Summer 2017 Newsletter

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


NEW DIRECTOR OF PROCUREMENT SERVICES

Amy Wang has been selected as the university’s new director of procurement services.  Her appointment was effective Monday, August 7.  Read the entire Record article.


VEHICLE AUCTION TAKING PLACE AUGUST 26

Property Disposition will be holding a live vehicle auction this Saturday, August 26, at the Washtenaw Farm Council Grounds at 10:30 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 May, resulted in nearly 100 vehicles, as well as miscellaneous equipment, being sold for more than $850,000. 


Savings Victors Award

Andra Krievs, chief financial officer of U-M Athletics is the most recent recipient of the quarterly Savings Victors award from Procurement Services.

“My staff considers Andra a partner of Procurement Services and a conduit for disseminating procurement policies and procedures to a rotating staff of coaches and support staff,” said Becky Dunlavy, supervisor of the General Goods and Services Team, who nominated her for the award.

 “She asked my team to meet with a core support team shortly after she joined Athletics over two years ago. Andra wanted to understand procurement policies and procedures as well as how she and her staff could help us finalize their transactions more expeditiously while ensuring that best practices were followed.  It wasn't only about what Procurement Services could do for them, but what they would do for us to help meet the urgent needs of team travel,” explained Becky. 

Andra also collaborated with Procurement Services on the recent travel agency request for proposal project.  Since Athletic travel is different than typical business travel, the agency had to provide unique services.  “Her engagement was crucial to meeting the timeline and for the successful negotiations that resulted in a fully scoped service level agreement with Anthony Travel that will ensure NCAA guidelines and university requirements are followed,” Becky said. Andra was completed vested in the process to ensure that the best agency was selected for the special travel requirements that team, recruitment, and coach travel involves.  

As a recipient of the Savings Victors award, Andra received a commemorative paperweight and a $25 gift card to Meijer. “I am honored to receive the Savings Victors award and appreciate my entire team's contribution to this effort,” said Andra. “It is a pleasure working with Procurement Services and I look forward to our continued partnership.” 


Concur and Travel News

 

 

 

PCard training in MyLinc
PCard training is required for all applicants before they submit an application for a university PCard.  Effective July 2017, the required training for PCard applicants is now housed in MyLinc.  With the same look and feel of other online training offered by the university, it is now easier to track your progress and allows the applicant to stop and start as needed. 

New chip cards are coming
Last week J.P. Morgan Chase issued new PCards—containing an embedded microchip for additional security—to replace current PCards. Cardholders should receive their new PCard by September 1, 2017.

The microchip will help improve the security and acceptance of the PCard in the U.S. and around the world. The new chip card allows the cardholder to make purchases at merchants with chip-enabled terminals as well as merchants with traditional terminals. Depending on how the merchant is set up, the cardholder will be prompted to either sign a receipt or to enter a four-digit PIN to complete each transaction.

More information related to the new chip cards

Unit specific training for Concur
The Procurement Services Audit & Compliance team was recently asked to collaborate with Financial Services at UM-Dearborn for two approver training sessions.  This mandatory training was developed by Financial Services, with a focus on initiatives and policies specific to the Dearborn campus.

 "We were delighted to work with Carolynn Blankenship and her team to bring our Dearborn campus expense approvers more decision-making tools and greater confidence when reviewing and approving Concur Expense reports,” said Robin Wagner, senior business consultant at Financial Services. “Over 75 approvers, delegates, and reviewers attended the training and feedback from the attendees was very positive.”

The role of the Audit & Compliance team was to support the Financial Services team during their training sessions.  If you are interested in a similar collaboration for your unit, please contact Procurement Services at procurement.services@umich.edu or (734) 764-8212.

"Default Approver 2" field now available
When you run the FN06 Procurement Travel & Expense Employee Profile Report in Business Objects, you will now be able to see the Default Approver 2 field in an employee's profile. This will allow departments to verify the field is populated appropriately according to their unit's guidelines.   

Concur ended support IE10
As of August 18, Concur no longer supports Internet Explorer 10 (IE10).  The application will still operate in IE10, but you may experience issues which cannot be supported.


Supplier Spotlight: Print-Copy-Mail

Print-Copy-Mail, a department within Procurement Services, is one of the many university’s internal service providers.  The department offers a wide variety of services and has been serving the university community for more than 100 years. Print-Copy-Mail has been involved in several recent projects such as the printing of brochures for the bicentennial celebration (shown below), Our Community Matters booklets for the Division of Public Safety and Security (DPSS), and Compliance Hotline posters.  

Printing Services produces a wide variety of printed materials including business cards, stationery, envelopes, notepads, labels, brochures, flyers, posters, and much more. Many standard items can be ordered using the online catalog, and custom order files can be easily uploaded through the online system. Printing Services' experienced, knowledgeable, and friendly staff operates state of the art digital equipment in our modern Ann Arbor facility.

Copy Services has two convenient locations at Green Rd and the Law School. Whether you have small quantities or need larger volumes, the black and white production machines run at 160 pages per minute. The centers average just over 1.5 million copies each month on the machines. Color copies and poster printing is also available, along with several different finishing options. Your files can be uploaded from your desktop or attached via email, and professional design assistance is available as well.

Mail Services handles approximately 6.5 million pieces of mail annually, including intercampus, outgoing US, and international mail. As the liaison between the university and the USPS, Mail Services is a valuable resource when planning and processing mailings. The department also handles postal automation which includes address database management, inkjet addressing, postage metering, folding and envelope inserting. Mail Services coordinates with Printing Services and Copy Services to help you get the most for every dollar you spend.

More information on Print-Copy-Mail


Employee Spotlight: Merrill Mullis

Meet Merrill Mullis, a senior procurement agent, who joined the university in 2009. Merrill is part of the Technology Procurement team, which is responsible for the university-wide procurement of hardware, software, and IT related professional services.

Additionally, the team supports unit-level procurement efforts such as managing competitive bids and contract negotiations. Merrill’s primary focus is telecommunications, however, she also works closely with numerous departments, including ITS, on sourcing software and technology services.

Prior to coming to U-M, Merrill was a buyer at Ford Motor Company for 11 years where she had the opportunity to travel to Europe a few times. She left Ford and spent two years as a stay-at-home mom before deciding to return work. “I truly appreciate the university’s work/life balance, which has allowed me to spend more time with my family,” explained Merrill.

“What I enjoy most about my job is working and connecting with our customers on campus and from Michigan Medicine. I am always learning something new, whether it's a new technology, a new campus or Michigan Medicine or initiative, or learning how to better support our customers.”

Merrill grew up in Tampa, FL and attended the University of Illinois, where she played volleyball and earned both her bachelor’s degree and MBA.  To stay active, she spent her first years in Ann Arbor rowing with the AA rowing club. When her two sons, now ages 13 and 10, were younger she decided to try CrossFit and was immediately hooked. “I now train regularly and compete in CrossFit as a masters (age-grouped) athlete,” Merrill said.  

When not at work, she loves spending time with her family, traveling to see extended family in Tampa and North Carolina, and watching and supporting her sons in all of their activities. Merrill lives near Ann Arbor’s Old West Side with her wife, two boys, and their dog.

She can be reached at (734) 764-9203 or mmullis@umich.edu.


Xerox Update

Nearly 600 Xerox multi-function devices have been installed across U-M and Michigan Medicine campuses since the completion of security and network configurations testing back in March. The majority of installations have been direct replacements of Konica Minolta multi-function devices, though many departments have elected to consolidate the total number of print devices, which has resulted in a reduction of 300 printer based devices. With fewer devices to maintain, this overall reduction simplifies the administrative and network support required for departments.

The installation of the Xerox multi-function devices will not only reduce the direct cost of printing for the departments, but will also contribute to the sustainability goals of the University.  The devices that have been replaced have resulted in a reduction of energy consumption on average of 47 percent. This is an estimated fewer 87,500 kWh of electricity that will be used annually with potential savings of $7,000 per year and corresponding reduction of the greenhouse gas CO2 emissions of 115,000 lbs.

It is anticipated Xerox will continue to install 100 – 150 multi-function devices per month over the next 6 months. After that, 50 – 75 devices per month will be installed during the following two years. This corresponds with the expirations of the Konica Minolta leases over this period. Xerox is actively engaging with all interested U-M units to map the schedule for their transition to the Xerox multi-function devices.

To schedule a Xerox assessment of your unit’s print needs, order a new device, or to 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

Learn more about the university’s strategic contract with Xerox.


Sustainability and Procurement

In support of our goal to provide greater visibility into suppliers' sustainable business practices and their environmentally friendly products, Procurement Services will be enhancing the strategic supplier contract pages on the Procurement Services website by adding a section called “Sustainable Procurement.” 

The section will include information such as the following: the sustainable policy and practices of the company, certifications or ecolabels earned by the company, and a product list of items that are considered more "green" than standard products. Customers will be able to more easily choose those greener items by going to a supplier's webpage and searching under the new Sustainable Procurement section. 

See the OfficeDepot contract page for an example of the new section. We hope to have this section populated for more suppliers in the next few months


MStaff200 Zero Waste Event

Procurement Services played a significant role in assisting the MStaff200 committee meet their zero waste event goal by negotiating a strategic supplier agreement with BBC Distributing. 

The bicentennial committee purchased all of the food service items from BBC, which sells World Centric compostable dinnerware and kitchen items. U-M's Zero Waste Program aims to divert as much waste from the landfill as possible through recycling and composting and now departments can purchase small quantities of compostable dinnerware and kitchen items through M-marketsite for use when hosting events. 


Fall Strategic Supplier Show--Save the Date

The annual Fall Strategic Supplier Show will be held on Tuesday, September 26, 2017, from 10 a.m. to 12:30 p.m. at Palmer Commons. This show is open to all employees and students and focuses mainly on research. This is your opportunity to:

  • Meet and talk with manufacturer and sales representatives
  • See and test new products
  • Pick up 2017 catalogs
  • Receive special "Product Show" prices
  • Find out what new contracts are under consideration
  • Learn more about how Strategic Suppliers can help your department save time and resources!

Quote to Order (QTO) System Expanding

Last March, Procurement Services launched a new and more versatile ordering system for print and mail projects. The new system—known as Quote to Order (QTO)—replaced the Strategic Offset Print Program (SOPP). QTO was designed to allow customers to obtain quotes from strategic suppliers for their commodity-based projects.

One of many advantages of the new system is the capability to add other services. On that note, Procurement Services will soon be adding website and graphic design to the system. Beginning this fall, customers who are in need of website and graphic design services will be able to utilize the QTO system to obtain quotes from any of the 13 current strategic suppliers for this commodity. Customers will be able to select what type of service they are looking for, from hosting to developing a brand new website, and specify their requirements within the system. Stay tuned for future communications regarding QTO! 

More information on QTO.


Did you know?

The “Approval Justification box” on the “Review and Submit” page of an ePro requisition is a good place to provide additional information to the requisition approver to help with the approval decision.

The approver can view the information entered in the box, which can be used to provide supporting information to Department Manager, Sponsored Programs, or Procurement Services. It can also be used to indicate if you have added an attachment to the requisition or if an agreement needs to be signed to support the requisition. See Create a Special Request ePro Req job aid for the complete step-by-step process.