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Paul Martin, Assistant Vice President for Administration

Paul Martin, Assistant Vice President for Administration Ron Moraski, Director of Procurement Services Meaghan Kraft, Manager of Procurement Systems. Lead your Institution to Savings: The Evolution of Strategic Sourcing and the P2P Transformation . WHERE it all STARTED….

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Paul Martin, Assistant Vice President for Administration

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  1. Paul Martin, Assistant Vice President for Administration Ron Moraski, Director of Procurement Services Meaghan Kraft, Manager of Procurement Systems Lead your Institution to Savings:The Evolution of Strategic Sourcing and the P2P Transformation

  2. WHERE it all STARTED…

  3. Three pronged approach

  4. Collaboration IS the Only Way

  5. Original Long-Term Procurement Vision

  6. Cancellation of P-Card Program • May 2010 – cards were cancelled overnight

  7. Current Area of focus

  8. Objectives • Mitigate Risk • Provide Robust Controls • Streamline and Automate Processes • Become State-of-Art in Industry • And Obviously …..

  9. Approval of Funding – Savings Promised

  10. Overview of current e-procurement & Disbursement system • Core ERP System – Banner Finance • e-Procurement (SciQuest) modules • Spend Director • Requisition & Order Manager • Settlement Manager • Contract Manager • Sourcing Director • 16 Marketplace [Punch-out] Suppliers • 12 e-Invoice suppliers [3 supplier portal, 9 cXML transfer] • Payments made through check or ACH

  11. Inefficiencies with Current Processes Manual Set-up in Procurement ACH or Check

  12. P2P improvements New and enhanced Partnerships with: *a benefit of the AMEX partnership is the vPayment solution which is SciQuest-enabled

  13. P2P improvements SciQuest Solutions Non-PO invoices will be fed electronically into Banner. This functionality will be available with Banner 8.9 patch Date - TBD

  14. P2P improvements Digital Mailroom [DMR] • Will use for both PO and Non-PO invoices • Improved controls for non-PO invoices • At least two levels of approval required for all non-PO invoices • Audit on non-PO invoice activity • Match failure workflow improvements for PO Invoices • AP Director: • Invoices available within 2 business days • PO invoices will be matched and routed for approval • Non-PO invoices will route to the invoice owner

  15. Partnerships and solutions AMEX Solutions Still considering use New Forms of Payment vPay on Demand

  16. Amex payment solutions Both solutions provide rebate on spend

  17. Phase I – march 2014 - COMPLETE

  18. phASE 2 – SummER / Fall 2014

  19. challenges • High number of “Active” Suppliers • % of PO Invoices vs. Non-PO invoices • 1st Non-PO Digital Mailroom Client • Working with SciQuest to develop non-PO invoice workflow using ADW

  20. SuccessesSo Far • Documented Cost Savings $4.8M+ • Purchasing Revenue $200k • As a result of these numbers, our President granted an increase in the project budget

  21. Overall Project Success • Original P-Card Rebate $100k • New Savings / Revenue $5M+ • Sourcing • Travel • P2P • Efficiencies • Visibility

  22. QUESTIONS

  23. morasr@rpi.edu 518-276-8439 Ron Moraski

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