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Introductions

Jeff Bailey PhD, PMP – Practice Manager, CherryRoad

– Project lead, Team Georgia Marketplace™ for four years

– Responsible for facilitating change management and user adoption

– 20 years of organization development and training experience

August 13, 2012

National Association of State Auditors Comptrollers and Treasurers CherryRoad Implementation – Team Georgia

MarketplaceSeattle, WA

Shared processesto capture statewide spend

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CherryRoad State Projects

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Agenda

Overview - Team Georgia Marketplace™

Culture Change

Accomplishments

Benefits

– Unified procurement processes

– Unified view of spending across agencies

– Streamlined the requisition process

– Maintained controls on P-Card spend

– Reduced paper use

Summary

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Overview – Team Georgia Marketplace™ A project created by the Commission for a New

Georgia (CNG) following an assessment of the State procurement processes.

The CNG recommended a project that would accomplish the following…• Centralize and automate the capturing and collection of core procurement

information to better leverage state spend.

• Promote a more open government marketplace by providing the state procurement professionals, state vendors, and end users an array of online self-service and collaboration tools.

• Provide the electronic sourcing tools and workflow required to streamline the State’s procurement processes.

• Provide electronic controls and evaluation tools to support the State’s procurement performance management processes.

• Create the structure to centrally manage state-wide procurement contracts and associated documentation from contract creation through termination.

• Integrate eProcurement processes with the state financials and asset management.

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Overview – Team Georgia Marketplace™ The basic themes of Team Georgia

Marketplace

• Consistent data

• Consistent tools

• Consistent processes

• Consistent message

• Consistent language

• Consistent skills“Singing from the same song sheet”

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Overview – eProcurement, the TGM Core

Provides non-procurement professionals with self-service mechanisms for supporting steps for buying goods and services

Drafting purchase requisitions

Accessing catalog content

Identifying suppliers

Obtaining approval for purchases

Managing spending to a budget

Communicating purchase orders to suppliers

Goes beyond the purchasing modules of financial suites and ERP

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Overview – Team Georgia Marketplace™

eProcurementP-Card Reconciliation

And Approval

Strategic Sourcing

Contract Management

Online Catalogs

eSupplierSelf Service Portal

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Culture Change

The project requires agencies to perform procurement functions in a different way and in a standard way.

Team Georgia Marketplace™ requires behavior change.

– Required strong leadership

– Communicate, Communicate, Communicate

– Used a pilot to test application

– Trained users based on roles

– Created a user group

– Started measuring processes

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Accomplishments

Since the Team Georgia Marketplace™ launched in Jan, 2009…

FY2009 – FY2012 Q3

Agencies 35 agencies live

Users 5850

Suppliers 30,500

Spend Capture(Sourceable and Addressable)

- 61 punch out catalogs- 127 hosted catalogs

FY2012 spend thru Jun 30

$2.23 billion

FY2011$1.6 billion

FY2010$1.5 billion

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Benefits of Team Georgia Marketplace™

Unified procurement processes

Unified view of spending across agencies

Streamlined the procurement process

Maintained controls on P-Card spend

Reduced paper use

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Benefits of Team Georgia Marketplace™ Unified procurement processes, eliminating

the need for multiple legacy systems

– Retired the legacy vendor registration portal with eSupplier Connect

– Streamlined the P-Card management process

– Eliminated some agency home grown systems

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Benefits of Team Georgia Marketplace™ Provided a unified view of spending across agencies,

enabling the state to negotiate contracts and volume discounts

– Identify industry category candidates for Statewide Contracts (SWC) by analyzing spending habits of the State

– Provide crucial data in the development and evaluation of cost sheets; Analyze purchasing habits of customers and selling habits of suppliers

Spend data was crucial in the development and calculation of SWC  

– forecasted benefits $20,669,694 for FY2012

– contracted benefits as of Jun 30 was $23,600,000 for FY2012

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Benefits of Team Georgia Marketplace™ Streamlined the procurement process…UNDER the no bid

limit

– All agencies use the same process, beginning with online requisitions

– Requisitions from virtual catalogs are pre-populated with contract information needed in order to track the spend

– Requisitions are routed electronically, approvers are notified via email and can approve, change, or deny a request

– P-Card can be used as a payment option within the process

– Requestors can check status of their request online

– Purchase orders are dispatched electronically

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Benefits of Team Georgia Marketplace™ Streamlined the procurement process…OVER

the no bid limit

– Bid posting and responding is performed electronically

– Bid, review, and assess bids is submitted online

– Bid awards are completed online

– Contracts are built as a by-product of award process and tied to purchase orders

– Contracts functionality includes management tools for evaluation and follow up

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Benefits of Team Georgia Marketplace™ Maintained necessary controls for purchase

cards without sacrificing efficiency

– Use of the P-Card is transparent in the system

– Card holder and other designated approvers are automatically included in the approval process for P-Card purchases through the automated workflows

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Benefits of Team Georgia Marketplace™

Reduced paper use

– Eliminated the stacks of paper that had to be compiled to created the monthly P-Card vouchers

– Eliminated custom forms and applications created by agencies for requesting goods and services

– Audits are able to be performed online rather than using print outs of documents

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Summary

The State of Georgia now has much more intelligent, meaningful and consistent data to assist in making purchasing and contract decisions

Reinforce purchasing behavior through monthly user group sessions and “Health Check” visits

One last large agency to deploy in FY ‘13 and FY ‘14