Purchasing Information Session

1
Purchasing Information Session

• Working together to turn your suggestions into
  solutions
• (Follow-up to May 9, 2001 Session)

2
Purchasing Information Session

• Don Weston
• Director
• - Welcome Introduction

3
Purchasing Information Session

• Session Overview
• Welcome Introduction
• What Purchasing Is Doing For You
• Recent Purchasing Initiatives
• Purchasing Survey Priorities
• Vendor Contracting Strategy
• PeopleSoft Contract Tips Item Searching
• OIT Help Desk
• PO Encumbrances

4
Purchasing Information Session

• Purchasing Department Staff
• Don Weston, Director
• Brian Rounsavill, Assistant Director
• Tony Figlerski, Asst to Associate Treasurer for
  Operations
• Mark Aanonsen, Senior Purchasing Agent
• Lisa Ridolfi, Senior Purchasing Agent
• Tracy Lomurno, Assistant Buyer
• Nancy Matthews, Assistant Buyer

5
Purchasing Information Session

• Purchasing Staff (contd)
• Korrin Lyszczak, Contracts Support Specialist
• Joe Lane, Manager of Administrative Support
• Carmella Cruser, Capital Equipment Assistant
• Sam Formica, Surplus Equipment Assistant
• Mary Erickson, On-Site Boise Representative
• Barbara Schadt, On-Site Fisher Representative
• Denise Pizoli, On-Site EI Representative

6
Purchasing Information Session

• Purchasings Role
• The primary purpose of the Purchasing Department
  is to support the University community with the
  identification, selection and acquisition of
  required materials and services.
• We strive to accomplish this as economically as
  possible, within acceptable standards of quality
  and service, while utilizing professional ethics
  and our best business practices throughout this
  process.

7
Purchasing Information Session

• What Purchasing does at Princeton
• Obtains all goods and services necessary for the
  students, faculty and staff in the most cost
  effective and efficient manner.
• Provides value-added service to support teaching
  and research consistent with the mission of the
  institution.
• Maintains a commitment to excellence through
  professional ethics and best business practices.

8
Purchasing Information Session

• What Purchasing does (contd)
• Ensures compliance with state and federal
  acquisition regulations.
• Encourages open competition among vendors through
  fair negotiation, competitive bidding and
  contract buying.
• Continuously strives to seek innovative and
  effective processes that facilitate the strategic
  procurement process.

9
Purchasing Information Session

• Nancy Matthews
• Assistant Buyer
• - What Purchasing Can Do For You

10
Purchasing Information Session

• What Purchasing Is Doing For You
• Analyze your past acquisitions.
• Listening to your needs.
• Finding the best value.
• Identifying new and custom sources.
• Developing new vendor contracts.
• Obtaining and reviewing quotes.
• Negotiating terms and conditions.
• Saving you time and money.
• Developing strategic buying strategies.

11
Purchasing Information Session

• Proper Documentation is Critical
• Orders Between 0-2500 Quotations, either
  verbal or written, are recommended for orders up
  to 2,500. Phone quotes must be completely
  documented.
• Orders over 2,500 A minimum of three written
  quotations for all non-confirming requirements of
  2,500.00 or more are required. Sole source or
  proprietary orders must be properly justified.

12
Purchasing Information Session

• Proper Documentation (contd)
• All orders and/or quotes should include a
  complete description (make, model and part
  number).
• Be sure to enter special comments and
  justification in the comments panel.
• Copies of all documentation (bids, justification,
  etc.) must be sent to the Purchasing Department
  in advance so the order can be expedited in a
  timely fashion.

13
Purchasing Information Session

• Lisa Ridolfi
• Senior Purchasing Agent
• - Recent Purchasing Initiatives

14
Purchasing Information Session

• Recent Purchasing Initiatives
• Minimum Bid Capital Equipment Limit - 2,500.
• Passed Federal ONR Audit of Govt-Owned Equip.
• Capital Reinventory Project Complete (thanks!).
• 100 of departments completed.
• 90 of capital items tagged and located.
• PDI2 Initiative is Complete
• Over 700 units donated via the Surplus Program.
• Vendor Fair 2001 (65 vendors/350 attendees).
• Furniture Survey Compiling results
  formulating plan.

15
Purchasing Information Session

• Liaison Program Overview
• The mission is to establish closer working
  relationships with departments and to address the
  needs and effects of both the departments and
  purchasing on all University-related issues.
• Please register your department for the Liaison
  Program. Registration forms and a list of all
  departments that have signed up are available
  here.

16
Purchasing Information Session

• Liaison Program Goals
• Regularly scheduled visits.
• Opportunity for exchange/communication.
• Coordination between Purchasing and other
  disciplines.
• Facilitation of the problem solving process.
• Achieves measurable results.

17
Purchasing Information Session

• Liaison Program Communication

18
Purchasing Information Session

• Brian Rounsavill
• Assistant Director
• Purchasing Survey Priorities
• Vendor Contracting Strategy

19
Purchasing Information Session

• Purchasing Survey Results
• Develop contract pricing.
• Creating more item master items.
• Obtaining competitive bids.
• E-commerce/Web-based systems.
• One-on-one systems training.
• Expanded use of credit cards.
• Survey conducted in May of 2001

20
Purchasing Information Session

• Purchasings Priorities
• Developing New Vendor Contracts.
• Building a Web-based contract bidding system.
• Exploring E-Procurement Opportunities.
• Improving departmental relationships via the
  Liaison Program.
• Facilitating the Purchasing Process.
• Providing Custom Procurement Alternatives.
• Bottom Line - Achieving Cost Savings.

21
Purchasing Information Session

• Purchasing Web Page http//www.princeton.edu/purch
  asing
• Recently Redesigned
• Improved Navigation
• Added Functionality
• Enhanced Content
• New E-commerce Links

22
Purchasing Information Session

• Purchasing Web Page Demo http//www.princeton.edu/
  purchasing
• E-Commerce Portal (Boise I-97 Dell)
• On-Line Order Tracking and Purchasing Forms
• Up-to-Date List of Vendor Contracts
• Basics, Policies, Procedures and Forms

23
Purchasing Information Session

• Vendor Contracting Strategy
• The Purchasing Department manages a portfolio of
  over 350 vendor contracts that provide discounts
  on a range of over 12,500 products and services
  which result in significant cost savings in both
  dollars and process efficiencies for the
  University.
• An updated list of all the current vendor
  contracts is appears on our web site for your
  reference. This list is updated weekly.

24
Purchasing Information Session

• Vendor Contracting Strategy
• Identify the optimal sources of supply.
• Secure the best prices.
• Develop process efficiencies.
• Deliver high quality products and services.
• Make these agreements available to all University
  departments.
• Provide timely and accurate customer service.

25
Purchasing Information Session

• Vendor Contracting Strategy - Overview
• http//web.princeton.edu/sites/purchas/contractstr
  ategy.htm

26
Purchasing Information Session

• Vendor Contract Benefits
• Establishes contract pricing.
• Actual cost savings.
• Increased item master usage.
• Ease of use for departments (no need for
  justification).
• Custom Catalogs and Kits.
• Translation of departmental needs into contracts.
• Establishing departmental purchasing history.

27
Purchasing Information Session

• Vendor Contract Emphasis
• Purchasing Reengineering Plan done in April 01.
• Established specific contract goals and
  objectives.
• Analyzed purchasing history
• By department
• By vendor
• Initiated negotiations with vendors.
• Established contract pricing.
• Renewed and secured complete documentation.
• Achieved significant cost savings.

28
Purchasing Information Session

• Vendor Contracting Progress
• May-October 2001
• 190 contracts were renegotiated during this
  period.
• Over 350 contracts are in our working portfolio.
• 12,500 items are now on contract.
• 7 custom catalogs are now available.

29
Purchasing Information Session

• Tony Figlerski
• Assistant to the Associate Treasurer
• for Operations
• PeopleSoft Contract Tips
• Item Searching

30
Purchasing Information Session

• SMARTer KIDS Grant Program
• Contract T1037-02

31
Purchasing Information Session

• SMARTer KIDS Grant Program
• This Grant is an educational award that assists
  educators in the purchase of NEC visual
  presentation products for their classrooms.
  Developed by the SMARTer Kids Foundation, the
  Grant helps K12 schools, higher-education
  facilities and technical institutions acquire
  interactive technology by increasing its
  affordability and accessibility.

32
Purchasing Information Session

• SMARTer KIDS Grant Program
• Princeton University applied and was awarded this
  grant from the NEC Corporation.
• Grant Amounts for NEC Visual Presentation
  Products
• Grant amounts are 9 to 51 of the suggested list
  price for the purchase of qualifying NEC visual
  presentation products.

33
Purchasing Information Session

• SMARTer KIDS Grant Program
• VT540 Ultra Portable Projector
• List Price 3495.00
• Grant Amount 790.00
• University Cost 2705.00

34
Purchasing Information Session

• SMARTer KIDS Grant Program
• Visual Sound Contract T1037-02
• Contact Person Rick ODonnell
• 610-544-8700

35
Purchasing Information Session

• How to view available vendor contracts

36
Purchasing Information Session

• Log on the the Purchasing Department Home Page
• http//www.princeton.edu/Purchasing

37
Purchasing Information Session

• Click on Approved Vendor Contracts

38
Purchasing Information Session

• All contracts are listed by description

39
Purchasing Information Session

• Vendor Contracts Listing
• The list of available vendor contracts is updated
  on a weekly basis by the Purchasing Department.
• This report is planned to be available via the
  Data Mall.
• If you identify a potential vendor or if you
  purchase goods or services repeatedly from the
  same vendor, simply contact the Purchasing
  Department.
• We will analyze this information to determine if
  it is the best interest of the University to
  establish a contract pricing agreement with this
  vendor.

40
Purchasing Information Session

• How to Search Available Contract Items
• There are times when an individual would like to
  search the item master catalog to see if a
  particular item(s) is listed on a contract with
  the University.

41
Purchasing Information Session

• Concluding Remarks
• Thank you
• Feedback for future sessions
• Teamed with OIT and University Financials Group
  to present PeopleSoft support and encumbrance
  topics

42
Purchasing Information Session

• OIT Help Desk - PeopleSoft Support
• Rachel Niedzwiecki Kristin Frasier
• http//helpdesk.princeton.edu
• 258-HELP (option 3)

43
Purchasing Information Session

• University Financials Group
• Tammy Knutson
• Understanding Maintaining
• Purchase Order Encumbrances