Procurement Services
Customer Forum
Fall 2013
Stay Connected
• You’re invited to subscribe to our quarterly
eNewsletter – Procurement Services News
• To sign up, add your name and uniqname to the
sheet circulating in the room today, or
• Email us at procurement.services@umich.edu
and we’ll sign you up!
Agenda
• M-marketsite new user interface
• New in Travel and Expense
• Strategic Sourcing – Waves 1 and 2
New User Interface
Background
In June we announced that a new user interface
- referred to as “Phoenix” - will replace the
current “Classic” interface in M-marketsite on
December 15, 2013.
M-marketsite users (browse only and standard
versions) are able to start using Phoenix now.
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What’s New in Phoenix
Some of the new features include:
• A clean, slide-out side menu, with options
grouped by related tasks.
• A new Menu Search option helps you quickly
find pages within the application that you don’t
often use.
• A new Cart Preview option gives you a quick
view of your active cart from anywhere in the
application.
• The Home shopping page can be quickly
navigated to by clicking the Home menu
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New with the July Release
Only available with the new Phoenix interface
• Express Checkout - an optional, more
intuitive checkout process.
• Bookmarks feature allows you to quickly
access frequently performed tasks.
• Home Page selection - you can select
which “page” in the application is your
home page, allowing you to quickly access
your primary task.
Supporting a Smooth Transition
We are monitoring adoption to ensure users will have
sufficient time to become accustomed to the new
interface before the switch on December 15.
We encourage you to start using Phoenix now.
We ask that you encourage M-marketsite users in your
unit to make the switch to Phoenix now, too!
Helpful information and resources are available at
http://www.finance.umich.edu/procurement/news-events
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Questions?
New in Travel and Expense
What’s New and Coming Soon
• P-Card audit rule for overdue
transactions
• Cash Advance Activity report
• Monthly “bursted” reports update
• Expense Approver Updates
• Concur Quick Expenses option
New P-Card audit rule
• To support compliance with timely reporting of
P-Card transactions, a new audit rule was
activated in Concur in August.
• Cardholders with un-expensed P-Card
transactions >180 days will see a pop-up
message when submitting an expense report:
ACTION REQUIRED: You have one or more outstanding P-Card
charges greater than 180 days. You must submit the P-Card charge(s)
before requesting a reimbursement. The P-Card charge(s) may be
included in this expense report.
Cash Advance Activity Report
• A new report has been developed to assist units
in monitoring cash advance activity.
• The report lists details about the cash advance,
the requester, department and approver.
• The Concur Cash Advance Activity Report will
be included in the monthly (“bursted”) reports
delivered by Procurement Services.
Bursted Reports Email Messages
• The email messages accompanying the
monthly reports delivered by Procurement
Services no longer contain specific date
ranges in the email message body.
• Date ranges for the report detail is
displayed in the header of each report
attached to the email message.
Who Constitutes an
Appropriate Approver?
• The expense approver should be
– in a higher level of authority than the
individuals for whom they are approving
expenses.
– able to determine that each expense is
university business-related, allowable
and necessary.
Expense Approver
Best Practices
• It is recommended that approvers have
the responsibility of approving expenses
for no more than 25 expense submitters.
• If your unit has individuals responsible for
reviewing expense reports prior to
approvers, best practice is to use the
Reviewer role rather than the Approver
role for this function.
Expense Approver Training
• Currently those serving as approvers on Concur
expense reports are required to take the Concur
Approver course prior to approving a report, and
then again every year.
• To deliver more effective, targeted training for
approvers, Procurement Services and ITS are
partnering to deliver a new training model for
Concur approvers.
• Rollout is planned for November 2013.
Approver Training –
Coming Changes
• The new model reduces both the training
content and frequency.
• Once the new model is in place
– New approvers will complete the existing (basic)
course to learn about both business process and
Concur system navigation.
– Those who have completed the basic course and are
continuing to serve as approvers will complete a new
"refresher" course - every three years - that covers
key business process and compliance issues.
Approver Training Communications
• We'll share more information about
the timeline and transition to the new
model through email, the eNewsletter,
presentations, and the Procurement
Services website in the coming
weeks.
Concur Quick Expenses Option
• A new option in Concur allows quick entry of
expenses in an Excel-like format.
• This option may be useful when entering out of
pocket expenses. You can enter:
– Transaction date
– Expense type
– Business purpose
– City/State
– Amount
• And then add rows for more data entry.
Quick Expenses Entry Grid
Quick Expenses Option (continued)
• After the entries are saved, an
expense report is created.
• Each entry can then be completed
individually.
Quick Expenses Go Live
• Quick Expenses will be available in Concur
in mid September.
• It’s availability will be posted in the
Company Information section of the Concur
home page and on the New in Concur
website
www.finance.umich.edu/procurement/travelexpense/concur/new
Questions?
Strategic Sourcing Update
Waves 1 and 2
What is Strategic Sourcing?
• Strategic Sourcing is a systematic and
fact-based approach for consolidating an
organization’s spend with high-quality
vendors to achieve pricing efficiencies:
– rigorous and collaborative approach
– focuses on Total Cost of Ownership (TCO) by
incorporating customer needs, organizational
goals, and market conditions to get the best
products and services at the best value.
Collaboration
• Procurement Services works with commodity
focus teams comprised of representatives from
schools and units making up at least seventy
percent of the commodity spend.
• The teams develop requirements, review
responses from suppliers to RFPs (request for
proposal), and recommend suppliers for contract
negotiations.
Sourcing Waves
• The Strategic Sourcing initiative is
conducted in “waves”.
– Wave 1’s (FY12) initial projected savings
were $14 million of almost $70 million in
annual spend.
– Wave 2’s (FY13) initial projected savings is
over $5 million of $157 million in annual
spend.
Wave 1 Summary
Commodity
Contracts Awarded To
Computer hardware
Hewlett Packard
Computer peripherals
CDW-G, JEM Tech Group, OfficeMax
Office Supplies
OfficeMax and Mikan* (*reman
toner)
Janitorial supplies
Kellermeyer
Furniture
Steelcase
Employee medical claims
administration
Blue Cross Blue Shield
Wave 2 Summary
Commodity
Contracts Awarded To
Audio visual
AVI-SPL and TEL
Cylinder Gases
Cryogenic
Electrical, Plumbing, and Industrial
Supplies (MRO)
Madison, Ferguson, Galloup,
Grainger, and IDN
IT temporary staffing
DCG, Tek, and Otterbase
Temporary administrative staffing
Manpower and Fastemps
Food supplies
Sysco
Pharmacy benefits management
MedImpact
Results to Date
• The strategic sourcing initiative has
exceeded expectations as a cost savings
strategy for the university.
• The success in achieving – and exceeding
- the expected savings relies on your
continued commitment to using the
university’s strategic contracts.
Where to Find Strategic Contracts
To locate information
about specific strategic
contracts suppliers –
including products and
services offered, and
ordering information –
visit the Procurement
Services website and
click the Find it Fast at
the Right Price button.
For Questions or Assistance
Procurement Solutions Team
(734) 764-8212, option 1
procurement.services@umich.edu
Thank You