing with campus suppliers
[00:34:39.910]on campus.
[00:34:41.660]This does not only apply to university
[00:34:44.051]Procurement Services staff.
[00:34:46.070]It applies to everybody who's working for the university.
[00:34:49.520]An example being, and I think Procurement Services staff
[00:34:53.320]deal with this maybe more than most, we get asked a lot
[00:34:57.980]to lunch from our suppliers.
[00:35:00.560]Our prime suppliers, they wanna continue to pick our brains
[00:35:04.050]about how to get on campus, how to get
[00:35:06.280]more customer purchases for their company,
[00:35:09.660]they offer to take us to lunch.
[00:35:12.030]We're not allowed to accept them buying our lunches for us.
[00:35:16.710]We can go to lunch with them if we pick up our own ticket,
[00:35:20.228]but even that, sometimes that can be...
[00:35:23.920]If another competitive company sees us with one
[00:35:27.130]of their competitors, that can look a little fishy as well.
[00:35:29.980]So we try to prevent that
[00:35:32.220]from happening as much as possible.
[00:35:35.490]Another thing that I wanted to talk about with ethics...
[00:35:40.740]And we're gonna have another eSHOP PED talks that
[00:35:45.270]specifically deals with this topic coming up later.
[00:35:49.420]We'll show our schedule here of future topics.
[00:35:52.980]So, if you have any questions in regards to ethics
[00:35:55.920]and maybe what you can or can't do as a university employee,
[00:36:00.080]Maggie Witt, our Director, is gonna be presenting that.
[00:36:03.369]So, she'll be able to go through that with you
[00:36:05.878]and assist you with any of those questions at that time.
[00:36:09.660]Okay, Claudette.
[00:36:14.390]Thank you, Dustin.
[00:36:16.490]As mentioned, our topic for April was purchases 25,000
[00:36:22.240]and under...
[00:36:23.440]Or 24,999 and under.
[00:36:26.280]So, our future topics are going to be--
[00:36:31.870](audience member speaking off-microphone)
[00:36:43.135]Down here?
[00:36:48.630]There you go.
[00:36:50.176](audience member speaking off-microphone)
[00:36:51.540]Very bottom one.
[00:36:54.980]These are our future topics.
[00:36:58.190]Next month, we're gonna be focusing
[00:37:00.370]on high dollar purchases over 25,000 and the bid process.
[00:37:05.120]We do a lot of bids in procurement.
[00:37:08.730]Then there will be inventory, surplus and assets management.
[00:37:12.793]John and Jill will be doing that.
[00:37:14.800]Procurement BRT updates will be following, I think, in July.
[00:37:20.150]Information technology procurement, we're gonna be
[00:37:23.600]doing a presentation, and then code of ethics.
[00:37:26.980]That will be a feature topic all by itself.
[00:37:32.360]Prime supplier contracts and the total cost
[00:37:34.450]of ownership, that is gonna be happening.
[00:37:36.600]So keep in mind...
[00:37:39.040]You can go out there to our website.
[00:37:40.900]These are recorded, Mikki does a great job with these,
[00:37:43.780]and you can see what the future topics will be.
[00:37:48.540]Do we have any questions right now from the audience
[00:37:51.320]or anybody online?
[00:37:54.620]So, real quick, the certificate
[00:37:56.170]of insurance for any (mumbles) that does work on campus.
[00:37:59.540]So, any...
[00:38:02.020]I work in (cough drowns out speaker's words)
[00:38:04.210]and anybody that we have come in and do repairs on any
[00:38:07.740]of our equipment has to have one of these, correct?
[00:38:10.750]Correct.
[00:38:11.618]The question, for those of you not in the audience here,
[00:38:13.880]the certificate of insurance, the question was, anybody that
[00:38:17.700]works that is coming to campus to do work in the print shop,
[00:38:21.730]for example, would be required to have a certificate
[00:38:24.790]of insurance, and the answer is yes.
[00:38:26.830]Any company physically coming to campus to perform
[00:38:29.840]any service or delivery of product needs to have a
[00:38:33.430]certificate of insurance on file.
[00:38:36.850]Typically they are valid for one year.
[00:38:39.090]Everybody that has the record is, can be located
[00:38:42.210]in our vendor lookup form.
[00:38:44.487](audience member speaking off-microphone)
[00:38:50.322]So, the question was, do the vendors get any notification
[00:38:53.060]or prompt as to their certificate needing to be updated?
[00:38:56.470]That typically comes from their insurance agent.
[00:38:59.229](audience member speaking off-mic)
[00:39:02.843]And we, correct, every month, when their certificate
[00:39:05.790]is about to expire three days out, Mikki Sandin
[00:39:08.852]in our office sends a list of those to the buyers
[00:39:13.188]for us to review, and then we'll do some contacts
[00:39:16.820]as well to help with that--
[00:39:18.674]Actually, I send out letters.
[00:39:19.760]I send expiration letters, so they get a month prior
[00:39:23.040]to expiration, they get a reminder letter,
[00:39:25.110]and then if actually does expire and we haven't gotten one,
[00:39:28.100]they'll get an expiration letter.
[00:39:29.560]So, potentially two.
[00:39:35.900]Any other questions?
[00:39:37.110]Sir?
[00:39:38.210](audience member speaking off-mic)
[00:39:41.246]Just to follow up on that,
[00:39:42.700]that's vendors who are already in some sort of contract
[00:39:46.727](audience member continues speaking off-microphone)
[00:39:52.687]That's, correct, yes.
[00:39:53.560]If they're coming into campus just to provide you
[00:39:56.420]an estimate, then they're not.
[00:39:58.140]If they're coming to campus to perform the work
[00:40:01.560]or provide the service in need, then they need to
[00:40:04.590]be certified, to have that certificate on file.
[00:40:09.530]Yep.
[00:40:11.080]So, if I'm placing an order for,
[00:40:13.320]let's say $20,000, not from a prime vendor,
[00:40:16.410]lot of different items, I don't necessarily have
[00:40:19.940]to get additional quotes because it's like multiple items,
[00:40:22.830]not just one.
[00:40:24.060]It's a $20,000 price, is that correct
[00:40:26.650]or do I need to get a couple extra quotes
[00:40:28.630]because of the dollar price?
[00:40:30.660]Yes, we always encourage you to get
[00:40:33.560]as many quotes as you possibly can just to know
[00:40:35.660]that you're getting a fair price, but the requirement
[00:40:38.240]is anything under $25,000 you don't
[00:40:41.065]need additional quotes on.
[00:40:44.690]What if it is for one piece
[00:40:46.010]of equipment that's gonna get an inventory tag?
[00:40:48.120]Do we need to get quotes for something like that?
[00:40:50.890]Oh, good question.
[00:40:52.410]John with inventory, you got an answer for me there?
[00:40:55.163]What's the question?
[00:40:57.496]What if I made a purchase
[00:40:59.410]for one piece of equipment over $5,000,
[00:41:02.280]would I need quotes for that?
[00:41:05.340]'Cause Dustin was saying I didn't need quotes
[00:41:06.890]for under 25,000.
[00:41:08.915](John speaking off-mic)
[00:41:11.698]Okay.
[00:41:12.536](John speaking off-mic)
[00:41:15.410]If it's over (mumbles).
[00:41:17.814]I would need the two quotes, or not need the two quotes?
[00:41:19.720]No.
[00:41:20.553]Okay.
[00:41:22.690]With capital equipment, we would want that
[00:41:25.810]to try to have that, what you've done.
[00:41:28.620]If it's capitalized--
[00:41:30.987]It's not required.
[00:41:31.983]It's not required?
[00:41:32.816]It's recommended.
[00:41:33.820]Correct.
[00:41:34.830]Encouraged, yeah.
[00:41:35.812](audience members speaking off-mic)
[00:41:45.670]Another question.
[00:41:47.300]So this may be on ethics, but since somebody asked me
[00:41:49.850]this today I thought I'd bring it up.
[00:41:52.190]You know how Manaras is doing that 11% rebate,
[00:41:55.550]and I know that we can't use our little reward cards
[00:41:58.510]for Walgreens and all that
[00:42:00.190]because it's something you can't do.
[00:42:03.316]So what about this 11% rebate if they say okay,
[00:42:05.743]but we're really gonna use it for our department?
[00:42:07.550]I'm assuming it's still a no?
[00:42:12.440]There's a fine line there.
[00:42:13.500]What we've done in the past there with Manaras
[00:42:16.340]and some other companies on campus is if they're gonna give
[00:42:18.790]you that 11% rebate back to your department,
[00:42:22.200]then we want documentation, for you guys
[00:42:24.060]to have documentation on file that that was given to you
[00:42:27.430]and then used by you as well within the department,
[00:42:29.950]not a personal employee.
[00:42:32.760]And for departmental purchases only.
[00:42:36.160]Like keep as much documentation in regards to that
[00:42:38.840]as possible in case you get audited.
[00:42:42.495](audience members speaking off-microphone)
[00:42:46.800]Any other questions?
[00:42:50.540]Online question?
[00:42:52.123](audience member speaking off-mic)
[00:43:00.980]Thank you.
[00:43:02.250]The question is, does it not cost the university
[00:43:05.130]less money to process a direct pay?
[00:43:09.613](audience member speaking off-microphone)
[00:43:10.446]Does it not?
[00:43:15.160]Would it not cost the university less money to do it--
[00:43:18.810]So, if I'm to restate that, is the...
[00:43:22.120]Caller, or the question, basically asking
[00:43:25.254]is it less expensive to process a direct pay
[00:43:29.140]than a purchase order?
[00:43:30.160]Correct.
[00:43:31.660]So, let me ask, let me try it this way.
[00:43:36.130]So, you go out and purchase something
[00:43:38.360]and then you bring back an invoice,
[00:43:41.070]and then you sign your name to the invoice
[00:43:44.200]and you have somebody else say here, take this invoice
[00:43:47.540]and put the right codes on it, and then you write all
[00:43:51.010]over it, and then you route it through inter-company mail
[00:43:54.210]over to accounts payable who checks to make sure
[00:43:57.040]the signature's there.
[00:43:58.540]Maybe it's the right one, maybe it's not.
[00:44:00.290]They pick up the phone, they call you, they route it back
[00:44:03.000]because they haven't got the right signature,
[00:44:04.530]then they route it back to accounts payable to make
[00:44:06.990]sure that it's correct.
[00:44:08.290]Then they have to enter it in the system to issue a check
[00:44:11.200]for payment.
[00:44:12.230]Is that about the right process?
[00:44:13.640]Would that be what normally happens?
[00:44:15.710]I'm asking.
[00:44:16.860](audience member speaking off-microphone)
[00:44:17.693]Okay. So--
[00:44:18.928](audience member speaking off-microphone)
[00:44:20.950]The process that that took, and that's not atypical,
[00:44:25.720]you use maybe, I don't know, maybe a few days, some peoples'
[00:44:29.940]time to facilitate a purchase.
[00:44:32.150]That's not uncommon.
[00:44:34.580]The difference in purchasing something in a catalog
[00:44:38.870]or going online and issuing a PO, a purchase order
[00:44:42.370]typically in a system, is very low cost to the university
[00:44:47.350]because the cost of issuing an eSHOP GO is,
[00:44:51.575]now this is going to be debated by many people,
[00:44:54.210]so it depends on who's asking the question,
[00:44:56.320]but we have our own estimate.
[00:44:58.200]So, if I throw a number out there,
[00:45:00.420]it's probably going to get challenged.
[00:45:02.240]So, I really don't wanna get challenged on this,
[00:45:04.720]but I'm going to tell people here from my estimations
[00:45:08.340]here at the university, it ranges anywhere between $5 to $15
[00:45:16.370]to cut a PO for the university in our systems.
[00:45:19.870]The purchase order itself, being a very low-cost
[00:45:23.510]transaction, can have a purchase order issued
[00:45:27.550]to a vendor for next to nothing, which
[00:45:30.300]is just a very low cost transaction.
[00:45:32.700]Our goal is to get it under $3.
[00:45:36.030]The invoice can be submitted to the university,
[00:45:38.880]if it's a catalog vendor, for pennies electronically.
[00:45:43.210]If it's a paper invoice, it needs to get mailed
[00:45:46.230]in then processes virtually the same...
[00:45:49.210]And then, so it really does depend on the way we set up
[00:45:53.310]that relationship with the supplier, but if they send it in,
[00:45:56.650]the cost object's already on there,
[00:45:58.300]the approval's already on the PO, and everything is there.
[00:46:01.920]So there's no additionals handling between the department
[00:46:05.620]and the resulting approver and everything else,
[00:46:08.930]so to a large degree, if we set it up in advanced,
[00:46:13.170]the process is more straightforward, if you will.
[00:46:19.131]But I know that's not always the ideal situation,
[00:46:22.990]and especially if they're going out and buying something
[00:46:25.410]for the first time from a supplier
[00:46:27.013]that procurement has never worked with previously.
[00:46:30.240]So, that question has a lot of dimension to it,
[00:46:33.840]and the caller, or the person online,
[00:46:36.580]it bodes a discussion that I would love to entertain.
[00:46:43.380]To follow up, would a direct pay cost less
[00:46:45.640]to run through than a P-Card purchase?
[00:46:48.540]No.
[00:46:50.620]P-Cards definitely are very low cost,
[00:46:54.460]but they also have a place because
[00:46:58.760]from a university procurement perspective,
[00:47:02.260]we get very limited information,
[00:47:04.280]and I don't mean just procurement,
[00:47:06.610]I mean the university gets very limited information
[00:47:09.320]back from the merchant regarding the purchase.
[00:47:12.340]So we have...
[00:47:14.319]Procurement's responsibility to the university
[00:47:17.080]is to not only understand what we procure,
[00:47:20.730]but also analyze what we procure and make recommendations
[00:47:24.970]to the university as to how we can leverage
[00:47:27.101]and give recommendations back to the university
[00:47:30.840]for the best value.
[00:47:32.270]So, in many times there are a lot of ad-hoc purchases
[00:47:37.280]that maybe we could help advise departments to go
[00:47:40.570]to prime vendors, or help you make great decisions,
[00:47:45.280]and it's very challenging for us to do that
[00:47:48.500]with P-Card data.
[00:47:49.780]We're not suggesting we have all the answers,
[00:47:51.992]we're just saying that P-Card data is very challenging
[00:47:55.040]for us to analyze and assist in the university in analytics.
[00:47:58.270]Doesn't mean we have all the answers,
[00:48:00.010]but we wanna make sure we can help the university
[00:48:02.640]make the best overall decisions from a leverage perspective.
[00:48:06.670]That's a really brief answer on a challenging subject.
[00:48:09.610]I want to turn the microphone back to the people
[00:48:13.720]that started this, and if Dustin and Claudette
[00:48:16.835]or Martha have any other things they wanna add
[00:48:19.280]on the P-Card topic, I'd be happy to let them add.
[00:48:25.860]Martha, you have anything?
[00:48:26.793](audience members speaking off-microphone)
[00:48:27.748]I don't have anything new.
[00:48:28.581](audience members speaking off-microphone)
[00:48:36.903]Yeah, go ahead, Scott, mention that.
[00:48:39.073](audience members speaking off-microphone)
[00:48:49.387]Um, am I on?
[00:48:51.256]The P-Card program, to my understanding,
[00:48:53.690]and being a P-Card purchaser was started
[00:48:57.250]before eSHOP existed.
[00:48:59.555]There's a reason we started the P-Card program,
[00:49:02.110]it's because of its efficiency.
[00:49:05.540]Again, you're saying numbers.
[00:49:07.430]My understanding, when the P-Card was started it
[00:49:09.410]was about $80 to process a purchase through, you know,
[00:49:14.210]accounting for everyone's time and all the touch points
[00:49:16.720]of every person who has to verify, re-mail it back,
[00:49:21.090]re-verify, to get a check cut, a direct pay,
[00:49:26.620]so the P-Card program definitely benefited the university
[00:49:32.300]as a whole.
[00:49:33.860]It sounds like eSHOP has allowed us to leverage
[00:49:37.320]getting prime vendors and save even more, so I think
[00:49:42.160]both had their points, and yes, direct pay also
[00:49:45.210]has its points, but sounds to me, being a novice,
[00:49:51.120]that we should be directing people
[00:49:53.410]towards the most efficient options for the university.
[00:49:58.260]That's a great comment, Scott, thank you
[00:49:59.750]for that.
[00:50:00.660]Another point I'd like to make, you know, direct pays,
[00:50:04.920]they could open a window for abuse
[00:50:06.730]of university funds as well.
[00:50:08.700]There's just no way to monitor them.
[00:50:11.010]So, we try to limit those as much as possible
[00:50:14.950]to not only protect the university,
[00:50:16.590]but to protect the employee as well.
[00:50:21.400]Another question, Sue?
[00:50:27.900]What is the cost to process an eSHOP order?
[00:50:36.247](audience member speaking off-microphone)
[00:50:37.410]So, once again, I think I alluded
[00:50:40.240]to that previously, and it depends on,
[00:50:45.600]and could the person who chatted that
[00:50:48.110]in elaborate a little bit more
[00:50:50.800]from what point to what point?
[00:50:52.880]Because there's a lot that goes into it, to process it
[00:50:56.680]from the minute that somebody puts it in to the very
[00:50:59.980]end it's paid.
[00:51:01.530]I mean, as I said, right now, today in our organization,
[00:51:05.090]we think it ranges, and somebody,
[00:51:07.150]if you got me on recording and you play this back again,
[00:51:10.910]I thought I said anywhere from...
[00:51:12.800]Did anybody hear me or write that down?
[00:51:15.692]Yeah, five to 15, something like that.
[00:51:18.670]Our goal is to have it below, I mean really, ideally
[00:51:22.170]for us it would be around $3.
[00:51:24.870]That's our goal.
[00:51:26.390]To get it, mm-hmm.
[00:51:27.920]Yeah. And really with eSHOP, with Jagger,
[00:51:32.100]that is completely feasible.
[00:51:34.110]That is totally feasible.
[00:51:35.900]But we have ourselves a Cadillac
[00:51:38.370]of a system, and we're driving it like a Volkswagen.
[00:51:41.190]Okay?
[00:51:42.615]And that, and for the caller, again, or the person online,
[00:51:46.390]I would really appreciate the opportunity
[00:51:48.610]to have a conversation about this.
[00:51:49.910]I, we're excited about the future of e-procurement
[00:51:54.020]at the university.
[00:51:54.853]This is going to help us, so we want your opinions.
[00:51:57.860]We want your feedback.
[00:51:58.930]We love to engage in this discussion.
[00:52:02.440]Does that include overhead?
[00:52:05.210]That would include everything we do
[00:52:07.820]in procurement.
[00:52:08.870]Does that include overhead, is the $3
[00:52:11.140]for each punch out?
[00:52:14.330]These are very specific questions.
[00:52:16.310]So, this includes the operations of doing procurement.
[00:52:20.100]This includes what we do.
[00:52:22.450]This is a very specific question, someone who is asking,
[00:52:26.340]so I'm telling you that what we would like to achieve
[00:52:29.720]is a below $3.50 for a PO.
[00:52:32.620]We're not there today, but I would love to speak
[00:52:36.350]with this individual more specifically.
[00:52:38.430]Yes, we would love to get down there.
[00:52:41.340]But yes, it includes everything.
[00:52:43.080]That's what we'd like to get to.
[00:52:50.170]Any other questions?
[00:52:54.120]So, if this person who is asking those questions
[00:52:56.600]would love to call me, I would love to have a conversation
[00:53:00.750]further about those specifics so we can help you
[00:53:05.810]understand our goals in this area.
[00:53:09.510]We do have goals in that area, and we have a lot of work
[00:53:12.330]to do because not all transactions
[00:53:15.580]are processed electronically here at the university
[00:53:20.000]and it varies from campus to campus,
[00:53:22.870]but specifically at the Lincoln campus we know we have a lot
[00:53:25.560]to learn about all of our processes,
[00:53:28.160]and all of our transactions,
[00:53:29.510]and we don't profess to know everything.
[00:53:32.320]So, those conversations with our stakeholders will help
[00:53:35.110]us better understand where those obstacles
[00:53:37.130]and challenges will exist, and where we might run into,
[00:53:40.800]we need to learn where those are.
[00:53:44.290]Thank you...
[00:53:45.740]And it's maggie.witt@unl.edu.
[00:53:51.280]Perfect.
[00:53:52.113]Thank you, Maggie.
[00:53:53.220]Okay, well, on behalf of myself, Claudette,
[00:53:56.390]and Martha, we'd like to thank everybody
[00:53:58.670]for their attendance today.
[00:53:59.720]We'd like to thank everybody online for their time as well,
[00:54:03.750]and especially on behalf of procurement services in general.
[00:54:07.724]Like I said before, I can't emphasize enough,
[00:54:10.040]please use this as as resource.
[00:54:11.460]We're here to help you as much as possible
[00:54:14.620]and we look forward to seeing next month's PED talks.
[00:54:17.243]Thank you.
[00:54:18.827](audience applause)

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PED Talks: April 13, 2018

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