Spring 2017 Newsletter

This quarterly newsletter is sent to Procurement Services customers to provide announcements and updates regarding ongoing initiatives and procedures. 


Xerox Update

The transition from Konica Minolta multi-function devices (MFDs) to Xerox MFDs started in early March and continues to move forward.  MFDs are all-in-one copier, printer, scanner, and fax machine. The transition plan calls for the Konica Minolta MFDs with the earliest lease expiration dates to be replaced first.  Xerox has engaged university units on all four campuses—Ann Arbor, Dearborn, Flint, and Michigan Medicine—to identify their needs and order replacement devices. 

By the end of this month, more than 300 MFDs will be installed on the four campuses and in Michigan Medicine satellite clinics. To schedule a free Xerox assessment of your unit’s copying, printing, scanning, and faxing needs, or to order a new device or replace an existing device, please call or email our Xerox client manager:

Linda Mexicotte
Senior Client Manager
Higher Education Practice, University of Michigan
North America Operations
Xerox Corporation
Phone: (248) 921-0205
linda.mexicotte@xerox.com

For additional information on the university’s strategic agreement with Xerox, please visit the Xerox contract page on the Procurement Services website.

Sustainability at Xerox

If you walk up to your Xerox MFD and the screen is dark, it’s not broken, it’s the “Energy Saver” feature just doing its part to support the university’s commitment to sustainability by reducing energy consumption. The MFDs currently being installed at the U-M are configured to go into a low-power mode after 30 minutes of inactivity. The Energy Saver button is located on the upper-right corner of the Xerox control panel.  When the Energy Saver feature is active, the button will be illuminated green and blinking slowly.  Simply press the Energy Saver button to “wake up” the MFD and return it to normal operation.

According to a report by the International Energy Agency, as much as seven percent of all energy consumed by most offices is used by office equipment such as printers, fax machines and copiers—and they continue to consume energy when they're sitting idle. The Energy Saver feature reduces energy consumption by 91 percent from the normal operating state of the MFD.


New Software SPG Offers Several Benefits

A new Standard Practice Guide that covers software purchases took effect on April 10, 2017. The announcement of SPG 601.03-03 Software Procurement and Licensing Compliance completed the process of replacing two significantly out-of-date SPGs (601.03 and 601.03-1) that were retired and removed from the SPG catalog in 2016.  

The new SPG was developed collaboratively with input from several departments across the university, including ITS, Information and Infrastructure Assurance (IIA), Office of the Vice President and General Counsel (OGC), Senate Advisory Committee on University Affairs (SACUA), as well as a number of others.

One of the highlights of the new SPG is that University PCards or purchase orders can be used to purchase non-competitively bid software up to $5,000 and $10,000 total value respectively for administrative, academic, teaching, research, and clinical use, without obtaining pre-approval from Procurement Services. As a result of this, software is no longer on the restricted commodities list.

Additional highlights of the new SPG include:

  • Aligns with the modern-day volume of software purchases that need to be made quickly in support of teaching, research, and other U-M core missions.
  • OGC has approved a limited delegated authority to faculty, staff, and units to agree to click-through agreements without prior approval of Procurement Services.
  • Better reflects current software purchasing model (cloud-based or instantly downloadable).
  • Supports more effective software asset management by assisting departments, researchers, and faculty in procuring and managing software purchased by U-M.
  • Articulates standards of ethical conduct with respect to licensed and copyrighted software and helps ensure that U-M and its faculty and staff stay in legal compliance with licensing agreements.

If departments prefer, Procurement Services is available to review and assist with interpretation of license language.

Guidelines for purchasing software and electronic services.

More information on the SPG.


Savings Victors Award

Jeanette Bierkamp, coordinator of financial services at the School of Music, Theatre, and Dance (SMTD), is the most recent recipient of the quarterly Savings Victors award from Procurement Services.

Jeanette plays an important role in the purchasing process at SMTD and is continuously working with staff and faculty to inform them of procurement policies and procedures. She recently requested training sessions with the goal to educate the many departments within SMTD on purchasing guidelines and best ways to use U-M purchasing resources. Both buyers and contract administrators met with the staff over the course of three sessions she facilitated.

Denise and Jeanette“She understands and espouses the values of our partnership, which has resulted in increased use of strategic suppliers, less use of PCards, and fewer reimbursements for miscellaneous suppliers, and an increased awareness of the Procurement team through the training sessions.” explains Becky Dunlavy, supervisor of the General Goods and Services Team, who nominated her for the award.

"Managing the unit’s requirements has significantly improved since we met to discuss their needs and they gained a better understanding of how procurement functions. We are now partnering more and receiving information prior to the purchase allowing us to send out bids.”

As a recipient of the Savings Victors award, Jeanette received a commemorative paperweight and a $25 gift card to Meijer. "I was very surprised to receive the Savings Victors award from Procurement Services," said Jeanette. "I am glad to have a great partnership with the Procurement team. It was a great way to start the week. Thank you!" 


Concur and Travel News

 

 

 

Itinerary icon - Did you know?

When a reservation is booked in Concur, the icon for the itinerary (airfare, hotel, car rental, or rail) will appear right away under “Available Expenses” in Concur on the Manage Expenses tab. The itinerary provides additional information related to the reservation, including payment information.

Depending on the method of payment, importing the itinerary is processed differently. For more information, see Available Expenses: Itinerary Icons and How to Use Them.   

Planning a summertme road trip?

Don’t forget the benefits of renting a car for your personal travel through National/Enterprise!  As a university employee, you are eligible to receive the same discounts provided to U-M under the BIG 10 contract. In addition, you will find further benefits if you enroll in the Emerald Club.

  • Use National for airport pick-up locations
  • Use Enterprise for non-airport pick-up locations

Drive safe and have a great trip!

PCard--New authentication process for JPMorgan Chase

Due to more fraudsters attempting account takeovers and other forms of fraud, JPMorgan Chase, the issuing bank for the university's PCard, has updated the authentication process to identify cardholders. The additional security measures described in this article will help minimize risk to the university, as well as JPMorgan Chase.


Supplier Spotlight: BBC Distributing

Gabe Benitez and Jeff Rabbitt of the General Goods and Services Procurement Team are pleased to announce BBC Distributing as the university’s new strategic supplier for compostable foodservice products (dinnerware items).

BBC Distributing features World Centric items such as plates, cups, silverware, and napkins in small quantities for all your hosting and kitchen needs. World Centric products are made from a variety of compostable materials, which currently include: compostable PLA plastic made from cornstarch, wheat straw, and sustainable paper alternatives. They also use less energy and water to manufacture and cause less pollution overall than petroleum-based products. These items will allow your department to hold zero waste events.  BBC will soon have a catalog on M-marketsite for your shopping ease.

BBC, which is headquartered in Grand Rapids, was founded in 1974.  The products available are limited to compostable items to ensure that anything purchased from BBC is environmentally friendly.

More information on BBC Distributing.


Employee Spotlight: Mark Comstock

Meet Mark Comstock, manager of the Property Control Office in Procurement Services.  Mark has been an employee at the university nearly 35 years. The Office of Property Control is responsible for the university’s asset management program. The office works with U-M schools, colleges, and units to track and tag all equipment and assets valued at $5,000 or more, plus all sponsor-titled equipment, regardless of value. University equipment is inventoried every two years and sponsor-titled equipment is inventoried annually.

Property Control also works closely with many departments including Financial Operations, Property Disposition, Office of Research and Sponsored Projects (ORSP), and the Office of Space Analysis and Cost Reimbursement. “We enjoy working with the various departments and sharing ideas on how to best manage the university’s assets,” explains Mark.

Mark oversees a staff of four--two full time inventory coordinators who physically tag all new equipment purchases, an administrative project coordinator who handles all inventories, and an office associate who is responsible for booking new equipment purchases. “Our office fosters a strong family atmosphere based on mutual trust and respect where everyone is encouraged to share ideas and to speak openly and honestly. Our staff members really enjoy their work as their longevity in our office certainly attests--two staff members have been here over 15 years and two over 30!”
 
Mark, who received his BS degree in biology at EMU, lives in Ann Arbor’s Old West Side with a cat and parrot in a home built in 1920. Mark and his wife, Wendy, who passed away in 2016 after a long battle with cancer, loved to travel and have been to over 30 countries.
 
Mark spends his evenings and weekends as a sports official at Ann Arbor Rec and Ed officiating softball, soccer, kickball, and volleyball, which he has done for 41 years. On top of that, he is a personal trainer at the YMCA two days a week. He is also a mountain climber, triathlete, plays volleyball and kickball and enjoys outdoor photography. Mark’s father, who will be 97 this month, was a professor of dentistry and his mother was an English professor, both here at the U-M.  Mark is the fourth of 10 children, all born in Ann Arbor!

Mark can be reached at alco@umich.edu  or (734) 647-4263


Transcription Services Agreements

Procurement Services has negotiated master agreements with three transcription service suppliers to provide transcription, translation, and caption services to the university.  These agreements provide a consistency of terms and minimize risk to the entire university.  The three suppliers are: Landmark Associates, LingPerfect and Scribie.com

Services can be ordered and paid for on the supplier’s websites using a PCard without any prior approvals. Use of any other transcription service provider will need prior approval from Procurement Services before services can be ordered and paid for with the PCard.

More information on transcription services.


Sunstainabilty and Procurement

Procurement Services has been making progress toward our sustainable procurement goals, which center around making sustainable products more easily accessible to customers on campus. Selin Nurgun, who graduated in December with her master’s of science from the School of Natural Resources and
Environment, was recently hired as the sustainable procurement coordinator. In her role, Selin will help Procurement Services identify opportunities to move toward recommendations made to President Schlissel on how Procurement can help the university become more environmentally aware.
 
Procurement Services also shared in the university's national award for campus sustainability excellence. U-M is one of only eight institutions to receive this award from Association of Physical Plant Administrators (APPA). The award recognizes the university's efforts to advance sustainability excellence by integrating green policies and practices throughout the Institution.

ENHANCED DISPATCH CAPABILITIES FOR EPRO REQUISITIONS

In April an enhancement was made to the MPathways eProcurement Requisition (ePro) screens to make it easier for users to view and confirm how the PO will be dispatched to the supplier. The enhancement includes the: 

  • Addition of a Dispatch Summary Section
  • Ability for users to select alternate desired dispatch methods
  • Ability to search and view address data

For more information and detailed instructions, see Create a Special Request eProcurement Requisition and Select an Alternate Dispatch Method for a Purchase Order.


Vehicle Auctions Continue to be Successful

Earlier this month, Property Disposition worked with Logistics, Transportation, and Parking to auction off nearly 100 vehicles as well a variety of equipment such as floor scrubbers, lawn tillers, pallet jacks, and vacuum cleaners. The auction resulted in sales of more than $850,000. For more information on upcoming sales, visit the Property Disposition website.

 


Quote to Order (QTO) System Now Available!

In our Winter Newsletter we told you about an initiative to replace the Strategic Offset Print Program (SOPP) that was used to manage print and mail projects.  On March 20, 2017, Procurement Services launched a new and more versatile ordering system for print and mail known as Quote to Order (QTO).