Thursday, September 19th
10:50 to 11:40
1
Introductions
 John Klatt, Director of Procurement, University of





West Georgia
George Horn, Director, Business Services/CUPO,
Georgia Southern University
Debbie Lasher, Special Projects, USO
Teresa Page, GFM Support, ITS
Kurt Collins, Project Manager, USO
Andy Waligowski, Account Manager, SciQuest
2
Agenda
 History and Status of the GeorgiaFirst Marketplace
 University of West Georgia
 Implementation Experience
 Data Analysis
 Georgia Southern University
 Implementation Experience and Results
 SciQuest and the GeorgiaFirst Marketplace
 Getting Started
 Training Opportunities
3
History of the GeorgiaFirst
Marketplace (GFM)
 What is the GFM?
 PeopleSoft ePro
 SciQuest software (Amazon like shopping
environment)
 Catalogs, contracts, items, pricing
 Purpose to improve efficiency in procurement and
increase compliance with State and USG contracts
 Started project in 2010 with pilot schools live in early
2011 (7 schools)
 On-going rollout continuing today
4
Current Status of the Marketplace
 14 GeorgiaFirst Institutions Live
 1133 POs in last 30 days
 60+ Suppliers
 223 Contracts
 Hundreds of Thousands of Items on Contract
 SciQuest also used by the State, UGA, GA Tech, GRU
and Georgia State
5
University of West Georgia
 UWG Background
 Process for Rolling Out the GFM
 Procurement Role
 Departments
 Training
 How UWG Benefits from the GeorgiaFirst Marketplace
 Conclusions and Recommendations
6
UWG Background
 Paper “Purchase and Pay Requests” sent to Purchasing
 Purchasing decided if they were a check request or PO
 Purchasing created PO in PeopleSoft
 Receiving by exception to AP’s e-mail notice the invoice
would be paid
 UWG jointed Pilot group with strong support from
Controller backed by President’s Advisory Counsel
 UWG tasked an ePro Administrator and a Non
Purchasing Trainer to implement and provided
Administrative support
7
Roll Out
 Get Administration Buy-In first
 Attend BOR training, ePro Administrator and Training





Staff
Define Security roles for Approvers, Requesters &
Buyers
Test a few Catalog and Special requisitions, POs and
invoices in the SCITEST environment
Review existing Ship To codes and make changes
Establish Implementation/Training schedule
Setup in PeopleSoft following training
8
University of West Georgia
 Benefit of First Full Year Following Implementation
Catalog Acceptance
100%
90%
80%
70%
60%
Non Catalog
50%
Catalog
40%
30%
20%
10%
Jun
May
Apr
Mar
Feb
Jan
Dec
Nov
Oct
Sep
Aug
Jul
0%
9
Change in PO Lines & Spend
100%
80%
60%
CPO Lines
40%
SPO Lines
20%
0%
2011
2012
2013
100%
99%
98%
CPO Spend
97%
SPO Spend
96%
95%
94%
2011
2012
2013
10
University of West Georgia
2013 Numbers
YEAR
Special PO Lines
Catalog PO Lines
Catalog % of Total
Special PO Spend
Catalog PO Spend
Catalog % of Total
2011
2012
2013
5,755
6,826
9,030
483
3,902
9,176
7.7%
36.4%
50.4%
$35,288,434 $37,825,030 $38,692,355
$136,820
$1,148,758
$1,525,985
0.4%
2.9%
3.8%
11
Change in Pcard Activity
Year
2011
Pcard
Transactions
% Change
Pcard Spend
% Change
2012
2013
12,522
13,297
11,145
6%
-16%
$3,236,118 $3,217,003 $3,285,973
-0.59%
2.14%
12
Conclusions
 Need Strong Management Buy-in
 Spend a lot of time determining user/approver rolls
 Schedule roll out after completing Pilot test group
 Phase in slowly, only features you want, best users first
 Have an active support system – BOR, other schools
 Simple to use - Successful Implementation will
automate most small dollar purchases, reduce Pcard
transactions and increase POs and lines
 Implementation will increase A/P activity/vouchers
13
Georgia Southern University
 GSU Background
 Process for Rolling Out the GFM
 Procurement Role
 Departments
 Training
 How GSU Benefits from the GeorgiaFirst Marketplace
 FY 13 Numbers
 Conclusions and Recommendations
14
GSU BACKGROUND
 Used paper requisitions prior to implementation.




Procurement created the PO in PeopleSoft
Desired to convert to online requisitioning for better
efficiency and accountability.
ePro was attractive due to the workflow element
Started implementation in 2011 with a senior buyer
assuming responsibility “part time” with little
progress.
2012 assigned one buyer “full time” ePro administrator
duties
15
GSU BACKGROUND
 Procurement’s Role
 Oversight of the program
 Training
 Roles and Security assistance
 Troubleshooting
 Security and Roles administered by member of IT staff
16
PROCESS for ROLLOUT
 FY 13 - Of approx. 175 departments, selected 7 for pilot group rollout for
catalog orders
 Pilot group departments were “purchasing knowledgeable” for ease
 Two phase implementation after pilot group
 July – Dec: training on catalog orders in GFM
 Jan – May: training on Special Requests
 Training:
 Five sessions per week with 14 in each class
 Hands on training accessing training database
 FY 14
 Complete conversion to Special Requests
 Cut off all paper requisitions
 Addressing “stragglers”, new users and refresher training
 Current: Approx 150 depts using with 300 Requesters
17
GFM / ePRO BENEFITS
 Efficiency:
 Same system for catalog and non catalog orders
 BOR can only use TGM as “window shoppers”
 GFM allows us to “shop and buy” in one place
 Tailored catalogs (ex. Dell)
 Reduces P-card reconciling efforts
 Requisition routine much faster
 Reduces lost requisitions
18
GFM / ePRO BENEFITS
 Financials:
 Allows better control of spending during fiscal year end
due to encumbrances
 Charges hit financial reports much faster than P-card
expenditures
 Workflow:
 Many approval levels available - custom



IT, Dept, Project (PI), Buyer, Amount, Assets
BOR Grant (Research Accounting)
Hazardous Materials
19
FY 13 NUMBERS
 4,260 purchase orders totaling $70.9M
 2,190 catalog purchase orders totaling $732K
 51% of orders were catalog orders
 Only 1% of purchase order spend
 26,111 P-card transactions totaling $8.2M
 Catalog orders only 9% of P-card spend
 Challenges
 Way the SWCs are structured (ex. Office Supplies)
 P-card “fan base”
 Lot of “one off” purchases from non SWC vendors using Pcard
20
CONCLUSION:
WHAT DO I NEED?
 Administration Support
 Commitment of Resources
 Commitment of Time
 Flexibility as Business Process will need slight changes
 Patience
 Willingness to reach out to other schools to help or be
helped
 Desire to see positive results
21
SciQuest and the GFM
 Partnership with SciQuest
 Demo and New User Interface
22
Getting Started
 Business Decisions
 Identify who within the organization will use the GFM
as Requesters, Buyers and possibly Shoppers (often a
small group initially, then rolling out to larger audience)
 Choose which electronic approvals to implement
 Choose receiving approach (central vs. distributed)
 Peer Support
 Discussions on lessons learned and experiences at
schools already live
23
Getting Started
 Implementation
 Attend training, share training materials with your team
 Assign new Security roles for access to GFM, and
Approvers
 Setup Requesters and Buyers in PeopleSoft
 Review existing Ship To codes and possibly make minor
formatting changes
 Test a handful of carts, requisitions, POs and invoices in
our SCITEST environment
24
Training Opportunities
Classroom Training
 Shopper and Requester Training on Oct 8:
http://gfmrequesteroct8.eventbrite.com
 Buyer Training on Oct 9:
http://gfmbuyeroct9.eventbrite.com
25
Training Opportunities
 Documentation and Training Materials:
http://www.usg.edu/gafirstfin/training/epro_georgiafirst_marketplace/
 User Guides
 Job Aids
 Online video sessions
26
Question and Answer Period
27
How Do I Sign Up????
Contact Debra.Lasher@usg.edu to
get started!
28
Please send comments or questions to:
John Klatt -- jKlatt@westga.edu
George Horn -- ghorn@georgiasouthern.edu
Debra.Lasher@usg.edu
Kurt.Collins@usg.edu
29
Suppliers / Vendors in GFM
ADRENALIN POWERSPORTS INC
Agilent Technologies
AIRGAS SOUTH INC
ALLIGARE LLC
AMERICAN BIO MEDICA CORP
ATLANTA X-RAY CORP
Bob Barker
Canon USA Inc
CAROLINA BIOLOGICAL SUPPLY CO
CDW GOVERNMENT INC
Complete Book
CRAIG'S FIREARM SUPPLY, INC.
CTS America
CWC Chemical, Inc
Dade Paper
DAL-KAWA CYCLE CENTER INC
Dell (Computers and Software)
E. Sam Jones Distributor
Fisher Scientific
Flav-O-Rich Dairies LLC
Georgia Correctional Industries
Georgia Enterprises for Products & Services (GEPS)
Georgia Industries for the Blind (GIB)
Grainger, Inc.
Graybar Electric Company
Gulf States Distributors
HD SUPPLY FACILITIES MAINTENANCE LTD
Helena Chemical Company
Hewlett-Packard Company
Jerry Pate Turf & Irrigation
John Deere Company
KACO Supply Company
Supplier Name
Kellogg's Food Away From Home
Laerdal Medical Corporation
Lashley Tractor Sales
Mayfield Dairy Farms
McKesson Medical Surgical
MEDTOX Scientific, Inc.
Moridge Manufacturing, Inc.
MSC
Multi Media Services
Nebraska Scientific
OfficeMax
Onepath Systems
Pet Dairy
Physician Sales and Service
Red River Specialties, Inc.
Regency Lighting
Remel Inc.
RICOH CORPORATION
SHERWIN WILLIAMS CO
SIG SAUER INC
SMYRNA POLICE DISTRIBUTORS INC
SOUTHEASTERN PAPER GROUP
SOUTHERN COMPUTER WAREHOUSE INC
Staples
TECHNOLOGY INTEGRATION GROUP
THE INSTRUMENT HOUSE INC
THE WHITSON COMPANY
TROXELL COMMUNICATIONS INC
Vashaw Scientific, Inc.
Voss Lighting
VWR International
ZEP MANUFACTURING COMPANY INC
30
Current Status of the Marketplace
 Currently LIVE at:
 Georgia Perimeter College
 Kennesaw State University
 Valdosta State University
 University of West Georgia
 Georgia Gwinnett College
 Georgia Southern University
 Georgia Highlands College
•
•
•
•
•
•
•
Middle Georgia State College
South Georgia State College
Gordon State College
Fort Valley State University
College of Coastal Georgia
Clayton State University
Georgia College and State University
31