Procurement Workshop and Q&A February 23, 2023

Transcript:Procurement Workshop and Q&A February 23, 2023:
Procurement Workshop and Q&A February 23, 2023 Topics Procurement System Changes PCard Limits Gift Cards Surplus Property Denied Status Requisitions University Procurement University Procurement Caleb J. Muckala, Associate Vice President Kira Reyes, Asst. Dir., OUHSC/Tulsa Kim Helton, Asst. Dir., Norman Jared Rakes, Asst. Dir., Supplier Relations Stephen Krause, Manager, Property Control Procurement work with Suppliers to buy, purchase, rent, lease or otherwise acquire Goods or Services using University funds. Additionally, we perform market analyses, identify sourcing opportunities, negotiate/prepare contracts, and track spending. Support University’s mission, create value, ensure open and fair processes, and maintain accountability and transparency. Procurement Website www.ou/edu/purchasing Up-to-date policies, templates, and contracts Supplier information Training Materials Requisition Processing Schedule - Reminder Renewals in PS will open at the beginning of March. Procurement Systems Update Updated Procurement System Updating procurement processing system to streamline supplier selection, sourcing, and contract management Identify available suppliers the University uses based on the type of goods and services Readily available quotes Central contract repository This does not affect financial and payment PS systems In the design phase. More information to come. Procurement System Overview Request Sourcing Event Supplier Registration Award Supplier(s) Contract Creation Execute Contract Post Execution Performance Sourcing Event Contracts+ Requisition Requisition Approval PO Creation & Dispatch Invoice Invoice Approval Sourcing Supplier Management Vetting and Approval Req to Invoice (PeopleSoft) PCard Limits PCard Limits Several requests for PCard limit increases above $5,000 Non-emergency related Procurement and Accounts Payable working to provide guidance Required Approvals Procurement Accounts Payable Must have the appropriate level of signatory authority Gift Cards Buying Gift Cards University spends a significant amount on purchasing gift cards, especially for research purposes Reviewing the process for obtaining gift cards to make the process more efficient and reduce operational burdens One contracted supplier. Other gift card purchases are made using Pcards. Greenphire – Limited uses, expensive, effective for long-term clinical trials Gift Card Solutions Procurement has identified a supplier that can provide physical or electronic gift cards No cost to the University Tracking and audit logs Specified account invoicing Access to more than 200 retailers, including Amazon, Walmart, Target, Apple, etc. Allow departments to obtain gift cards through the requisition process, more compliance tracking, branding, etc., without increasing the cost to acquire Procurement will pursue on trial basis Gift Card Solutions Procurement has identified a supplier that can provide physical or electronic gift cards No cost to the University Tracking and