Presented by Cindy White, CPPO, CPPB
Director of Purchasing
Collin County Community College District
2012 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 processes
Manage or control Maverick spend
Eliminate paper processes
Provide analytical information on spend and processes
Lead to greater discounts with enabled suppliers
Provide detailed historical information on transactions
 Increase 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 future
 Eliminate duplication of effort for the Purchasing Dept
(retyping of information into eBidding software)
Reason for Collin’s eProcurement
Decision
 Loss of functionality with Banner Finance implementation
 Disconnect between Banner Finance and our sourcing/bid
management systems (Ion Wave Technologies)
 Inability to determine contract spend
 Banner Finance not user friendly
 User surveys
 Need to provide user’s with contract information and
pricing
 Desire 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.
 SciQuest
 Mercury Commerce (eSchool Mall)
 BuySpeed
 Ariba
 Unimarket
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 Questions
 What resources will we have to provide?
 What other functions can the software support?
(Forms)
 Training and support
 References
 We had over 120 questions that we asked to determine
the best solution and will be glad to share!
Collin’s Decision
 SciQuest 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 lower
 Most integration points with Banner Finance
 Synchronization with Banner vendor database done in
real time
 Availability of Contract Manager
Implementation
 CougarMart Kick-Off Meeting - January 4, 2011
 We went with Remote Implementation
 Selected 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 Live
System 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 Features
 Showcased Suppliers
 Showcased Services
 Approvals
 Welcome Messages
 CougarMart Support E-mails
 Multiple Search Options
 Quotes for Enabled Suppliers
 Contracts
 Reports
Contract Spend
 Contract items can be loaded into Contract Manager





from a bid
Contract can be automatically tied to a vendor, except
when a vendor has multiple contracts
Purchase orders are tied to spend
Board Approval Amount is input as the “Budget”
Notification is sent to the Buyer when 85% of the
“Budget” has been spent
Buyer 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
May-11
Jun-11
Jul-11
Aug-11
Sep-11
Oct-11
Nov-11
Dec-11
Jan-12
Feb-12
Mar-12
Apr-12
May-12
Total
POs
49
204
218
179
693
275
269
221
230
260
234
269
214
3,315
PO Lines
148
506
971
552
1,274
804
938
650
574
661
771
885
561
9,295
PO Dollars
$
59,402
$ 19,224,582
$ 400,996
$ 1,139,688
$ 4,811,381
$ 2,331,330
$ 1,758,027
$ 1,583,767
$ 571,669
$ 418,449
$ 1,052,003
$ 1,394,347
$ 1,235,949
$ 35,981,590
CougarMart Site Usage
Cycle Time
FY11 Days
0 Days
1 Day
2 to 5 Days
6 to 10 Days
11 to 29 Days
30+ Days
Grand Total
POs
59
112
282
125
42
32
649
% POs
9.1%
17.3%
43.5%
19.3%
6.5%
4.9%
100.0%
PO Lines
160
335
750
472
247
211
2,175
Measurement of time from PR creation to PO distribution
% PO Lines
7.4%
15.4%
34.5%
21.7%
11.4%
9.7%
100.0%
Avg
0
1
3.4
7
18
54.3
10.2
FY12 Days
0 Days
1 Day
2 to 5 Days
6 to 10 Days
11 to 29 Days
30+ Days
Grand Total
POs
105
344
1,111
709
304
110
2,663
% POs
3.9%
12.9%
41.7%
26.6%
11.4%
4.1%
100.0%
PO Lines
181
666
2,929
1,955
1,029
357
7,117
% PO Lines
2.5%
9.4%
41.2%
27.5%
14.5%
5.0%
100.0%
Avg
0
1
3.4
7.2
15
70.6
9.2
Email Approvals
(These are approvals that are done directly from their
Groupwise e-mail via computer or mobile device.)
User Name
Leathers, Ed
Hoyt, Dave
Ammons, Shane
Schumann, Sherry
Johnson, Abe
Hall, Ralph
Harmon, Shirley
Miller, Susan
Davison, Kim
Jindra, Barbara
Martin, Tom
White, Cindy
Total
Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 Grand Total
2
2
4
124
35
22
27
43
43
3
3
124
72
63
9
5
12
3
3
59
25
30
16
41
3
65
50
23
16
14
4
5
3
61
37
18
25
20
3
4
2
1
12
299
62
43
32
39
26
4
1
4
2
110
74
50
76
62
1
291
174
180
168
214
372
42
43
41
26
16
3
2
4
2
3
1
183
44
33
35
36
27
1
2
3
1
8
1
191
693
414
314
270
254
71
20
15
14
10
6
3
2,084
FY12 Top 25 Suppliers: PO Dollars
Supplier ID
13657772
13660041
13656795
13658991
4050097
13659643
13658280
13658750
13658702
13659653
13695803
13658177
13657173
13660572
4066394
13660109
13658949
13656130
13637185
13657184
13835794
13659134
14334973
13657912
13657736
Grand Total
Supplier Name
Enablement
Pogue Construction
Non-catalog
ServiceMaster Clean
Non-catalog
Gomez Floor Covering
Non-catalog
Temps of McKinney
Non-catalog
Dell Marketing LP
Punchout
Texas A&M University-Corpus Christi
Non-catalog
Flair Data Systems Inc
Non-catalog
Plano Office Supply
Non-catalog
Oracle America Inc
Non-catalog
Roach Howard Smith & Barton Non-catalog
Grande Communications Networks
Non-catalog
LLC
Dental Careers Foundation
Non-catalog
Northstar Services Inc
Non-catalog
TFE
Non-catalog
KI Office Furniture
Punchout
Videotex Systems, Inc.
Non-catalog
SunGard Higher Education
Non-catalog
Baker & Taylor Books
Non-catalog
EBSCO Information Services
Non-catalog
Oce' North America Inc
Non-catalog
Centennial Moisture Control Inc Non-catalog
University of Texas at Arlington Non-catalog
Boston Reed
Non-catalog
Applied Engineering Inc
Non-catalog
Zones
Non-catalog
FY11
PO's Lines
Dollars
1
1 $18,488,126
1
1
33
1
1
21
1
1
6
4
1 $
1 $
45 $
1 $
3 $
93 $
1 $
2
164,562
25,344
40,595
377,355
4,516
39,713
1,020
$
143,120
12 $
4 $
9,634
36,978
1
1
$
2,200
1
1
$
169,980
1
649
1
2,175
$
5,760
$20,823,609
PO's
8
3
13
208
2
14
61
13
2
1
1
2
11
9
47
2
3
10
5
1
1
8
1
2,663
FY12
Lines
Dollars
9 $ 1,281,143
3 $ 820,586
17 $ 811,741
269 $ 473,130
2 $ 100,308
42 $ 434,576
243 $ 397,909
78 $ 427,936
10 $ 416,529
2 $ 232,692
1 $ 355,000
5 $ 301,937
95 $ 297,691
20 $ 290,008
74 $ 259,082
3 $ 220,467
3 $ 248,036
12 $ 200,054
9 $ 171,068
1
1
12
11
7,117
$ 150,000
$ 150,000
$ 149,379
$ 132,555
$15,211,376
PO's
1
8
4
14
241
3
15
82
14
2
2
1
2
11
9
53
6
3
11
5
1
1
1
8
2
3,312
994 Suppliers, Top 25 are 77% of PO Dollars
Lines
1
9
4
18
314
3
45
336
79
10
4
1
5
95
20
86
7
3
13
9
1
1
1
12
12
9,292
Total
Dollars
$18,488,126
$ 1,281,143
$ 985,148
$ 837,085
$ 513,725
$ 477,663
$ 439,092
$ 437,622
$ 428,956
$ 416,529
$ 375,812
$ 355,000
$ 301,937
$ 297,691
$ 290,008
$ 268,716
$ 257,445
$ 248,036
$ 202,254
$ 171,068
$ 169,980
$ 150,000
$ 150,000
$ 149,379
$ 138,315
$36,034,985
Avg PO
$18,488,126
$ 160,143
$ 246,287
$
59,792
$
2,132
$ 159,221
$
29,273
$
5,337
$
30,640
$ 208,265
$ 187,906
$ 355,000
$ 150,969
$
27,063
$
32,223
$
5,070
$
42,908
$
82,679
$
18,387
$
34,214
$ 169,980
$ 150,000
$ 150,000
$
18,672
$
69,158
$
10,880
FY12 Top 25 Suppliers: PO Lines
Supplier ID
13656986
13637230
13658750
13659164
4050097
13658277
125769
3901
13658033
13659691
13657358
13613455
13637229
13658845
13657947
13637231
13660572
13660109
13658721
13637232
13658702
13637239
13657366
13637238
13637233
Grand Total
FY11
Supplier Name
Enablement PO's Lines
Dollars
Flinn Scientific Inc
Non-catalog
6
118 $
6,747
Pocket Nurse Enterprises Inc
Non-catalog
9
238 $
20,668
Plano Office Supply
Non-catalog
21
93 $
39,713
Ward's Natural Science
Non-catalog
3
55 $
5,572
Dell Marketing LP
Punchout
33
45 $
40,595
Thermo Fisher Scientific
Non-catalog
6
90 $
11,230
Grainger
Punchout
1
14 $
874
VWR International Inc
Punchout
4
35 $
3,753
Carolina Biological Supply
Non-catalog
3
29 $
5,230
IDEX Global Services Inc
Non-catalog
3
36 $
3,275
Sargent-Welch
Non-catalog
1
2 $
104
Western BRW Paper Company Hosted
9
51 $
23,797
Moore Medical LLC
Non-catalog
6
61 $
3,422
Sam's Club
Non-catalog
2
13 $
576
B&H Photo-Video Inc
Non-catalog
8
34 $
6,041
Southeastern Emergency Equipment
Non-catalog
2
18 $
1,185
TFE
Non-catalog
Videotex Systems, Inc.
Non-catalog
6
12 $
9,634
Patterson Dental Supply Inc
Non-catalog
1
44 $
10,340
Authentic Promotions
Non-catalog
8
10 $
4,962
Oracle America Inc
Non-catalog
1
1 $
1,020
Medline Industries Inc
Non-catalog
11
50 $
7,337
School Health Corporation
Non-catalog
Journey Ed, Academic Superstore,
Non-catalog
CCV, Gradware 7
18 $
16,335
AC Printing
Non-catalog
15
21 $
8,575
649 2,175 $20,823,609
PO's
10
14
61
13
208
13
69
15
13
10
9
30
12
21
21
4
11
47
13
24
13
9
4
19
39
2,663
FY12
Lines
Dollars
334 $
21,868
123 $
13,845
243 $ 397,909
262 $
41,100
269 $ 473,130
130 $
44,768
199 $
40,306
176 $
19,818
129 $
29,246
98 $
25,817
117 $
59,703
62 $
88,720
52 $
2,611
90 $
20,988
68 $
29,846
83 $
16,329
95 $ 297,691
74 $ 259,082
38 $
21,652
70 $
35,414
78 $ 427,936
27 $
3,680
75 $
2,451
51 $
33,939
47 $
19,966
7,117 $15,211,376
994 Suppliers, Top 25 are 44% of PO Lines
PO's
16
23
82
16
241
19
70
19
16
13
10
39
18
23
29
6
11
53
14
32
14
20
4
26
54
3,312
Lines
452
361
336
317
314
220
213
211
158
134
119
113
113
103
102
101
95
86
82
80
79
77
75
69
68
9,292
Total
Dollars
$
28,615
$
34,513
$ 437,622
$
46,672
$ 513,725
$
55,998
$
41,180
$
23,571
$
34,476
$
29,092
$
59,807
$ 112,517
$
6,033
$
21,564
$
35,887
$
17,514
$ 297,691
$ 268,716
$
31,992
$
40,376
$ 428,956
$
11,017
$
2,451
$
50,274
$
28,541
$36,034,985
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Avg PO
1,788
1,501
5,337
2,917
2,132
2,947
588
1,241
2,155
2,238
5,981
2,885
335
938
1,237
2,919
27,063
5,070
2,285
1,262
30,640
551
613
1,934
529
10,880
Punchout & Hosted Enabled
Suppliers
Supplier ID Supplier Name
4050097
Dell Marketing LP
125769
Grainger
3901
VWR International Inc
13613455 Western BRW Paper Company
13613881 Joy Promotions Inc
4050097
Dell
125769
Grainger, Inc.
4066394
KI Office Furniture
3901
VWR International
4070444
Fastenal
13613455 Western Paper Company Inc
Total Punchout and Hosted suppliers (11)
Grand Total (994 suppliers)
Enablement
Punchout
Punchout
Punchout
Hosted
Hosted
Punchout
Punchout
Punchout
Punchout
Punchout
Hosted
FY11
PO's Lines
Dollars
33
45 $
40,595
1
14 $
874
4
35 $
3,753
9
51 $
23,797
7
14 $
5,703
28
34 $
12,259
16
29 $
9,241
2
1
101
649
3
1
226
2,175
$
PO's
208
69
15
30
17
FY12
Lines
Dollars
269 $ 473,130
199 $
40,306
176 $
19,818
62 $
88,720
53 $
16,590
9
20
$
290,008
1
1
$
72
349
2,663
780
7,117
5,340
$
6,100
$ 107,662
$20,823,609
$ 928,644
$15,211,376
PO's
241
70
19
39
24
28
16
9
2
1
1
450
3,312
Lines
314
213
211
113
67
34
29
20
3
1
1
1,006
9,292
Total
Dollars
$ 513,725
$
41,180
$
23,571
$ 112,517
$
22,293
$
12,259
$
9,241
$ 290,008
$
5,340
$
72
$
6,100
$ 1,036,306
$36,034,985
$
$
$
$
$
$
$
$
$
$
$
$
$
Avg PO
2,132
588
1,241
2,885
929
438
578
32,223
2,670
72
6,100
2,303
10,880
Questions?
References
 (1) NIGP Public Procurement Dictionary of Terms