Procurement Services

UCOP P200 & Working Smarter

Faced with diminishing state support, the University of California community has coalesced around administrative and operational effectiveness as a key tenet of long-term viability. Working Smarter brings together systemwide, regional and campus-level efforts under one umbrella with a strong commitment from the top: the University is committed to elevating its administrative operations to the same level of excellence as its academic and research enterprise. Within five years, the University will redirect $500 million from administrative costs to the academic and research missions; streamline operations to address state funding cuts and the need for commonality among the campuses; implement operational efficiencies that enhance the quality of services to students, faculty and staff; and build a sustainable financial model to carry the University forward. Click here for a handout on the Procurement projects.

P200: Procurement

All ten campuses are collaborating system-wide to build an integrated, sustainable procurement framework. By developing and utilizing competitive contracts, innovative supply chain strategies and robust reporting and analytics, we will recapture $200 million annually currently lost through sub-optimal purchasing contracts and practices, redirecting these critically needed funds to support UC’s core missions of teaching, research and public service.The P200 project encompasses the following initiatives:

Sourcing Technology

This project kicked off P200, creating a partnership with a Single Point of Contact (SPOC) for each of the campuses (Calli Price at UCSB) to build a common platform for all procurement bids. The SPOCs are responsible for collaborating on and deciding RFP best practices and testing the Sciquest programs with several different modules. The Supplier Management module, TSM, allow vendors to enter their own data into the system and view all bid opportunities as they are entered, rather than wait for a campus to invite them. The goal is for a single-sign on with our own campus e-Procurement systems and ERP’s so all ten campuses have the same vendor data. The SRS module is for system-wide and campus bids; all bids are hosted on this site. Contract Authoring is another module we are building for all business contracts and strategic sourcing contracts; which will allow for a complete electronic end to end process. Contracts Repository is already live for all Strategic Sourcing contracts (UCOP Agreements), and will provide total visibility into all campus contracts.

Centers of Excellence

Every month the campus SPOC’s present their upcoming bid opportunities and requirements; collaborating to create joint bid efforts. Commodity-specific Centers of Excellence have been formed, including experts from several campuses to institute category management best-practices by enabling improved annual cost savings system-wide. Life Sciences and MRO (janitorial, furniture, etc.) went live several weeks ago and implementation for the campuses will begin over the next several weeks. The goal behind this project is to conduct more system-wide, regional and local sourcing events, and augment UCOP Procurement Services with more innovative supply chain strategies and specialized category management skills.

Utilization

Align UCOP and campus procurement leadership to address needed changes and commitments to ensure that strategically sourced agreements are useful, responsive and actionable by campus procurement. Institute customer focused philosophy and actions to demonstrate continuous improvement to existing agreements, responsiveness to price and commodity changes, partnership with campus clients, and supplier management.

Spend Analytics

UCOP purchased licenses to Spend Radar, a data tracking tool that pulls from each campus Data Warehouse to normalize vendor and spend data. This tracker tool allows us to look at the combined spend from all ten campuses per vendor or per commodity at once, or by campus. We can see what individual campuses are paying for individual items or services. This tool will allow us to leverage our buying power and identify bid opportunities to capture rogue spend and generate savings. As our Campus Primary Rep (CPR), Vaughn Boyle, is on the team to help identify weak or low utilization areas of the application.