What is New at State Purchasing Division Webinar

What is New at State Purchasing Division

Webinar

November 7, 2007

Welcome

SPD Organization

Customer Service

Business Improvement

Sourcing

Training

Purchasing Card

Legal

Questions and Answers

Agenda

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What is New at State Purchasing Division

Tim Gibney

Assistant Commissioner

State Purchasing Division

Thank you for Joining us!

Organizational Chart and Staffing

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Organizational Chart – Knowledge Center

SPD - Knowledge Center Organization 11/7/2007

Legend Green = Vacant

Yellow = Position filled between Dec. 2006 – June 2007Blue = Position filled between July 2007 – November 1, 2007

Kelly Loll-JonesDirector

Knowledge Center

Mirna BarkerChief Learning

Officer

Hugh FarleyCustomer/Vendor

Satisfaction Officer

Donna FileProcess

Improvement Audit Manager

Training Coordinator

Vacant

Gayle PorsterTraining

Specialist, Certification

Training Specialist,

Certification Vacant

Karen Woods Communications

& Marketing Specialist

DOAS Marketing

Customer/Vendor Satisfaction Coordinator Time Limited

Vacant

Katherine BriodyStrategic Support

Manager

Shannon StackhouseSr. Strategic

Support Analyst

Eniola OkunlolaStrategic Support

Analyst

Jeff ChouAudit Data Analyst

Vacant

Process Improvement

Audit Supervisor Vacant

Barbara Hill Process

Improvement Auditor

Brenda AllenProcess

Improvement Audit Supervisor

Keith NixonProcess

Improvement Auditor

Lisa WongAudit Data

Analyst

Pat GardnerProcurement Applications

Manager

Business Analyst Supervisor

Vacant

Website Document ManagerVacant

Mae ToombsBid Officer

(Help Desk)

LaTonya BurnettClerk 2, General

(Help Desk)

Business Analyst 2

Business Analyst 2Time Limited

Maelenchia Thompson

Business Analyst Associate

Maggie ClarkeP-Card Audit Supervisor

Donna RaynerP-Card Manager

Melanie Spencer Secretary 3

Audit Data AnalystVacant


Martha RichardsonSecretary 3(Help Desk)

VacantPolicy

CoordinatorRichard Perreault

Management Specialist

DOAS MarketingPeopleSoft

Trainer Vacant

PeopleSoft Trainer Vacant

Process Improvement

Audit Supervisor Vacant

Deena Fuller Process

Improvement Auditor

Danielle HaynesAudit Data

Analyst


Terry Doumkos, MBA, CSSBBDirector

Strategic Sourcing

Dennis King, C.P.MGoodsCluster

Brian Wirpsa, C.P.MI.T.

Cluster

Debra Blount Services/Projects

Cluster

Darryl Mitchell,

C.P.M InfrastructureCluster

Rick BealCategory Manager

MRO

Karen Montgomery

Category Manager

Michael LeaheyCategory Manager

I.T. Hardware

Category Manager

I.T. Software Vacant

Category Manager

Commercial Services Vacant

Wendell Carter Category Manager

Professional Services

Josh BordenCategory Manager

Human Services

Debra White Category Manager

Fleet & Travel

Category Manager

ConstructionVacant

John Thomason Category Manager

UtilitiesVacant

Carl Hall Associate Category Manager

Matt TaylorAssociate Category Manager

Category AnalystVacant

Bernie Joy Associate Category Manager

Anthony GriffinCategory Analyst

Sourcing Specialist

Vacant

Associate Category

Manager Vacant

Associate Category

Manager Vacant

Associate Category

Manager Vacant

Associate Category

Manager Vacant

Associate Category

Manager Vacant

Associate Category

Manager Vacant

Billy Gilbert Associate

Category Manager

Marvin Register Associate Category Manager

Associate Category ManagerVacant

Associate Category Manager

Vacant

SPD – Strategic Sourcing 11/5/2007

Sourcing Specialist Vacant

Sourcing Specialist

Vacant

Beverly AlexanderCategory Manager

Associate Category

Manager Vacant

Shirley TidwellCategory Analyst

Sourcing Specialist

Vacant

Willie MoonCategory Analyst

Misty BrooksSecretary 3

Sourcing Specialist

Vacant

Legend Green = Vacant

Yellow = Position filled between Dec. 2006 – June 2007Blue = Position filled between July 2007 – November 1, 2007

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Organizational Chart – Strategic Sourcing

Programs

• Strategic Sourcing▪ Focused attention on working with stakeholders▪ Planning procurements (P-D-I-M)

• Knowledge Center▪ Information systems▪ Business process improvements▪ Increased and improved communications▪ Training programs▪ Outreach to vendors, agencies and colleges/

universities

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Metrics – Managing our Work

• Increasing our training and certification efforts• Delegation of purchasing authority to

agencies/universities• Reducing cycle time for RFxs • Increasing Statewide contracts • Reducing protests and protest

response/resolution time• Increasing Purchasing Card managed spend

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Other Topics

• State Facilities Service Survey – Due November 14th

• Governors emergency proclamation on water use

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• Customer Service – Gina Tiedemann, Director of Customer Advocacy

• Business Improvement – Kelly Loll-Jones, Director of Knowledge Center

• Sourcing – Terry Doumkos, Director of Strategic Sourcing• Professional Development – Dr. Mirna Barker, Chief

Learning Officer• Purchasing Card Program – Donna Rayner, P-Card Program

Manager• Legal Information – Mary Scruggs, J.D., Legal Counsel

Agenda Today - Presenters

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Questions?

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Customer Service

Gina Tiedemann

Director

Customer Advocacy

Customer Service – FY 07 Customer Survey Results and Action Plans

As a result of our customer survey, SPD is vigorously planning and implementing strategies with the goal to meet or exceed your expectations. We have identified six (6) top areas for improvement.

▪ Communications▪ SPD website▪ Lack of responsiveness▪ Tool enhancements and process efficiencies▪ Looking up NIGP codes in PeopleSoft▪ Inability to award a bid on the day it closes

You can expect more information pertaining to these areas and others in the near future.

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Customer Service – Regional Conferences

Four conferences – South, Middle, North Georgia and Metro Atlanta

Agenda▪ Welcome by Tim Gibney, DOAS Assistant Commissioner – Procurement▪ SPD leadership introductions▪ “Birds of a Feather” type breakouts for tabletop discussions on topics of

interest to participants Dates/locations

▪ Atlanta – November 27th, Twin Towers▪ Tifton – December 11th, UGA RDC Facility▪ 11am – 2:30pm, lunch included▪ Middle and North Georgia dates and locations - TBD

Audience▪ Agency & college/university procurement staff▪ Business/program managers who participate in the procurement process

(requisitioning, solicitation, etc.)

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Customer Service – New Website Development

SPD has engaged in the initiative to re-design the current website

▪ Updating existing documents and taxonomy

▪ Soliciting feedback from customer agencies

▪ Issue RFP for Web Design & Support

▪ Customer agencies to assist in the design and evaluation process

▪ Implement SharePoint collaboration software

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Customer Service – Quarterly Newsletter

State Purchasing Marketing & Communications Team will publish a quarterly newsletter that will provide timely information to our customers. The inaugural edition will feature articles of interest such as :

▪ Message from Tim Gibney, Assistant Commissioner - Procurement

▪ Spotlight on customer agencies▪ Team Georgia Marketplace updates▪ Training updates▪ Introduction of new SPD staff members and much more

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Questions?

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Business Improvement

Kelly Loll-JonesDirector

Knowledge Center

• Stage I - Solicitation Process– Completed▪ Cherry Road Technologies Selected as Implementation Partner

• Stage II - Project Implementation/Pilot Program – July 2007 to May 2009

▪ Project Initiation Phase (September – early October, 2007) • Pilot agencies selected (DHR, GDC, DOAS/SPD)• Initiative (& resulting system) officially named via statewide contest• Core Workgroup established

– Pilot agencies– 8 top spend – DOT, DHR, DCH, GDC, GTA, DNR, DJJ, DOE– BOR, Large university – Georgia Tech, Small university –

Georgia Gwinnett– 2 medium spend – DEcD, GFC– 2 small spend – OPB, GPSTC– DOAS– Audits

• Project kick-off meeting held

Team Georgia Marketplace (TGM) Implementation

Team Georgia Marketplace (TGM) Implementation - continued

• Stage II - Continue▪ Planning & Analysis Phase (early October, 2007 – February, 2008)

• Initial Steering Committee meeting held (will meet monthly)• Requirements gathered from 3 pilot agencies (Complete)• Requirements will be validated by Core Workgroup agencies & universities

(Completion date November 28th)• Fit/gap sessions will be held with pilot agencies and Core Workgroup agencies &

universities on all modules (beginning December 3rd)• Gaps will be analyzed and decisions made concerning inclusion• Project schedule will be reviewed based on outcomes of Fit/Gap

▪ Tentative schedule for remainder of project *• Design & Development Phase – target completion June, 2008• Testing & Training Phase – target completion November, 2008• Deployment Phase (System “Go Live” for 3 pilot agencies) – target January, 2009• Master Plan for Statewide Roll Out – target completion February, 2009• Closing Phase & Post Implementation System Stabilization/Support – target

completion July, 2009

• Stage III - System Support/Statewide Roll Out – May 2009 to May 2010

Team Georgia Marketplace (TGM) Project Objectives

• Create a Self sufficient SPD supported eProcurement System

▪ Install and configure six (6) eProcurement/Supplier Relationship Modules

• ePro• Strategic Sourcing• Contract Management• Catalog Management• eSupplier Connect• Supplier Rating (on hold)

eQuote Phase II Enhancements – Roll Out March

eQuote Phase II

• $100,000 limit/DPA to the eQuote posting amount

• Quote and award at line item level • Awarding to multiple vendors• Re-award to different vendor(s) if original

vendor(s) cannot meet requirements• Attachments at the eQuote level • Ability to edit the eQuote posting after

the bid is open and add attachments• Ability to add multiple attachments at

header and line level• Allow vendor to send attachments with

response• Comment box reminding buyers of

reciprocal preference law• Ability to save eQuote posting and

release later (up to 30 days from the last edited date)

eQuote Phase II

• Ability to add vendors not registered on the Vendor Registration system

• Comparison of eQuote amount to Delegated Purchase Authority (DPA)

• Terms & conditions links with an “I accept” and “I do not accept” boxes

• Ability to add as many NIGP codes as desired at header level

• Drop down selection window of NIGP codes at line level based on header NIGP code(s)

• Additional functions to eQuote Tabulation• Addition of eQuotes Report Menu with

additional eQuote Reports• Ability to copy information from

previous/existing eQuote to a new eQuote• Redirect agency buyer to State Purchasing for

eQuotes over the agency DPA. Display error message stating that the agency has exceeded their DPA.

GPR Changes – Roll Out January

GPR Changes:• Posting to the GPR will be tied to the Agency’s Delegated

Purchasing Authority (DPA)

▪ Tables Will Assist Agencies in Knowing their Authorized Limits

• Automating the Approval Process for Request’s to Exceed Agency Delegate Purchasing Authority or to Issue an RFP

• Automating the NOIA Process for Purchases over $100,000

• Ability to Identify Exempt Purchases to Expedite Processing

NIGP Codes

• State Purchasing has acquired licensing for statewide usage of the 11-digit NIGP codes.

• Board of Regents – each college/university will be allowed one license for their purchasing system.

• Update People Soft and GPR with latest version of NIGP Codes

Questions?

?

Strategic Sourcing

Terry DoumkosDirector

Strategic Sourcing

Strategic Sourcing

Benefits of Strategic Sourcing

•Lowest Total Overall Life Cycle Cost

•Mitigates Risk and Optimize Spend

•Fairness For You And The Supplier

•Best Use Of Taxpayer Money

How can you help SPD?What is it?• Strategic Sourcing vs. Tactical

• Progressive “best in class” ideologies

• Category Expertise

• CRM/SRM

• Strategy varies with sourcing event

• Collaborative participation of customers and vendors

• Objectives:- Lowest Total Cost Of Ownership- Consolidation Of Spend- Proactive sourcing management

•PARTICIPATE on Sourcing Teams when appropriate

•Gather as much information on spend as possible – exchange information

•Encourage your end users to provide the Sourcing Team with input, and/or participate on team

•Provide feedback on supplier performance

•Get engaged early

•Pre-project planning

•Enhance Proven Methodology For Obtaining Best Results

•Maintain Improved Systems For Sourcing And Historical Information, Which Leads To Better Buys and Increase Service Level

Each cluster’s staff will possess the necessary process, commodity and/or service expertise to assist in all phases of the Standard Procurement Process

Strategic Sourcing Support – Vertically Aligned Category Management

Each cluster’s staff will possess the necessary process, commodity and/or service expertise to assist in all phases

of the Standard Procurement Process

Your Support Partners Are:Director

Strategic Sourcing

Terry Doumkos

[email protected]

Manager

I.T. & Telecom

Brian Wirpsa

[email protected]

[email protected]

Manager

Services & Projects

Debra Blount

Manager

Goods

Dennis King

[email protected]

[email protected]

Manager

Plant, Ppty & Infstr.

Darryl Mitchell

• MRO

• MRO Supplies

• Goods & Raw Materials

• Furniture

• Office Supplies

• Goods

• Medical Supplies

• Agricultural Supplies

• General Supplies

• Food & Food Supplies

• Law Enforcement Equipment and Supplies

• I.T.

• Hardware

• Software

• Services

• Telecom

• Hardware

• Services

• Specialized Hardware

• Commercial Services

• Banking Services

• Logistics Services

• Professional Services

• Management Consulting

• Accounting & Financial Services

• Human Services

• Health Insurance

• Health & Human Services

• Fleet & Travel

• Fleet

• Equipment

• Travel

• Construction

• Road

• Building

• Utilities

• Waste/Sewage

• Fuels

Strategic Sourcing - Early Involvement

• Cross – group pre-project planning and collaboration

• Identifying your Procurement lead/support

• Shorter cycle times = faster completed sourcing initiatives/events

• Collaborative SOW and guidance on specifications

• Streamlined processes and join partnership

• Best value-added and overall return for our Tax payers

New SWC Pipeline

• Agricultural Supplies 11/30/07• IT Hardware 12/30/07• IT Staffing 12/30/07• Medical/Lab Equipment Supplies 11/30/07• Tractors/Mowers/ATV’s/UTV’s 12/01/07• MRO 12/30/07

**For a comprehensive list of existing SWC’s, please visit: http://ssl.doas.state.ga.us/PRSapp/PR_StateWide_contract_menu.jsp

(This list is modified as SWC’s are added – please visit this link on a regular basis)

SPD Communication/Marketing SWC’s

Partnership/

Collaboration

RFP/Executed SWC

•List Serve-APO

-UPO

-Other (Procurement Officials)

-Finance

•Web Page http://ssl.doas.state.ga.us/PRSapp/PR_StateWide_contract_menu.jsp

•Newsletter (Georgia Purchaser)

•Conferences

Distribution of Information

(MARCOM)

Questions?

?

Training

Mirna Barker

Chief Learning Officer

Professional Development

Training Information

Training Schedule posted

Training Classes Schedule through

June FY08

Additional Training Classes to be Scheduled in Other Cities Throughout the

State

Additional Third-Party Training Classes to be Scheduled for Next Calendar

Year

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New Instructor-Lead Training Courses

Writing Basic Specifications (1 day)

Writing Request for Proposals (RFPs) (1 + ½ days)

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New Training Courses Available

Writing Basic Specifications

The purpose of this training session is to help you understand the relationship between the buyer, the end-user, and the vendor in the solicitation process and the importance and basic methods of writing clear and accurate specifications that are the basis of that communication process.

This training will combine lecture and both small group as well as hands-on activities.

Writing Requests for Proposals

The purpose of this training session is to help you understand the entire Request for Proposal (RFP) process.

The course begins with an explanation of when to use an RFP instead of an Request for Quotation (RFQ). Then, it includes a discussion of the critical aspects associated with the Statement of Work (SOW) and an introduction of the State Purchasing Division eRFP template which you use to create the RFP.

During the class you practice evaluating vendor responses and making a sample award.

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Introducing RFP Clinics

• RFP Clinic schedules will be posted with the Training Schedules on the Training Schedules web page

• The RFP Clinic is scheduled to follow the Writing RFPs training class. It is recommended to attend the Writing RFPs training class first

• You register for the RFP Clinics by submitting a request to [email protected]

• You receive a confirmation email to attend the RFP Clinic

• You receive assistance from a Strategic Sourcing representative representing the cluster group related to your RFP

The Strategic Sourcing group will help you with your specific RFP needs.

Coming Soon - New Instructor-Lead Training Courses

Legal Issues

Introduction to Purchasing Card Principles

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New Training Courses - Soon to be Available

New Delivery Method:Introduction to State Purchasing will be delivered online

New Delivery Method:Introduction to State Purchasing will be delivered online

With online courses you can access the training course when you need it and advance at your own pace

With online courses you can access the training course when you need it and advance at your own pace

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Soon to be Available

New Method to Register for

Training Classes

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Questions?

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Purchasing Card

Donna Rayner

Manager Purchasing Card

Purchasing Card

New Policy

New Administrative and User Guidelines

Works Payment Manager

DR

Your NameYour Entity’s Name

Bank of America

Questions?

?

Legal

Mary Scruggs

Attorney

Legal Services

What’s New for SPD Legal Issues?

• Updated Form: Sales and Use Tax Compliance Confirmation, Form SPD-SP014

• Feedback Requested: New Proposed Standard State of Georgia PO Terms & RFQ Instructions

• Cycle Time Improvement News: Cycle Time Reduction for Formal Protest Process

• Upcoming Training: Legal Issues Class

Legal Issues Overview:

Updated Form: Sales & Use Tax Compliance ConfirmationForm SPD-SP014

• WHAT’S NEW? Recently revised by the Department of Revenue and DOAS to request additional information to facilitate review.

▪ As a courtesy, the Department of Revenue will continue to process the old form until November 19, 2007.

▪ The updated form is available on the SPD Official Forms webpage as follows: Sales & Use Tax Form

▪ Completed forms should be sent via e-mail as follows: [email protected]

• Same Purpose: Verification as to whether vendors and/or vendors’ affiliates are prohibited sources as defined by OCGA Section 50-5-82

• Same Application: Verification must be received prior to contract award for any award exceeding $100,000

Updated Form: Sales & Use Tax Registration/Compliance

(excerpt from new form)Form: SPD-SP014, Revision September 2007

Feedback Requested: Updated Standard Terms & RFQ Instructions• WHAT’S NEW? Proposed updates to the existing State of Georgia

PO Terms & RFQ Instructions will be posted to the SPD website

▪ The web posting will include instructions for all interested agency entities to submit feedback

▪ Feedback will be processed before any changes will be made to the existing terms and instructions

• The existing State of Georgia PO Terms & RFQ Instructions are currently located online as follows:

http://statepurchasing.doas.georgia.gov/vgn/images/portal/cit_1210/29/20/36599468terms-conditions.pdf

• Same Purpose: (1) Provides minimal contract terms for POs created through PeopleSoft and (2) Provides minimal vendor instructions for RFQs created in PeopleSoft

• Same Application: The existing terms are automatically incorporated by reference to the web link; however, the terms are superseded by any attached contract.

Feedback Requested: Updated Standard Terms & RFQ Instructions

(excerpt from existing online terms)

Cycle Time Improvement News: Reduction for Formal Protest Process

58

43.25

33.5637.56

32.2726.92 25.12

61.44

6.5 6.250

10

20

30

40

50

60

70

StartPoint

Q2 FY'06

Q3 FY'06

Q4 FY'06

Q1 FY'07

Q2 FY'07

Q3 FY'07

Q4 FY'07

Q1 FY'08

Q2 FY'08*

Avg. Resolution Time Per Quarter 21 Day Goal

*Data for Q2 FY’08 Is Not Final; Information Tracked by Quarter in which Protest was Filed.-The resolution time increase in Q4 FY’07 is largely attributable to (1) the intense review of the protests regarding the Temp IT Staffing solicitation and (2) the number of protests filed (27).

(# o

f D

ays)

Average Resolution Time: Formal Protests and Appeals Combined

Upcoming Training:Legal Issues Class

• On November 19th, the new Legal Issues Class will be previewed internally by all interested SPD staff to facilitate feedback.

• The new Legal Issues Class will then be offered to agency professionals in 2008.

Questions?

?

What is New at State Purchasing Division Webinar

Documents

Transcript of What is New at State Purchasing Division Webinar