UGA mart Successes and Challenges

UGAmart Successes and Challenges June 16, 2010

Question Q: UGAmart is so much easier for the units than making P-Card purchases. Is it also easier for Procurement to process? A: The processing of each Purchase Request varies. In general, Purchase Requests are easier to process in UGAmart. In some cases, Purchase Requests are processed within the same day allowing delivery in the same timeframe as if ordered via P-Card.

Example • Contracted Items (SWC or Agency) AND the Purchase Request is Less Than $5,000 • Submitted for Approval at 8:58am on June 9 • Purchase Order Delivered to Vendor at 2:02pm on June 9 • Total of 5 hours 4 mins • Bonus = No P-Card Administrative Duties After the Purchase

Other Factors to Consider • When Does a Purchase Request Route to Procurement? • Priority = Urgent • Federally Funded • Total Purchase Request is Greater than $5,000 • Purchase Request has at least one Non-Catalog Item • Certain Commodities like Radioactive Items, Chemicals, and Furniture

Other Factors to Consider (cont) • Other Route Changes • CESS Approval # = CIO Office Approval • WCD Code = WCD Approval • Some Account Numbers = Contracts & Grants Approval • End-Users Can See the Approval Route Before They Submit their Purchase Request • Based on the Items and Funding • End-user can make the decision, PR or P-Card

Question Q: Would Procurement prefer that purchases move towards UGAmart and less with the P-Card? A: Procurement does not have a preference. Campus is free to use either method to acquire goods and services. Procurement is pleased that Campus sees UGAmart as a positive step in streamlining the requisitioning process.

Question Q: Some key research vendors are not yet loaded into UGAmart. Will they be there by July 1? A: Please email me (chadcox@uga.edu) the vendor name if the Vendor Profile has been submitted to Accounts Payable or Procurement. If the Vendor Profile has not been submitted, then provide the vendor with this link and ask them to complete and return the form per its instructions. http://www.busfin.uga.edu/forms/vendor_profile.pdf

Question Q: Why does UGAmart require three approval levels? This is difficult during some timeframes like vacations, and due to unfilled positions there may not be three people in line to approve the purchase in a timely manner. A: The department level approval only requires that one person approves the request and that the approver was not the same person who submitted the request. (You cannot approve your own requisition.) Each department establishes its own approval process.

Question Q: Why does UGAmart require three approval levels? This is difficult during some timeframes like vacations, and due to unfilled positions there may not be three people in line to approve the purchase in a timely manner. A: There are three main roles or permission levels in UGAmart. Shopper, Requisitioner, and Approver a) Shopper  Requisitioner  Approver b) Requisitioner  Approver

Success and Challenges • 528 Departments Trained and Setup to use UGAmart • 11 Departments In-Progress • Connected to Team Georgia Marketplace (TGM) • Basic training provided to date, Additional training will be provided • UGAmart is dependant on TGM for statewide contract content

Success and Challenges • 2,288 Vendors available for use in UGAmart • 8,279 PO’s Issued • 99% of UGAmart vendors will receive their PO electronically • Only 494 Vendors have been used in UGAmart • Vendors submitting incomplete vendor profiles • UGA is required by outside Agencies to verify each vendor’s data

Vendor Approval Requirements Accounts Payable: • IRS = UGA must have a W-9 on file and verify that the vendor name matches the Federal Employer Identification Number (FEIN) • OFAC (Office of Foreign Assets Control) = UGA must verify that each vendor is not on a Prohibited Payees List

Vendor Approval Requirements Procurement: • CCR (Central Contractor Registration) = Vendor’s Ownership/SBA Categories are Verified • Small Business • Minority Owned • Woman Owned • Disadvantaged Business • Veteran Owned

End-User’s Perspective on UGAmart Karen Kimbell Senior Budget Analyst College of Agriculture and Environmental Sciences – Business Office

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UGA mart Successes and Challenges