benefits of external spend analysis - spikes cavell · benefits of external spend analysis. kevin...
TRANSCRIPT
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Benefits of external spend analysis
Kevin Beardsley CPPB, CPPODirector of PurchasingVirginia Beach City Public Schools
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Our spend data was located in three separate systems We had no way of knowing the spend directly from the school
level (10% to 12% of total spend). We were required by school board policy to report annual on
spend with SWAM vendors. We could not check school based spend for contract
compliance.
Our Challenges
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Combine spend data from three (3) systems (P-card, FMS, and school based bookkeeping software)
Scrub data for duplications Establish parent vendor file for SWAM reporting.
Our Solution
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Poll
2 Poll Questions
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Benefits of external spend analysis?
The problem of poor data is solved for you Ability to report accurate aggregate spend ROI is very easily justified
Results allow focus of areas of strategic interest Estimated 1.5 FTE just to produce SWAM reports Efficiency gain of users only having to learn one system Data Analysts can look for opportunities/work more closely
with buyers Auditors also use system
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Centralized data repository
All Spend Analysis data from every department is centralized in one place. Consolidation of A/P, e-Procurement, pCard and Contract data in one seamless online database for quick and easy access to ALL spend data.
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Collect aggregate sources (InSITE, BuySpeed, Purchase Card, etc.)
Cleanse Data Fitness Check Classify automatic and manual Enrich add extra vendor info Redact individual names hidden Collate merge with other datasets
How we get there
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The ability to easily distribute spend information across all departments or manage centrally and provide information to key stake holders is just one of the many benefits.
Secure access to nominated users
AB C
D
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Questions
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What are some of the uses of the data?
SWAM Reporting Contract Compliance Trend Identification Spend Analysis (Local, regional, by state) Spend categories by percentage of spend Project planning
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Contract Compliance
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Contract Compliance
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Contract Compliance
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Contract Compliance
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Contract Compliance
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Manage top tiered vendors
99.4% of VBCPS spend is with vendors where more than $1,000 was spent in the year = 2,149 vendors.
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Vendors With The Most Transactions
Supplier Name Transactions Value Average Invoice ValueOFFICE DEPOT INC 8,678 $2,472,686.95 $284.94VIRGINIA BEACH CITY SCHOOL BOARD 2,350 $2,228,742.50 $948.40ELECTRONIC SYSTEMS INC 2,092 $5,513,900.22 $2,635.71COMDATA NETWORK INC 1,868 $149,004.75 $79.77Amazon.com 813 $182,253.97 $224.17MID-ATLANTIC SCHOOL EQUIPMENT CO 607 $728,154.80 $1,199.60KIS COMPUTERS 502 $405,877.56 $808.52THE HOME DEPOT 485 $101,089.02 $208.43WALMART.COM 394 $57,749.55 $146.57SCHOOL SPECIALTY INC 391 $243,114.47 $621.78WALMART/SAMS CLUB 389 $156,611.45 $402.60BSN SPORTS INC 384 $562,082.58 $1,463.76FOLLETT LIBRARY RESOURCES INC 375 $410,203.86 $1,093.88SONNY MERRYMAN INC 357 $2,783,162.92 $7,795.97APPLE INC 333 $1,502,456.57 $4,511.88HARBOUR GRAPHICS APPARELL INC 326 $236,207.26 $724.56BARNES & NOBLE INC 314 $145,174.98 $462.34SAMS CLUB 306 $76,241.87 $249.16LOWES 296 $86,458.77 $292.09VERIZON WIRELESS SERVICES LLC 279 $67,479.47 $241.86
This shows the top 20 vendors by the number of transactions per year.
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Analysis by various levels of budgetary hierarchy
All information can be exported or clicked to drill into the detail below.
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Analyze how VBCPS spends through purchase cards
14,691 pCard transactions, 26% of all transactions for FY 14
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Over 65% of all spend remained within the Commonwealth of Virginia.
Analyze how VBCPS spends geographically
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Analysis by various levels of budgetary hierarchy
Filters on any criteria including transactions type or locality can be applied.
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SWaM Reporting
Ease pressure of reporting of SWaM vendors (Minority, Female Owned & Small.
Ease pressure of reporting of SWaM vendors (Minority, Female Owned & Small)
Ease pressure of reporting of SWaM vendors (Minority, Female Owned & Small)
Ease pressure of reporting of SWaM vendors (Minority, Female Owned & Small)
209
Hispanic Owned Business
Hispanic Female Owned Small
Business
Indian Female Owned Small
Business
African-American Female Owned
Business
African-American Owned Small
Business
DisableVet Owned Small Business
Small Business
Female Owned Small Business
Asian Owned Business
African-American Owned Business
Asian Female Owned Small
Business
84
8
4
1
1
Hba Architecture & Interior Design
Wnp Services Inc
Spend%
9.32%
7.03%
4.38%
%
CountType
3.39%
3.17%
2.73%
2.16%
Mid-Atlantic School Equipment Co$728,154.80
$680,672.08
$585,879.80
$464,206.97
Diversity Spend By Diversity Type (FY14)Diversity Type Count (FY14)
Waller Todd & Sadler Architects Inc
Diversity Spend Summary (FY14)
Diversity Vendor Summary Top 10
Vendors (FY14)
Vendor Name
$2,783,162.92######
3.57%
$1,508,722.91
$2,000,314.49
De Kirby Inc
Integrated Security Technologies Inc
Asphalt Roads & Materials Co Inc
Logical Choice Technologies, Inc
$940,451.41
$773,183.65
$765,916.75
3.60%
Sonny Merryman Inc
Rrmm Architects Pc
Diversity Spend
Summary (FY14)
Diversity Vendor
Summary (FY14)
Diversity Transaction
Summary (FY14)
$21,462,553.47
(18.38 % of total spend)
315
(6.58 % of total vendors)
6,340
(11.76 % of total spend)
######
######
2.54%
1.27%
0.95%
0.63%
0.32%
0.32%
0.32%
0.32%
0.32%
3
2
1
1
1
Diversity Spend Report
FY14 - Summary
Non-Diversity Vendors81.62%Diversity Vendors18.38%Small Business81.21%Female Owned Small Business14.15%Hispanic Female Owned Small Business1.89%Asian Owned Business1.19%Indian Female Owned Small Business0.81%DisableVet Owned Small Business0.43%African-American Owned Business0.21%Hispanic Owned Business0.05%Asian Female Owned Small BusinessAfrican-American Owned Small BusinessAfrican-American Female Owned Business0.00%
Increase from FY13 to FY14Increase from FY13 to FY14Increase from FY13 to FY14
Diversity Spend Comparison
FY11-FY12-FY13-FY14
Diversity Vendor and Transaction
Count Comparison FY11-FY12-FY13-
Diversity Spend
Comparison
Diversity Vendor Count
Comparison
Diversity Transaction
Count Comparison
36.87%38.77%74.08%
Diversity Spend by Diversity Type Comparison
(FY11 Blue), (FY12 Green), (FY13 Orange), (FY14 Yellow)
Diversity Spend Report
FY14 - Comparisons
$14,758,156$26,238,121$15,680,495$21,462,553FY11FY12FY13FY144,656 4,321 3,642 6,340 248 302 227 315 FY11FY12FY13FY14TransactionCountVendorCount$1$10$100$1,000$10,000$100,000$1,000,000$10,000,000$100,000,000
5079.72%$3,385
Categories of Diversity SpendSpend in VirginiaAverage Transaction Value
Diversity Spend
Categories (FY14)
Diversity Vendor
Location (FY14)
Diversity Transaction
Average (FY14)
Diversity Spend by Category (FY14)
vCode Business SubSector
Construction Trades
Construction Consultants
Spend
$3,713,006.78
$3,300,328.77
%
17.42%
15.49%
Other Goods & Services$592,308.382.78%
Furniture
Educational Equipment
Stationery
Grounds Maintenance
Road Vehicles
Systems Integration & Services
Security Equipment
Construction Materials
IT Hardware & Software
Education Service Providers
Clothing & Footwear
Travel
General Contractors
Clinical & Medical
Catering Equipment
Marketing
Machinery and Electronics
General Facilities Management
Fittings
$348,670.51
$338,862.65
Telecommunications Services
Recreation Services
Farming
Catering Services
Logistics
Business & Management Consultants
Advertising
Hotels and Other Accommodation
Information Services
Events and Event Facilities
Eating Establishments
Disability Equipment
Waste Disposal
Insurance Services
Vending Machines
Arts
Other Energy Sources
Cleaning & Janitorial Equipment
Sports & Playground
Retail
Food
Data Communications
$265,645.50
$258,347.26
$245,231.02
$203,956.17
$203,670.36
$318,934.31
$281,118.00
$278,150.87
$274,916.20
$266,539.92
$78,463.93
$41,929.00
$41,650.38
$35,299.96
$30,408.49
$195,606.18
$188,721.69
$136,220.86
$133,681.56
$130,900.00
$18,557.31
$14,881.00
$12,613.41
$12,353.50
$10,037.50
$28,013.59
$23,481.45
$22,245.75
$21,753.96
$19,792.84
$584,931.44
$416,127.70
$413,699.85
$372,743.39
$2,792,483.00
$1,491,400.01
$1,183,715.78
$1,156,387.94
$795,040.47
2.74%
1.95%
1.94%
1.75%
13.10%
7.00%
5.55%
5.43%
3.73%
0.92%
0.89%
0.64%
1.29%
1.25%
1.25%
1.21%
1.15%
1.64%
1.59%
1.50%
1.32%
1.31%
Diversity Spend Report
FY14 Additional
Metrics
0.06%
0.05%
Spend by Transaction Type pCard or AP
(FY14)
Top Spend by City in Virginia (FY14)
0.10%
0.09%
0.09%
0.07%
0.06%
0.17%
0.14%
0.13%
0.11%
0.10%
0.63%
0.61%
0.37%
0.20%
0.20%
0.96%
0.96%
AP Spend90.43%Virginia Beach$5,017,122 29.32%Evington$2,783,163 16.27%Chesapeake$2,220,447 12.98%Portsmouth$1,616,119 9.45%Herndon$960,088 5.61%Manassas$585,880 3.42%All Other Cities$3,927,349 22.95%
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Questions
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Benefits of external spend analysisThank you for attending this webinar. You will receive a follow up email shortly after the webinar, and a second e-mail with a link to the recorded session and presentation material within 7 days.
If you have any questions for Kevin, he can be reached at [email protected]. If you have questions for Spikes Cavell, please direct your questions to [email protected] or call 1-800-990-0228
mailto:[email protected]:[email protected]
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