90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Community Procurement and Shared Services
April 6, 2011
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Agenda
• Introductions• Procurement Challenges• Results• SciQuest Consortia Model• Questions
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Introductions
• Jeff Albertini – Bowling Green State University• Laura Nowicki - Chief Procurement Officer, Ohio
University• Julie Hepner – SciQuest
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Bowling Green State University
Education worth Celebrating!• 20,000 students• 2400 employees• Voted one of the best undergraduate business
programs by Business Week, The Princeton review and US News & World Report
• 1984 National Champions Men’s Ice Hockey• Implemented SciQuest 2009/2010• Go Live June 2010• ERP - PeopleSoft FMS 8.9 - Going through 9.1
upgrade now
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Ohio University
‘The’ Ohio University• 32,000 students• 4,780 faculty• Part of Inter University Council of Ohio• Founded in 1804 and the 9th oldest public school in
the USA, and the oldest in the (then) North West territories
• Home of the E.W. Scripps School of Journalism• Implemented SciQuest at the end of 2009• ERP - Oracle
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Inter University Council of Ohio
• The Inter-University Council of Ohio was established in 1939 as a voluntary educational association of Ohio’s public universities.
• Today the association represents Ohio’s 14 public universities with standing committees
Presidents Human Resource OfficersBusiness and Finance Officers
Media Relations
Campus Legal Counsel ProvostsChief Information Officers Student AffairsGovernment Relations Representatives
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Inter University Council of Ohio
The IUC Purchasing Group came about as a result of the State Legislature’s desire to
“investigate the prices being paid by different state institutions for like items”
And so it began….consortium buying
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
The IUC Consortium
• Voluntary Shared procurement services with a technology twist
eCUBE
Kent State
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
IUC Vision and Goals
• Establish a “Center of Excellence” including:Premier Purchasing AgreementsE-Procurement Software (SciQuest)Intelligent Contract Repository
• Save member schools $Leveraging buying powerStreamlining efficiencies
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Results
• Seven of fourteen Ohio IUC Schools on SciQuest• Fifteen catalogs in active use with $10 million+
spend in just 7 months• Collaborative selection of vendors among 7 schools• Collaborative Governance Model• Schools assuming management of different target
commodities and run RFP processes. • Analyze spend data on an ongoing basis for the
state related to their commodities.
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
How did we get here?
• Evaluated eprocurement technology options and selected SciQuest – 3 schools were already utilizing SciQuest
• IUC team reviewed suppliers currently using and agreed to negotiate contracts on low bearing fruit first – suppliers being used by all – or used by most.
• Categories were assigned to specific schools based on relationships and expertise – this enabled the resources to be focused on the area they were knowledgeable on for contract negotiation.
• Governance Model established
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Future State
• More Catalogs and More Contracts• IUC Contracts stored, accessed , and reviewed in
SciQuest Contract Manager “Intelligent Contract Repository”
• Addition of other IUC schools• Collaboration of IUC with Ohio Association of
Community Colleges (OACC) on SciQuest• Drive spend through the catalogs and the Premier
Purchasing Agreements• Negotiate statewide savings and efficiencies
through collaborative efforts
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Ohio University Project
• Implemented HigherMarkets full suite including Settlement Manager
• Live January 2011• Full rollout December 2011• Today, 17 Catalogs live including:
o 13 consortia catalogso 4 OU specific catalogs
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Ohio University - Challenges
• Challenges Inconsistent processes Contracts while established were not being
used Visibility/Transparency into spend Savings Sourcing Solution Integrated Settlement Solution Contract Management
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Ohio University Results
• Ohio is in the rollout phase – but initial reaction has been positive
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Bowling Green State University
• Implemented HigherMarkets full suite including Settlement Manager
• Live June 2010• Full rollout September 2010• 21 Catalogs live including:
o 17 consortia catalogso 4 BGSU specific catalogs
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Bowling Green State University - Challenges
• Challenges looking to solve Compliance
Contracts (GPO, IUC) Process efficiencies
cXML Ordering/Invoicing SUA
Visibility into data – where is our spend going? Insight to data we never had
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Bowling Green State University - Results
• Implementation of Technology Centralized purchasing through portal More efficient process including Workflow/Roles Efficiencies gained in AP with cXML invoices Single Use Account program Insight into spend data for contract expansion
• Inclusion of IUC Access to more contracts Administrative support Ability to leverage resources and gain from lessons
learned
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
About SciQuestSciQuest is the global leader in helping academic and research-centric organizations realize the potential of strategic procurement.
We provide visibility into, and control over, spend.
Our specialized knowledge, on-demand software and service-first approach empower organizations to manage spend, drive ROI and advance their critical missions.
What we do:• Improve existing procurement systems• Add value to planned procurement implementations • Provide end-to-end procurement solutions
How we do it:• Combination of software and services• Web-based, Software-as-a-Service model• Integrations to many ERP systems
Connect to your suppliers
Capture more transactions
Control your spend
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Are You Building Buying Power?
• University System• State Government• College Association• Educational Service Center• Regional Collaborative• National GPO
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Types of Collaboration in Purchasing
Casual
Merged
Consortium
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
What is a Consortium?
• A consortium is an association of companies, organizations or governments, with the objective of building buying power through cooperative purchasing
• The SciQuest Consortium Community supports both the needs of the consortium and the needs of its members.
Consortium Members
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
SciQuest Consortium Community
• Technology Framework With Two Elements: Shared Community for SourcingMember Procurement Execution
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
SciQuest Consortium Community
Technology Framework – Core Functions
1. Source Together
2. Share and Publish Contracts
3. Shop in Your Own or Shared Marketplace
4. Roll up Reporting & Volume Commitment
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
SciQuest Consortium Community
1. Source Together
Shared Bidders List
Shared Sourcing Tool
RFx/Reverse Auction
Roll-up Reporting
Collaborative Workspace / Share Expertise
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
SciQuest Consortium Community
2. Share and Publish Contracts
Enable Contracts
Enable Item Level Catalogs
Publish Contracts
Manage Contract Life Cycle
Collaborative Workspace
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
SciQuest Consortium Community
4. Roll up Reporting & Volume Commitment
Automated reporting
Roll-up by member
Roll-up by contract
Product level detail
Real-time
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Summary
• How can you have the benefits of Community Procurement and Shared Services?1. Vision2. Participation3. Leverage Technology
90th Annual Meeting & ExpositionApril 3 – 6, 2011
Memphis, Tennessee
Community Procurement and Shared Services
Questions?