Spring 2019 Newsletter

QUOTE TO ORDER SYSTEM WILL SOON INCLUDE TEMPORARY IT STAFFING

This summer, customers who are in need of temporary IT staffing will be able to utilize the Quote to Order (QTO) system to obtain quotes from the three current strategic suppliers for this commodity. The system will provide efficient navigation--starting from requesting and obtaining quotes that will include candidates’ resumes, to final selection of temporary staff.

QTO will also allow the temporary staff to submit timesheets, hiring managers to approve timesheets, and can generate timesheet reports. Similar to prior phases, it will be integrated with M-Pathways to create purchase orders for suppliers.

QTO was designed to help manage projects and maintain compliance with university and Procurement Services guidelines. Commodities currently utilizing the system are offset printing services/document production and website and graphic design services.

More information on QTO.


2019 STRATEGIC SUPPLIER SHOWS

The Procurement Services 2019 Strategic Supplier Product and Service Shows kicked off at the Michigan League in March with almost 70 exhibitors.

Nearly 300 U-M employees attended the show. The shows are a great opportunity for staff to meet with representatives from our Strategic Suppliers, see and test new products, and receive special “Product Show” pricing. Procurement Services representatives were also on hand to answer questions and help attendees learn about how Strategic Supplier Contracts can help them save time and resources.

Some of the more popular exhibits were AVI Foodsystems, Fisher Scientific, U-M Moving and Trucking, Office Depot, Print-Copy-Mail, and Manpower, Inc.

“The annual shows allow departments to familiarize themselves with our strategic contract suppliers, products, and services,” said Robin Eckel, contract administrator. “And they can do it in an environment that encourages building relationships with Procurement Services and the suppliers.”

A second show was held in April at UM-Dearborn, with nearly 50 suppliers and approximately 125 people attending. There is one more show taking place at UM-Flint on May 21.

Stay tuned for more information on the fall supplier show that is being held on September 17 at Palmer Commons.

Photo: (from left) John Bogi, Pat Fischer, Robin Eckel, and Anna Wood from Procurement Services pose for a photo at the UM-Dearborn show.


CONCUR & TRAVEL NEWS

 
U-M Travel & Expense Refresher Training
As noted in the Winter 2019 newsletter, Procurement Services held seven training sessions in February and March. More than 200 U-M faculty and staff attended the sessions. Presentation content included benefits of using the university’s corporate partnerships, travel and expense system tips, PCard information, and details of real cases identified during the T&E audit process.  
 
“The Travel & Expense Refresher Training was spot on,” said Lisa Harris, director of Student Life Budget and Finance, who attended one of the sessions along with her staff. “We learned new tips and tricks, heard updates on policies, and were able to download mobile apps that make life easier. The presentation was easy to understand and contained great resource links.”
 
It is anticipated the next round of T&E Refresher Training sessions will take place this fall. If your unit would like to see this presentation before the fall, and you have a group of 25 or more, please contact us at (734) 764-8212, option 2 or travelexpense@umich.edu.
 
TSA Reminds Travelers of "REAL ID" Identification Requirements
Beginning October 1, 2020, every air traveler 18 years of age and older will need a REAL ID-compliant driver's license or another acceptable form of ID to fly within the United States.
 
“Passed by Congress in 2005, the REAL ID Act enacted the 9/11 Commission's recommendation that the federal government ‘set standards for the issuance of sources of identification, such as driver's licenses.’ The Act and implementing regulations establish minimum security standards for state-issued driver's licenses and identification cards and prohibit federal agencies, like TSA, from accepting licenses and identification cards from states that do not meet these standards for official purposes, such as getting through the airport security checkpoint to board a plane."
 

 

Out-of-Pocket Reimbursements
Recently, Procurement Services’ Audit & Compliance Team has received inquiries regarding reimbursement for items purchased on behalf of the university with a gift card. Similar to airfare purchased with miles or points, there is no actual cost incurred by the individual redeeming the gift card. Because miles, points, and gift cards are personal, they are not an approved method of payment for university business expenses. Therefore, the university will not reimburse for a purchase paid with miles, points, or a gift card.
 
In addition to the standard procurement methods, the university issues PCards for travel, hosting, and limited procurement of goods. Approved business expenses purchased with personal funds or personal credit cards, which have an actual out-of-pocket value to the purchaser, will be reimbursed.

NEED HELP WITH YOUR XEROX DEVICE?

The first number to call regarding your Xerox multi-function device (MFD) is the Xerox help desk at (855) 249-4213. A provision of the Xerox contract with the university requires Xerox to provide Level 1 support for all Xerox MFDs. The Xerox Help Desk Team will triage your issue, determine if it should be handled by Xerox or the university, and then direct you to the appropriate party for resolution. To facilitate the process, be sure to have your MFD serial number when you place a call to the help desk. The following issues can be handled by the help desk:

  • Ordering supplies
  • Billing questions
  • Changing a device short code
  • Moving a device to a new location
  • Removing a device
  • Request training
  • Service calls  

Please note it is important that the contact information for your MFD administrator is accurate and current. When the help desk receives an automated or manual supply request, the supplies are mailed to the administrator associated with your Xerox device.  If you are unsure who your device administrator is, call the Xerox help desk at (855) 249-4213 and provide the agent with the device serial number. The agent will be able to tell you the administrator information Xerox has on file. If you need to update the administrator or short code information associated with your Xerox MFD, complete the MACD Request Form located under "Additional Information" on the Xerox contract page.


SUPPLIER SPOTLIGHT - DELTA AIRLINES

The university has a contract with Delta Airlines for business travel. Negotiated discounts are available when booking airfare reservations in Concur, the university’s online booking tool, or through Conlin Travel, the university’s designated travel agency.

In addition to negotiated discounts on applicable fare classes, Delta offers the university the following perks:

  • Priority Boarding
  • Preferred Seating
  • Delta Edge Points (reduced ticket change fees)
  • Corporate Name Change Program
  • Delta SkyMiles for Corporate Travelers
  • Partnership with Delta brings CLEAR discount to U-M employees

Currently, approximately 30 percent of the university’s airline spend is booked through the managed travel program. The majority of that spend is with Delta. The university saved nearly $300,000 in FY2018 and over $220,000 so far in FY2019 for business travel booked under the university’s Delta contract. Imagine the possibilities if the bookings through the travel program increased! 

Learn more about the Delta contract.


EMPLOYEE SPOTLIGHT - TODD COON

Meet Todd Coon, procurement supervisor of the General Goods and Services Team, who began working in Procurement Services this past January.

Prior to joining Procurement Services, Todd worked in Student Life as a senior procurement agent for 11 years. “The most engaging part of my position at Student Life was the opportunity to work with so many different departments on a wide range of projects, from simple requests of approving M-marketsite carts, to more complex projects such as managing large capital requests for the University Unions,” said Todd.

In his current role, Todd and his eight-person team bid and award agreements for a variety of commodities, including office supplies, logistic services, temporary staffing, travel-related services, and event planning. In addition, the General Goods and Services Team plays a key role in helping units feed students, employees, patients, and visitors by bidding and awarding agreements for food and food service operations. The team also buys cars, buses, and assists the Athletics Department in purchasing equipment and uniforms.

“The team does a little bit of everything. If a customer needs to purchase something that doesn’t fit into one of the other commodity teams, then we take care of it,” Todd said.

Todd received his bachelor’s and master’s degrees from Eastern Michigan University. He resides in Ypsilanti Township with his wife, youngest daughter, and two Australian Cattle Dogs. His oldest daughter is attending graduate school at Western Michigan University. Todd collects knives and swords, dabbles in jewelry making, building models, and archery, but coaching has been his favorite activity. “I spent seven years helping coach the University of Michigan Fencing Club, and 14 years coaching fastpitch softball.”

Todd can be reached at tcoon@umich.edu or (734) 647-6036.


VEHICLE AUCTION TAKING PLACE THIS SATURDAY

Property Disposition will be holding a live vehicle auction Saturday, May 11, at the Washtenaw Farm Council Grounds at 10 a.m. See the auctioneer’s website for more information, including photos of the vehicles up for auction. 
 
The last auction, which took place in February, resulted in 86 vehicles, snow removal equipment, golf carts, a leaf vacuum, and other large equipment, being sold for nearly $1 million!

PROCUREMENT SERVICES EARNS PLATINUM CERTIFICATION!

Originally certified as Silver in 2015, Procurement Services recently re-submitted a Sustainable Workplace Assessment to the Office of Campus Sustainability and became certified as a Platinum sustainable workplace.

The department has a variety of recycling efforts in place for items such as coffee bags, pens, electronic media, and bottle caps and has a composting bin in the kitchen. Procurement Services also utilizes electronic storage and the “print on demand” option on multi-function printers.    

Currently, over 50 percent of the Procurement Services staff are certified Planet Blue Ambassadors as well.

Photo: Steve Worden, procurement agent on the IT Technology Team, accepts the certificate on behalf of Procurement Services


INFORMATION ON CONFLICT OF INTEREST (COI)

 
Conflict of interest is a legal matter, not just a university policy. The state of Michigan Conflict of Interest Statute (MCLA 15.322 et seq.) states that the university may not enter into a contract with any of its employees (or a company in which an employee has an interest) without first disclosing certain information and receiving approval by a two-thirds vote of the Board of Regents before completing the transaction.
 
University faculty and staff who purchase goods and services through purchase orders, non-PO vouchers, PCard, and the PeoplePay process must be knowledgeable about and adhere to the Conflict of Interest and Conflicts of Commitment SPG 201.65-1. Where possible, departments and units should avoid conflict of interest transactions.
 
Once a department becomes aware of or suspects a COI situation with a supplier, the department must comply with the statute and follow the review process. While using a COI supplier is legally permissible if the proper process is followed, the approval process requires significant documentation with substantial detail. The process of receiving Regental approval is lengthy, generally taking up to two months to complete. Please note, the review process must be completed before the transaction occurs.
 
Please check the COI Regents Schedule to determine when a department must have the required documentation submitted to Procurement Services in order to be included on a specific Regents agenda.
 

DID YOU KNOW - MOVING CAPITAL EQUIPMENT

Did you know when equipment is transferred or purchased from another institution the department receiving the equipment needs to notify Property Control?

Occasionally, a researcher will bring equipment from another institution. This equipment may follow a grant/contract or the university may purchase this equipment from the institution on behalf of the researcher.

Property Control needs to be notified in order to track incoming capital equipment in compliance with the Acquisition, Use, and Disposition of Property (Exclusive of Real Estate) SPG 520.01. Property Control requires an itemized inventory listing including acquisition date, acquisition cost, and grant number (if on an active grant).

If you'd like to receive a monthly "Did You Know" email from Property Control similar to the one pictured, you can join the Property Information group in MCommunity.


UPDATE ON STRATEGIC SUPPLIER PROGRAM

 
U-M’s Strategic Supplier Program offers the university community pricing discounts on a variety of products and services, including office supplies, lab equipment, and computers. On an annual basis, the program saves units across the university millions of dollars.
 
In addition to pricing discounts, the Strategic Supplier Program includes a two-percent program fee that is charged to participating suppliers. This program fee has been used to fund the cost of the Strategic Supplier Program, which includes, among other things, software, hardware, and personnel. Read more