Collaboration… Become the Procurement Office They WANT to ...
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Collaboration… Become the Procurement Office They WANT to call…
Transcript of Collaboration… Become the Procurement Office They WANT to ...
Collaboration…Become the Procurement Office
They WANT to call…
Define Collaboration
“Collaboration is working with others to do a task and to achieve shared goals. It is a recursive process where two or more organizations work together to realize shared goals.
Structured methods of collaboration encourage introspection of behavior and communication.
These methods specifically aim to increase the success of teams as they engage in collaborative problem solving.”
Wikipedia
Today’s Objective…
Identify opportunities to “collaborate”
Develop a “collaborative” environment
Communicate without offending
Become a department that is sought out
Wendy BurchardStrategic Sourcing Manager15 Years in University Procurement
• I/S Procurement -10 years• Central Procurement – 5 years• Neil D. Markee 2013 Communicator of the Year
Recipient
• Redesign procedures• Communicate and enforce existing policies• Redefine relationships
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When I moved into my current position I quickly realized that my job as Strategic Sourcing Manager was created not only to finally have a Strategic Sourcing initiative, but to educate the campus community of the policies and in turn change the way Most were purchasing I discovered policies that I never knew about Policies were never Enforced; I was brought in to change this University was not accessing the skills of the Procurement Agents They were not being used to their Full Potential Existing Contracts or Contracts we had access to were not being utilized After discovering this change I realized that not only did I have to go back to my former department and colleagues to educate them on the policies; but I had to tell them that they’ve been in existence and the way thing were being done had to change. Redefining our relationship….
Kim Dulaney, CPSMAssistant Director & Contracts Manager15 years in Procurement
• University of Indianapolis – Small private• Leaned on larger public schools to develop RFP’s• Held myself accountable on procurement
regulations• In Private institutions, board members are usually
business leaders and are held to Sarbanes-Oxley regulations and assume that you are doing the same
Have you heard the one about the guy who walks into a bar and says,
“Let’s go hang out in Procurement????”
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Lets start by asking you a question
Do your “Customers” try to avoid you?
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Let’s start with asking you a question. Do people in your community dread having to call you cause they think the process they will have to go through will be full of paperwork, long and take lots of time? Do they think your going to make them follow rules Make them have to analyze why they are buying what they are buying Big Brother Want the easy way out
Issues
University personnel are not familiar with Procurement process
Rogue spending No understanding of the value of procurement
office Retain expertise and perceived authority
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Small Private – we don’t have violation letters; we instead have to educate them. Supervisors are supposed to train employees or reprimand them when they’ve done wrong. People have sat in my office and said; Well I knew I was doing it against policy; I figure I would just do it and ask for forgiveness later….. And yes, they get a way with it.
Communicate, Communicate, Communicate
Policies Where are they?
Procedures Why How Make it easy to do the right thing
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Lunch and Learn Have Policies on Website Analyze what is there and ask “are these to vaque” Walk customers through the process and explain the reasons for such policies.
Communicate The Value of Working with Procurement
It’s what we do Communication central for all stakeholders Explore best procurement method Vendors are us Guide the process Prevent unethical processes Manage the documentation process
It’s my job to keep you out of jail and the University out of the newspaper!
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Why work with Procurement? I’m not an expert on the development of sponges in the pacific ocean, but when it comes to purchasing that microscope that you need to study those sponges, I can make sure that it: Gets here on our terms Understand the Warranty Understand the Maintenance Shipping FOB Destination Make sure you understand the terms of the purchase Make sure remedies have been established for defects, if its not working, etc. Hopefully save you some money Protect the University and Yourself
Explain the Value of the RFP/Bid Process
Identifies objectives Structures and validates the evaluation procedure Produces organized procurement decisions Requires vendors to adhere to guidelines Insures a fair and competitive process Demonstrates impartiality Maintains lawful practices
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Helps them Identify what they are trying to do Think through what they want this product to do for them Let us do the legwork; what we are good at; you do what you are good at – Raising Money, Teaching, Managing people, Managing the Network….
Develop a Schedule of ActivitiesWho, What, Where
White Board Timeline At the Mercy of the Committee Committee Responsibilities
BE ORGANIZED
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Be ORGANIZED…. If you are unorganized and it shows; you customers will not have faith in you; They won’t trust you to get the job done. Be at least one step in front of them at a time; Read at least skim Vendor responses and questions before you send them to customer Suggest standard responses to Vendor questions: “we do not share the budget with vendors”. If you tell them you have 50K it will be 50K.
Ask QuestionsThink outside of the box
Answer QuestionsI don’t know but I will find out
Be a window, not a door Be a source of information Be Honest
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Keep your Customer (project Manager) in the loop You are the outsider looking in – so don’t be afraid to ask questions; Help them Analyze situation Be Honest; Be Confident I’ve never had the OPPORTUNITY to source a Grand Piano, but with your knowledge of the instrument and my procurement experience we can be successful together.
Develop a Collaboration Reputation
Know who to pull in…and whenIdentify all stakeholdersUnderstand what areas are affected
Collaborate within your own officeBuyers have different areas of expertise
Be patient -Not everyone works in Procurement,Nor do they want to!
On Campus…
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You want to purchase a software that needs to integrate with our ERP… well let’s get I/S involved. That audio system you want to purchase for a theatre needs special electrical, lets get facilities involved. Legal… Hold there hands if need to; but know when to coddle and know when to push back
Develop a Collaboration Reputation
Outside resources Peer organizations VASCUPP/CICV NAEP Listserv E&I and other consortiums
With Peers…
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We are lucky to have all of you to rely on!
SWaM Sustainability Initiatives Student Safety Advisory Councils Campus Initiatives
Mission Driven CollaborationDevelop a Collaboration Reputation
Become an Active Member of Campus and Community
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Networking Finding Vendors Outside within your community – people will get to know you; know who to call Become active in your campus community as each time you are bringing Procurement to the table UR has staff Advisory Council
Solutions
Invite Campus to “Learn How to Purchase” Communicate Value Procurement Brings to the Table Start a Procurement Collaboration Group Develop Standard RFP Template Develop Standard Contract Terms Keep it Simple – Don’t overcomplicate Ask for Feedback
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Solutions Collaborate with the community Make sure you and other stakeholders are on the same page Make it easy for them to call you Ask for Feedback.
Customer Service can be a tremendous asset when it comes to navigating choppy waters!
Develop a reputation
Be available (answer emails and phone calls)
Be Honest (I don’t know is okay)
Be Efficient (Just Git ‘er done)
Know when to support
Know when to push back
How Can I Help???
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Develop Reputation as a helper, not a hinderer If they ask for the impossible, find a solution that will work Example: customer wanted to send out the RFP in there name because people in the industry know them…. Well, how about you send out a letter/email saying it’s coming and to work through me; this way you don’t get put in the middle. Assess each situation; No one purchase is the same. Know when to push back and when to coddle
Outcomes
Seat at the table at the beginning Valued and respected team member Processes are clear $$$ saved University protected
Collaboration & Communicate
With departments
With other schools
With your peers
Within your own officeDon't aspire to become irreplaceable. If you can't be replaced, you can't be promoted.
