Summer 2021 Newsletter

AV STRATEGIC SUPPLIER CONTRACTS EXTENDED

Effective July 1, 2021, the strategic supplier contracts for the following audiovisual (AV) staging companies have been extended for one year:  

You can continue to work directly with these suppliers for your AV needs. If, however, you would like to obtain proposals from other suppliers—and your AV project will cost more than $10,000—please contact Procurement Services for assistance with a competitive bid. U-M’s policy requires that all purchases of $10,000 or more be competitively bid if strategic supplier contracts are not used. 

Moving forward, we’re preparing—as part of our routine procurement process—to rebid the strategic supplier contracts for AV services. The current suppliers will be invited to participate in the bid process. If you have any questions or know of any additional suppliers that should be included in the bid process, please contact the General Goods & Services team.


ENHANCEMENT TO M-PATHWAYS REQUISITION ATTACHMENT PROCESS

Procurement Services recently partnered with ITS to streamline the process for attaching documents to requisitions in M-Pathways. It now aligns with the process for attaching documents to vouchers and eReconciliation transactions and offers a number of benefits, including:

  • Allows documents to be attached after clicking “Save for later” or “Save and submit” as well as from the review/approval screens (unlike the former process that only allowed documents to be added from the Line Comment section while creating the requisition)
  • Allows reviewer/approvers to add documents to the requisition (in addition to requisition creators)
  • View documents in the ePro Requisition screens and the PO Inquiry screen
  • Allows procurement agents to add documents from the PO Add/Update screens

Please note only PDF and TIFF files should be attached and if you’re not on a campus network, you will need to log into the U-M VPN to add and view documents.

For more information on the enhanced process and how to attach and retrieve documents, see this quick reference sheet. 

If you need further assistance attaching or retrieving documents, please contact the ITS Service Center


NEW THIRD-PARTY FREIGHT PROGRAM

On July 1, 2021, U-M began using a new third-party freight program—known as Supply Chain Solutions (SCS)—for inbound shipments. SCS, which was developed by the Mayo Clinic to maximize savings and provide exemplary customer support for shipping services, uses FedEx as its shipping partner. 

Here are some important details on U-M’s new agreement with SCS:

  • Suppliers shipping freight to U-M are gradually be converted to the SCS program over a 12-month period which began June 1, 2021.
  • SCS offers outstanding service, highly competitive shipping rates, complete and detailed audit and reporting services, as well as a strong focus on supplier compliance.
  • Two new transactions—both from the Mayo Foundation Medical Education—may appear on your departmental Statement of Activity (SOA). This organization independently audits all shipping invoices for U-M’s inbound FedEx account. Invoices are reviewed to ensure correct pricing, on-time delivery, and accurate general ledger coding.
    • The first transaction is for shipping costs. This invoicing occurs on a weekly basis.
    • The second transaction represents a unit-level payment to SCS for U-M’s access to the third-party freight program. This invoicing is done on a monthly basis for all shipments from the prior month. 

Please note that your SOA may sometimes include transactions with zero-dollar charges. This results when SCS recovers payments made by U-M for freight that has been received, but is due a credit because the shipment was not delivered on time. That credit is applied to future invoices, which may result in a zero-dollar transaction on your SOA.

U-M should realize significant savings under the new agreement for inbound shipping with SCS. If you have any questions about this new agreement, please email us.


NOW LIVE! 2021 WEBSITE AND GRAPHIC DESIGN CONTRACTS

Strategic supplier contracts for several website and graphic design companies have been awarded through 2026. These contracts are now live in Quote to Order (QTO). For more details on each company, including their specialty, contact info, and benefits of the contract, please visit the suppliers’ page on the Procurement Sevices website

For additional information on QTO, please see the QTO page.


ONLINE VEHICLE AUCTION STARTS AUGUST 26

Property Disposition will be holding another online vehicle auction beginning Thursday, August 26. The last day to place a bid will be Thursday, September 2, by 7 p.m. Visit the auctioneer's website for more information, including photos of the vehicles up for auction. Be sure to check back, as more vehicles will be added to the auctioneer's website over the next couple of weeks!


CONCUR & TRAVEL NEWS

Business Travel at U-M

The university’s electronic travel and expense system provides an electronic booking solution for all university business travel. The university has a number of travel contracts offering discounted rates, among other benefits, to university business travelers. In addition, booking within the travel and expense system or with Conlin Travel, the university’s designated travel agency, offers increased efficiency when reporting expenses. Read full article.

Take a minute to verify your email

Did you know having a verified email allows you to benefit from TripIt, eReceipts, Expense It, TripLink, and other features?  Verifying your umich email address is easy! Click here for step-by-step instructions or watch this 2-minute video for instructions on how to verify your email.


DID YOU KNOW? PRINTING A COPY OF A PURCHASE ORDER (PO)

You can print a confirming copy of a PO. You may obtain a copy of the PO in M-Pathways, by clicking the “View Printable Version” that is available on the Maintain Purchase Order page. For more details, view Step-by-Step Process in My LINC.


ACCESSING QUOTE TO ORDER (QTO) SYSTEM

Need to access the QTO System? Please be sure to use this link to access the system to create your quotes! The login link can also be found on the QTO page of the Procurement Services website.

If you have additional questions, please contact QTO Support at QTO.Support@umich.edu.


BASELINE INVENTORY COMPLETED

U-M’s baseline inventory of capital equipment is now complete, and it was a huge success! Between November 2020 and April 2021, an inventory of roughly 26,000 pieces of equipment was performed.

Due to strong department engagement, nearly 85 percent of listed assets were physically verified to be in U-M’s possession on the Ann Arbor, Dearborn, and Flint campuses during the baseline inventory of capital equipment.

This is a major accomplishment and a significant step towards ensuring U-M’s inventory listings are accurate, complete, and current. While there are a few remaining assets currently being followed up on, the vast majority of this work has been wrapped up!

In order to keep these records accurate, and increase the ease of performing inventories, Property Control is expecting to implement Radio Frequency Identification (RFID) technology on these assets. This initiative is tentatively scheduled to be performed by the end of the next calendar year. RFID technology will greatly reduce the time needed to inventory assets, as well as streamline the process of updating records when assets move from one physical location to another.


REMINDER: SUPPLIERS ARE REQUIRED TO USE RESPONSIBLUE COVID-19 SCREENING CHECK                                               

If your department has suppliers coming to a U-M property, be sure to remind them about the ResponsiBLUE screening process.


WANT TO KNOW MORE ABOUT WHAT’S HAPPENING IN PROCUREMENT SERVICES?

Don’t forget to join the Procurement Services page on U-M’s Workplace! This page shares a variety of content including new contracts, highlights of existing contracts, tips and tricks, employee spotlights, and upcoming Procurement Services events.  

If you haven’t heard of Workplace, we encourage you to check it out! Creating an account is easy and we hope to see you on Workplace soon!