Procurement Academy

1
Procurement Academy

• Customer Resources

2
Procurement Academy Classes

• Customer Resources
• Purchases over 5k and Contracting
• FMS Data Analysis
• Making the Decision to Pay
• BuyCard Vendor Code

http//buy.uth.tmc.edu/Procurement_Academy/procure
ment_academy.htm
3
Procurement Academy Tutorials
Available on iTunesU Adobe Flash
4
Policy Procedures

• HOOP 1.04 details the Authority to Execute
  Contracts and Make Purchases.
• HOOP 13 details Procurement everything from
  Professional Services, purchase of animals,
  purchases from HUB vendors, etc.
• HOOP is more policy oriented (High Level)
• Procurement Procedures is a comprehensive guide
  that everyone has available to them answers
  procurement and payment related questions.
  (Specific Level)
• http//buy.uth.tmc.edu/procedure_index.htm

5
Procurement Website

• SciQuest Catalog
• Vendor Code Request
• UT Supply Mall
• FAQs
• Performance Metrics
• HUB Program

• Bid Opportunities
• Terms Conditions
• DNA / RNA Oligos
• eShip Global
• Forms
• Local Contract List
• Locum Tenens

6
Forms

• Regularly updated
• Templates include
• Buy Card applications
• Service Contracts
• Unauthorized Purchase
• Sole Source Purchase Requests
• UT Supply Mall Security Access Agreements
• Much More!

7
Local Contracts

• Competitively bid by Procurement Services
• No need to get multiple quotes
• No need to complete a sole source request
• No limit on amount of purchase order
• Updated Monthly
• NEW UT Supply Chain Alliance Contracts are
  included.

8
Contract Sources

• Local Contracts
• Procurement website - http//buy.uth.tmc.edu/index
  .htm
• UT Supply Chain Alliance
• Todays Business Solutions preferred supplier
  for office supplies
• Lenovo preferred supplier for desktop / laptop
  computers
• Fisher Scientific - preferred supplier agreement
  for lab supplies
• Core lab equipment contracts
• VWR- Freezers, Centrifuges, Incubators, Shakers,
  Refrigerators, Balances
• Nu-Aire CO2 Incubators, Bio-Safety Cabinets
• Custom Biogenic LN2 Tanks
• State Contracts
• TXMAS microscopes, medical equipment, cameras,
  office furniture, etc.
• http//portal.cpa.state.tx.us/txmas/
• DIR - computers, printers, scanners, software,
  cameras, network devices, etc.
• http//www.dir.state.tx.us/
• EI Cooperative computers, carpet, office
  furniture, medical equipment, etc.
• https//www.eandi.org/

9
SciQuest Catalog

• 16 commonly used vendors
• Multiple ways to access
• PeopleSoft
• Non-PeopleSoft user
• Assign Cart feature
• Inquiry Only access
• Benefits include
• XML ordering and invoicing (electronic)
• Punch outs directly to suppliers website
• Minimizes data entry
• Standardized data

10
UT Supply Mall

• On site inventory at Medical School
• 11 commonly used Life Science suppliers
• 24/7/365 access
• Paperless transactions and no freight charges
• User ID/Password are tied to PeopleSoft
  chartfields
• Transaction reports automatically emailed to
  department
• Supplier paid automatically every 2 weeks
• Inventory lists available on Procurement website

11
BuyCard Program

• Alternate method of payment for emergency use
• Restricted items
• Radioactive material, hotel / travel
  expenses, stamps, membership fees, luncheons,
  gift cards, etc
• Full list at http//buy.uth.tmc.edu/images/BuyCar
  d20Restrictions.pdf
• Non Compliance Issues
• No Vendor Code prior to purchase
• Card sharing
• Split orders - 2K limit
• Buycard Team
• Lori Hill [phone]
• Rebecca Chapa [phone]

12
eShip Global
100 HUB credit!

• Price comparisons on-line
• Print your own airway bill
• Direct access using your LDAP user name and
  password
• Automated billing
• No BuyCard reconciliation
• Online tools tracking, ship history, spent

13
Procurement Management Program

• Manage procurement activities for all UTHSC and
  UTINT requisitions for the Medical School and
  Facilities Planning and Engineering
• 17 centrally located staff at JJL
• 1 staff member at OCB
• Reconcile all BuyCard transactions, key
  requisitions, key receivers, maintain historical
  files, etc.

14
HUB and Small Business Program

• HUB Manager Nina Lahasky, 500-4862
• Updated website
• vendor profiles showcases a new HUB vendor
  every month
• upcoming events events on campus and around
  Houston
• HUB vendor locator search for a HUB vendor by
  category or keyword
• HUB Report Where are you spending your money?
• University wide goal - 20 HUB spend
• Current UTHSC-H percentage 17.0 (as of
  8/31/09)
• Departmental HUB percentages updated 1st of
  every month
• Run a HUB report http//gadmhubrptvm1.gadm.uthou
  ston.edu8080/HUB_Reporting/login.jsp

15
HUB Reporting Tool
17.0 HUB spend

• Can be run by single department code or range of
  department codes
• Reading the results.
• State Contract spent with suppliers on state
  contract
• Non-HUB spent with suppliers who arent a HUB
  or have a state contract
• HUB Qualified total spend less spend on state
  contracts
• HUB Percentage HUB divided by HUB Qualified

16
Contact Information

• Michael Ochoa Senior Buyer (713) 500 -
  4713
• Jennifer De Leon Buyer II (713) 500 -
  8145
• Carletha Runnels Buyer II (713)
  500 - 8164
• Central Procurement - Main         (713) 500
  4700Central Procurement - Fax           (713)
  500 4710
• Danny Rawson Director of Purchasing (713)
  500 4861
• Pamela Butler Manager, A/P
  Disbursements (713) 500 8059
• Lori Hill Manager, Procurement
  Administration (713) 500 4715
• Med School Procurement - Main   (713) 500 -
  5907Med School Procurement - Fax    (713)
  500 - 0568
• Michael Le MS Contract Manager (713) 500 -
  6146MS Disbursements - Fax            
  (713) 500 - 0568