Fall 2021 Newsletter

FACE COVERINGS REQUIRED ON ALL U-M CAMPUSES

In August, U-M updated its face covering policy. All students, employees, and visitors—regardless of vaccination status—must wear a face covering when on the Ann Arbor, Dearborn, Flint, and Michigan Medicine campuses. This policy also includes U-M’s off-campus properties and public transportation system. Face coverings are not required outdoors on U-M’s campuses. 

All suppliers must ensure that their employees follow the face-covering policy as well as complete the ResponsiBLUE screening check before entering U-M campuses.

Thank you for following these important public health safety measures to keep yourself and the U-M community safe!


REMINDER: CALENDAR YEAR-END APPROACHING

The end of the calendar year is fast approaching, bringing an intense surge of requisitions and contract requests ($10,000 and greater) that need to be processed and approved. 

Oftentimes, university policies require competitive bidding, contract negotiation, and/or additional documents. The sooner ePro requisitions and contract requests are submitted, the greater success we'll have in meeting your year-end needs. 

If your department anticipates purchases requiring Procurement Services approval before the end of the calendar year, we encourage you to submit your requisitions as soon as possible.

Our goal is to provide a high level of service to meet your department's purchasing needs. By acting early, you will help ensure your year-end orders are placed and your needs are met.

If you have general purchasing questions, please contact the SSC Finance Customer Care Team at (734) 764-8212, option 2, or procurement.services@umich.edu. Or you may contact a procurement agent by visiting the Procurement Services contacts page. Thank you for your assistance and we look forward to working with you!


PCARD NEWS & UPDATES 

PCard forms transition to electronic forms

All PCard related requests and questions should now be submitted via one of the two newly created forms in TeamDynamix (TDX). The Word document versions of the PCard Limit Change Request Form and PCard Maintenance Form, as well as the email address the forms were submitted to (travelexpense@umich.edu email), have been deactivated. 

PCard change requests can now be made using the Request a Change to My PCard form in TDX. This form should be used for limit change requests, profile maintenance, changes to temporary ATM capability, or to close, suspend, or reinstate a PCard. General PCard questions may be submitted by using the Submit a PCard Question form.

Unit approvers will receive an email from U-M TeamDynamix when a ticket requiring their approval is submitted. The email will have the subject line “Workflow Step Assignment (Unit Approval)” and includes a link to the Unit Approval Workflow Step, where the approver can approve or reject the request and add comments if they have questions or would like more information.

Updated PCard training course and requirements

While the PCard training course has always been required for new cardholders, the course is now required to be completed every three years, as a refresher, for all cardholders. In addition, the course now requires that cardholders pass a test upon completion. The test requires a score of 80 percent or higher to be considered passing and can be retaken until passed.

Cardholders who have not taken the PCard training course within the last three years will receive an automated email notification from ITS later this month. The PCard training course (PRE110) is in My LINC and can also be accessed via a link on the Procurement Services website.

Reminder: Donations are restricted

Per SPG 507.01 Procurement General Policies and Procedures, university resources are to be used to further the university’s mission. Article IX, Section 18 of the Michigan Constitution has been interpreted as strictly limiting the donation of university resources to any person or entity. University employees with questions about whether a transaction constitutes a donation should direct questions to the University Controller. The University Controller must approve any donations.

Before making any payment or purchase that may be considered a donation, please reach out to the Controller's office.


NEW STRATEGIC CONTRACTS AVAILABLE IN M-MARKETSITE FOR SANGER SEQUENCING SERVICES

Procurement Services recently added two new strategic supplier contracts in M-marketsite to provide sample analysis services.

The analysis service providers, Eurofins and Genewiz, were selected following a competitive bid process to expand options for cutting edge genomic services. Both companies provide competitive pricing, the ability to provide high-quality genomic analyses and technical support, as well as the capacity to process large quantities of samples with a turnaround time of one business day.

An exciting addition to M-marketsite will allow the purchase of these lab services through the suppliers’ catalogs.  Researchers can custom configure and order their sample analysis in M-marketsite, then drop their samples (in sealed bags) in drop boxes located within several buildings on the medical campus. The suppliers’ couriers then pick up the samples at the end of the day (Monday through Friday) and ship them overnight to the company’s lab facility. Once the samples are processed, the results are either emailed (Eurofins) to the researcher or are available on M-marketsite (Genewiz) when researchers log into their accounts. 

The turnaround time for sequencing results, in most cases, is 24 hours. On average, approximately 500 samples per day are being sequenced by the two companies for the university’s researchers.

In addition to Sanger sequencing services, the two companies also provide Oligo and fragment synthesis services. Both catalogs are located in the “Lab and Research Supplies” showcase on M-marketsite.


PROCUREMENT SERVICES IS NOW ON SLACK!

When U-M’s use of Workplace came to a close in September, Procurement Services made the transition to Slack, U-M’s collaboration tool, to continue enhancing communication efforts. The Procurement Services channel shares a variety of content, such as new contracts, highlights of existing contracts, tips and tricks, and upcoming Procurement Services events.  
 

If you haven’t heard of Slack, we encourage you to check it out! To join, please see these instructions for creating an account. Once your account has been created, you will get an automated invitation from “Slackbot” to the umichWORKS workspace (invitations are sent out once a day at approximately 10:30 am). If you’ve already joined U-M Slack, you should already have the umichWORKS workspace and can search for "umichWORKS" in the directory search bar.

To find the Procurement Services channel once you’ve launched the umichWORKS workspace, browse channels by clicking “Add channels” in the left-hand menu and selecting “Browse all channels.” Search for “procurement” and then click the green “Join” button on the right-hand side.

For more information and for training on Slack, please visit the ITS website.


DID YOU KNOW? MANAGING EPRO REQS IN M-PATHWAYS

The “Manage Requisitions” page in M-Pathways can be used to monitor a requisition’s status. It's always a good practice to manage your requisitions and monitor the status, which includes:

  • Open (requisition has been entered and saved, but not yet submitted) 
  • Pending (requisition is awaiting approval)
  • Budget Error (requisition needs to be fixed or canceled)
  • It is highly recommended that you do not leave the requisitions in budget error status

For complete step-by-step procedures on how to navigate the “Manage Requisitions” page, see Manage eProcurement Requisitions and Purchase Orders.


REMINDER: POLICY ON ACCEPTING GIFTS FROM SUPPLIERS

In anticipation of the holiday season, Procurement Services would like to remind faculty and staff of the policy related to accepting gifts from suppliers. Per SPG 507.01 Procurement General Policies and Procedures, university employees should neither solicit nor accept money, loans, credits, entertainment, favors, services, or gifts from current or prospective suppliers. Such gratuities, even if of seemingly low value, can give rise to a conflict of interest or the appearance thereof. In particular, university employees should never accept gratuities from a current or prospective supplier that has submitted or may submit a bid for a university contract for which a bid solicitation is being contemplated, developed, or is actively accepting bids.


NEW PROCESS TO REQUEST SMALL BUSINESS SUBCONTRACTING PLANS - COMING SOON!

Over the past few months, Procurement Services has been developing an electronic form that departments will fill out when they need to request a Small Business Subcontracting Plan (SBP). Currently, the request process can be lengthy and involve many emails and/or phone conversations to obtain all the information necessary to complete the plan. Since many of the requests have a quick turnaround time, the goal of the new form is to reduce the number of days necessary to complete the request. 

Procurement Services has begun soliciting feedback from the research community and a few research administrators have already tested the form. Overall the feedback so far has been positive. We are targeting early 2022 for the launch of the Small Business Subcontracting Plan Form. Stay tuned for more updates and communication as we finalize the rollout!


FY 2021 ANNUAL SPACE SURVEY

Space Analysis is the official steward of U-M space and location data. The department oversees an annual inventory of all university-owned and occupied space and makes location, square footage, and occupancy updates as they occur throughout the year.

The FY 2021 Annual Space Survey began in February and was completed in October. The survey includes the Ann Arbor, Dearborn, and Flint campuses as well as Michigan Medicine and some off-site locations such as summer camps. Over 750 U-M departments reported changes and updates occurring in their space, including use, activities, capacity, and ongoing or completed renovations in 1,160 buildings, approximately 27.5 million assigned square feet, and 123,154 rooms.

Using data from the annual survey, Space Analysis publishes the “Analysis of Facility and Space Data” book each year. It will be distributed to U-M recipients later this month. If you would like to be added to the distribution list, please contact space.analysis@umich.edu

A number of departments rely on data from the Annual Space Survey. The Cost Reimbursement Office uses the data to prepare the Facilities & Administrative (F&A) Cost Rate Proposal and negotiate indirect cost rates for research, instruction, and other sponsored activities with the Department of Health and Human Services (DHHS). The space data is used to allocate facilities costs to the benefiting functions, which is a significant factor in building the proposal that U-M submits to the government to negotiate indirect cost rates.

In FY 2021, actual indirect cost recovery dollars totaled $307 million. In addition, space data is used for U-M space utilization planning, Facilities & Operations, as well as state and federal reporting.

Do you have questions about the Annual Space Survey or the data available to support departmental space planning needs?  If so, contact space.analysis@umich.edu for inquiries regarding space on campus or hosp-space@umich.edu for Michigan Medicine space inquiries.