Entering the World of eProcurement

Presented by Cindy White, CPPO, CPPBDirector of Purchasing

Collin County Community College District2012 TACCBO Annual Meeting and Conference

What is eProcurement?eProcurement (Electronic Procurement): Conducting all or some of the procurement function over the Internet. Implies that point, click, buy and ship Internet technology is replacing paper-based procurement and supply management business processes.(1)

What can eProcurement do for your organization?Streamline processesManage or control Maverick spendEliminate paper processesProvide analytical information on spend and processesLead to greater discounts with enabled suppliersProvide detailed historical information on transactionsIncrease accuracy and completeness of the data (e.g.

description and even images)Better meet the growing demands of the District

without expanding the size of the staff in the futureEliminate duplication of effort for the Purchasing Dept

(retyping of information into eBidding software)

Reason for Collin’s eProcurement DecisionLoss of functionality with Banner Finance

implementationDisconnect between Banner Finance and our

sourcing/bid management systems (Ion Wave Technologies)

Inability to determine contract spendBanner Finance not user friendly

User surveysNeed to provide user’s with contract information and

pricingDesire to reduce time between creation of requisition

and delivery of goods/services

Who can provide?There are numerous companies providing

eProcurment software these days. Most provide a SaaS (Software as a Service), which is hosted on their servers. SciQuestMercury Commerce (eSchool Mall)BuySpeedAribaUnimarket

These are just a few companies that I’m aware of. There are many others out there, so do your homework!

Questions to ask when selecting an eProcurement provider:Will it integrate with our existing ERP or

other systems?If so, how many integration points are

available and what are those integration points?

Is additional hardware or software required? (Servers, middleware, etc.)

Will there be charges from my ERP or other systems for the integration?

How long does the implementation take?

Additional QuestionsWhat resources will we have to provide?What other functions can the software

support? (Forms)Training and supportReferencesWe had over 120 questions that we asked to

determine the best solution and will be glad to share!

Collin’s DecisionSciQuest Higher Markets Express for Banner

They were the Premier Partner for Banner Finance and had done numerous integrations with Banner

They had done numerous integrations with Ion Wave Technologies

Long-term cost was lowerMost integration points with Banner FinanceSynchronization with Banner vendor database

done in real timeAvailability of Contract Manager

ImplementationCougarMart Kick-Off Meeting - January 4,

2011We went with Remote ImplementationSelected a Focus Group made up of heavy

requisitioners, approvers and key finance staff

Gathered input from Focus Group Based on input from Focus Group and months

of testing, system was configured Big Bang roll-out for training and Go LiveSystem went live on May 23, 2011

Let’s take a look at CougarMart!CougarMart is our branded name for our

eProcurement Solution Available to those users that have gone

through CougarMart training and have a user profile set up in Banner

Can be accessed through the Banner Luminus portal and single sign-on is in progress

Approvals can be done by logging into the system or directly from their Groupwise e-mail from a computer or their smartphone

Key FeaturesShowcased SuppliersShowcased ServicesApprovalsWelcome MessagesCougarMart Support E-mailsMultiple Search OptionsQuotes for Enabled SuppliersContractsReports

Contract SpendContract items can be loaded into Contract

Manager from a bidContract can be automatically tied to a vendor,

except when a vendor has multiple contractsPurchase orders are tied to spendBoard Approval Amount is input as the “Budget” Notification is sent to the Buyer when 85% of

the “Budget” has been spentBuyer can then determine if the contract needs

to be increased and go back to the Board for approval

Reports

Following are examples of some of the reports that we have been able to produce from information found in

CougarMart!

PO Summary

Month POs PO Lines PO DollarsMay-11 49 148 59,402$ Jun-11 204 506 19,224,582$ Jul-11 218 971 400,996$ Aug-11 179 552 1,139,688$ Sep-11 693 1,274 4,811,381$ Oct-11 275 804 2,331,330$ Nov-11 269 938 1,758,027$ Dec-11 221 650 1,583,767$ Jan-12 230 574 571,669$ Feb-12 260 661 418,449$ Mar-12 234 771 1,052,003$ Apr-12 269 885 1,394,347$ May-12 214 561 1,235,949$ Total 3,315 9,295 35,981,590$

CougarMart Site Usage

Cycle Time Measurement of time from PR creation to PO distribution

FY11 Days POs % POs PO Lines % PO Lines Avg FY12 Days POs % POs PO Lines % PO Lines Avg0 Days 59 9.1% 160 7.4% 0 0 Days 105 3.9% 181 2.5% 01 Day 112 17.3% 335 15.4% 1 1 Day 344 12.9% 666 9.4% 12 to 5 Days 282 43.5% 750 34.5% 3.4 2 to 5 Days 1,111 41.7% 2,929 41.2% 3.46 to 10 Days 125 19.3% 472 21.7% 7 6 to 10 Days 709 26.6% 1,955 27.5% 7.211 to 29 Days 42 6.5% 247 11.4% 18 11 to 29 Days 304 11.4% 1,029 14.5% 1530+ Days 32 4.9% 211 9.7% 54.3 30+ Days 110 4.1% 357 5.0% 70.6Grand Total 649 100.0% 2,175 100.0% 10.2 Grand Total 2,663 100.0% 7,117 100.0% 9.2

Email Approvals(These are approvals that are done directly from their Groupwise e-mail via computer or mobile device.)

User Name Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 Grand Total

Leathers, Ed 2 124 124 59 65 61 62 110 42 44 693 Hoyt, Dave 2 35 72 25 50 37 43 74 43 33 414 Ammons, Shane 22 63 30 23 18 32 50 41 35 314 Schumann, Sherry 27 9 16 16 25 39 76 26 36 270 Johnson, Abe 43 5 41 14 20 26 62 16 27 254 Hall, Ralph 4 43 12 4 4 3 1 71 Harmon, Shirley 3 3 3 5 3 1 2 20 Miller, Susan 3 3 4 2 3 15 Davison, Kim 3 4 2 4 1 14 Jindra, Barbara 2 8 10 Martin, Tom 2 1 3 6 White, Cindy 1 1 1 3 Total 12 299 291 174 180 168 214 372 183 191 2,084

FY12 Top 25 Suppliers: PO Dollars

994 Suppliers, Top 25 are 77% of PO Dollars

Supplier ID Supplier Name Enablement PO's Lines Dollars PO's Lines Dollars PO's Lines Dollars Avg PO13657772 Pogue Construction Non-catalog 1 1 18,488,126$ 1 1 18,488,126$ 18,488,126$ 13660041 ServiceMaster Clean Non-catalog 8 9 1,281,143$ 8 9 1,281,143$ 160,143$ 13656795 Gomez Floor Covering Non-catalog 1 1 164,562$ 3 3 820,586$ 4 4 985,148$ 246,287$ 13658991 Temps of McKinney Non-catalog 1 1 25,344$ 13 17 811,741$ 14 18 837,085$ 59,792$ 4050097 Dell Marketing LP Punchout 33 45 40,595$ 208 269 473,130$ 241 314 513,725$ 2,132$ 13659643 Texas A&M University-Corpus ChristiNon-catalog 1 1 377,355$ 2 2 100,308$ 3 3 477,663$ 159,221$ 13658280 Flair Data Systems Inc Non-catalog 1 3 4,516$ 14 42 434,576$ 15 45 439,092$ 29,273$ 13658750 Plano Offi ce Supply Non-catalog 21 93 39,713$ 61 243 397,909$ 82 336 437,622$ 5,337$ 13658702 Oracle America Inc Non-catalog 1 1 1,020$ 13 78 427,936$ 14 79 428,956$ 30,640$ 13659653 Roach Howard Smith & Barton Non-catalog 2 10 416,529$ 2 10 416,529$ 208,265$ 13695803 Grande Communications Networks LLCNon-catalog 1 2 143,120$ 1 2 232,692$ 2 4 375,812$ 187,906$ 13658177 Dental Careers Foundation Non-catalog 1 1 355,000$ 1 1 355,000$ 355,000$ 13657173 Northstar Services Inc Non-catalog 2 5 301,937$ 2 5 301,937$ 150,969$ 13660572 TFE Non-catalog 11 95 297,691$ 11 95 297,691$ 27,063$ 4066394 KI Offi ce Furniture Punchout 9 20 290,008$ 9 20 290,008$ 32,223$ 13660109 Videotex Systems, Inc. Non-catalog 6 12 9,634$ 47 74 259,082$ 53 86 268,716$ 5,070$ 13658949 SunGard Higher Education Non-catalog 4 4 36,978$ 2 3 220,467$ 6 7 257,445$ 42,908$ 13656130 Baker & Taylor Books Non-catalog 3 3 248,036$ 3 3 248,036$ 82,679$ 13637185 EBSCO Information Services Non-catalog 1 1 2,200$ 10 12 200,054$ 11 13 202,254$ 18,387$ 13657184 Oce' North America Inc Non-catalog 5 9 171,068$ 5 9 171,068$ 34,214$ 13835794 Centennial Moisture Control Inc Non-catalog 1 1 169,980$ 1 1 169,980$ 169,980$ 13659134 University of Texas at Arlington Non-catalog 1 1 150,000$ 1 1 150,000$ 150,000$ 14334973 Boston Reed Non-catalog 1 1 150,000$ 1 1 150,000$ 150,000$ 13657912 Applied Engineering Inc Non-catalog 8 12 149,379$ 8 12 149,379$ 18,672$ 13657736 Zones Non-catalog 1 1 5,760$ 1 11 132,555$ 2 12 138,315$ 69,158$ Grand Total 649 2,175 20,823,609$ 2,663 7,117 15,211,376$ 3,312 9,292 36,034,985$ 10,880$

FY11 FY12 Total

FY12 Top 25 Suppliers: PO Lines

994 Suppliers, Top 25 are 44% of PO Lines

Supplier ID Supplier Name Enablement PO's Lines Dollars PO's Lines Dollars PO's Lines Dollars Avg PO13656986 Flinn Scientific Inc Non-catalog 6 118 6,747$ 10 334 21,868$ 16 452 28,615$ 1,788$ 13637230 Pocket Nurse Enterprises Inc Non-catalog 9 238 20,668$ 14 123 13,845$ 23 361 34,513$ 1,501$ 13658750 Plano Offi ce Supply Non-catalog 21 93 39,713$ 61 243 397,909$ 82 336 437,622$ 5,337$ 13659164 Ward's Natural Science Non-catalog 3 55 5,572$ 13 262 41,100$ 16 317 46,672$ 2,917$ 4050097 Dell Marketing LP Punchout 33 45 40,595$ 208 269 473,130$ 241 314 513,725$ 2,132$ 13658277 Thermo Fisher Scientific Non-catalog 6 90 11,230$ 13 130 44,768$ 19 220 55,998$ 2,947$ 125769 Grainger Punchout 1 14 874$ 69 199 40,306$ 70 213 41,180$ 588$ 3901 VWR International Inc Punchout 4 35 3,753$ 15 176 19,818$ 19 211 23,571$ 1,241$ 13658033 Carolina Biological Supply Non-catalog 3 29 5,230$ 13 129 29,246$ 16 158 34,476$ 2,155$ 13659691 IDEX Global Services Inc Non-catalog 3 36 3,275$ 10 98 25,817$ 13 134 29,092$ 2,238$ 13657358 Sargent-Welch Non-catalog 1 2 104$ 9 117 59,703$ 10 119 59,807$ 5,981$ 13613455 Western BRW Paper Company Hosted 9 51 23,797$ 30 62 88,720$ 39 113 112,517$ 2,885$ 13637229 Moore Medical LLC Non-catalog 6 61 3,422$ 12 52 2,611$ 18 113 6,033$ 335$ 13658845 Sam's Club Non-catalog 2 13 576$ 21 90 20,988$ 23 103 21,564$ 938$ 13657947 B&H Photo-Video Inc Non-catalog 8 34 6,041$ 21 68 29,846$ 29 102 35,887$ 1,237$ 13637231 Southeastern Emergency EquipmentNon-catalog 2 18 1,185$ 4 83 16,329$ 6 101 17,514$ 2,919$ 13660572 TFE Non-catalog 11 95 297,691$ 11 95 297,691$ 27,063$ 13660109 Videotex Systems, Inc. Non-catalog 6 12 9,634$ 47 74 259,082$ 53 86 268,716$ 5,070$ 13658721 Patterson Dental Supply Inc Non-catalog 1 44 10,340$ 13 38 21,652$ 14 82 31,992$ 2,285$ 13637232 Authentic Promotions Non-catalog 8 10 4,962$ 24 70 35,414$ 32 80 40,376$ 1,262$ 13658702 Oracle America Inc Non-catalog 1 1 1,020$ 13 78 427,936$ 14 79 428,956$ 30,640$ 13637239 Medline Industries Inc Non-catalog 11 50 7,337$ 9 27 3,680$ 20 77 11,017$ 551$ 13657366 School Health Corporation Non-catalog 4 75 2,451$ 4 75 2,451$ 613$ 13637238 Journey Ed, Academic Superstore, CCV, GradwareNon-catalog 7 18 16,335$ 19 51 33,939$ 26 69 50,274$ 1,934$ 13637233 AC Printing Non-catalog 15 21 8,575$ 39 47 19,966$ 54 68 28,541$ 529$ Grand Total 649 2,175 20,823,609$ 2,663 7,117 15,211,376$ 3,312 9,292 36,034,985$ 10,880$

FY11 FY12 Total

Punchout & Hosted Enabled SuppliersSupplier ID Supplier Name Enablement PO's Lines Dollars PO's Lines Dollars PO's Lines Dollars Avg PO4050097 Dell Marketing LP Punchout 33 45 40,595$ 208 269 473,130$ 241 314 513,725$ 2,132$ 125769 Grainger Punchout 1 14 874$ 69 199 40,306$ 70 213 41,180$ 588$ 3901 VWR International Inc Punchout 4 35 3,753$ 15 176 19,818$ 19 211 23,571$ 1,241$ 13613455 Western BRW Paper Company Hosted 9 51 23,797$ 30 62 88,720$ 39 113 112,517$ 2,885$ 13613881 Joy Promotions Inc Hosted 7 14 5,703$ 17 53 16,590$ 24 67 22,293$ 929$ 4050097 Dell Punchout 28 34 12,259$ 28 34 12,259$ 438$ 125769 Grainger, Inc. Punchout 16 29 9,241$ 16 29 9,241$ 578$ 4066394 KI Offi ce Furniture Punchout 9 20 290,008$ 9 20 290,008$ 32,223$ 3901 VWR International Punchout 2 3 5,340$ 2 3 5,340$ 2,670$ 4070444 Fastenal Punchout 1 1 72$ 1 1 72$ 72$ 13613455 Western Paper Company Inc Hosted 1 1 6,100$ 1 1 6,100$ 6,100$ Total Punchout and Hosted suppliers (11) 101 226 107,662$ 349 780 928,644$ 450 1,006 1,036,306$ 2,303$ Grand Total (994 suppliers) 649 2,175 20,823,609$ 2,663 7,117 15,211,376$ 3,312 9,292 36,034,985$ 10,880$

FY11 FY12 Total

Questions?

References(1) NIGP Public Procurement Dictionary of

Terms