Winter 2016 Newsletter

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


Procurement Services is bringing TSA Precheck to campus

Last fall, as you may recall, Procurement Services brought the Transportation Security Administration’s (TSA) PreCheck program on campus for a special enrollment event. The event proved to be extremely popular with employees, with all appointments being booked within hours.

With that in mind, Procurement Services is bringing the TSA PreCheck program back to campus on April 4 to 8 for another special enrollment event. Because we expect considerable interest in this program, we encourage you to book your appointment as soon as possible.

Learn more about U-M's TSA PreCheck enrollment event, including the required documentation to bring to your appointment at: procurement.umich.edu/tsa-precheck-enrollment-event. If you have any questions, please contact us at (734) 764-8212, opt. 2 or PCardTeam@umich.edu


Concur news

Have you tried Concur Mobile?
Concur Mobile, a new app for university travelers, allows you to:

  • Take pictures of your receipts and automatically sends them to your Concur profile.  You no longer need to worry about carrying receipts with you for your report
  • Create an expense report while you are traveling
  • Update existing expense reports to help you keep track of expenses as they are incurred
  • Check the status of an existing report so you can see where the report is in the process or  if additional actions are required

In addition, you can use the mobile app to book a flight, arrange for ground transportation, and perform a variety of other key travel functions.  “Concur Mobile is very convenient,” said Dana Sitzler, associate director of state outreach in Government Relations, who has been using the app for nine months. “It makes it easy to submit receipts while on the road."

Talk about convenience—all of these tasks can be performed on your smart phone or tablet!

Learn more about Concur Mobile and other Concur apps, including how to download them.

If you have any questions, please contact us at procurement.services@umich.edu or (734) 764-8212, opt. 2

Concur brown bags

If you’d like to have Procurement Services come to your unit to give you the latest news regarding Concur, please let us know! As described in our fall newsletter, the presentations typically last 90 minutes and include a mobile device demonstration, an overview of what’s new in Concur, a variety of tips and tricks as well as time for questions. 


2016 STRATEGIC SUPPLIER PRODUCT AND SERVICE SHOWS

The annual supplier shows will be held in March, April, and May. These popular shows are open to all employees and students. See the Events page for specific dates and locations. This is your opportunity to:
  • Come meet and talk with manufacturer and sales representatives
  • See and test new products
  • Pick up your 2016 catalogs
  • Receive special "Product Show" prices
  • Find out what contracts are on the horizon
  • And learn more about how Strategic Suppliers can help your department save time and resources!

Vendor Spotlight: Reliable Delivery

Reliable Delivery is the university’s newest strategic partner for local courier services. Reliable Delivery is a Michigan-based and veteran-owned company, with over 25 years of courier service experience in Michigan and northern Ohio.

The company provides outstanding customer service by designing and developing unique delivery systems that are based on the individual need of each client through its six strategically positioned, full- service facility centers. Reliable Delivery recently opened a facility in Ann Arbor, specifically to service the university and the surrounding area. 

Reliable Delivery provides stat/on-demand, routine add-on, scheduled, and dedicated delivery services, as well as full service cargo van and freight services. Reliable performs thousands of scheduled and time critical deliveries every day.

Reliable Delivery offers competitive pricing, with a projected average savings of over 50 percent.

More information on Reliable Delivery


Employee Spotlight: Mary Ellen Lyon

Meet Mary Ellen Lyon, general operations manager of auxiliary operations. Mary Ellen has been with U-M since 1986, starting as a temporary draftsperson (while going to Lawrence Tech) on the Dearborn campus in the Facilities Planning and Plant Operations offices.

After that, she became an assistant facilities planner at the medical school for several years before taking a job in Financial Analysis as the supervisor of Space Analysis Office. From there, she was promoted to business manager for Property and Space Management, which is made up of Property Disposition, Property Control, and Space Analysis. In August 2013, these areas were transferred from Financial Analysis to Procurement Services, which is when she also assumed oversight of the Print/Copy/Mail.

The departments under Mary Ellen are very diverse in responsibility. Property Control and Property Disposition are related to each other because they deal with the tracking and sale/disposition of U-M assets. Space Analysis oversees space location, use, and occupancy data for all U-M owned and occupied space. Print/Copy/Mail, on the other hand, has the largest team—with staff at the law school and at its main facility on Green Road—and is responsible for collecting/delivering campus mail, and providing print and copy services to the university, among other things.

“While I have oversight of multiple areas, I am also a ‘working supervisor,’ who prepares a number of annual reports for governmental agencies relating to U-M space occupancy and usage,” explains Mary Ellen, “and I spend a lot of my time at Property Disposition because it seems to have needs and priorities that change the most. Every area is great to work with!”

In December, Mary Ellen was interviewed by MLive.com to provide an overview of Property Disposition and what it sells (see Did you know article in this newsletter for a link to article and video).

Mary Ellen lives in Ann Arbor, about 1.5 miles from Property Disposition, and likes to ride her scooter to work when weather permits. She’s enjoyed renovating two previous homes and just finished, along with her husband Dan, building a cabin up north. They are now working on accumulating toys for the cabin, such as snowmobiles, other off road vehicles, and power tools for the workshop.  She has three grandchildren and takes every opportunity to spend time with them (and of course, their parents too!). 

She can be reached at melyon@umich.edu, 734.647.3351 or 734.763.1197. 


University revises policies

A revised version of U-M’s Travel and Business Hosting SPG was released in December.  Among other things, the content was reorganized for easier and faster use by employees.

In addition to being reorganized, the SPG includes:

  • An overview of the PCard program and usage guidance
  • An overview of the Stored Value Card program
  • New guidance on when it’s more prudent to rent a car instead of driving a personal vehicle
  • New content providing guidance on how to handle protected health information when submitting expense reports
  • New guidance on hosting meal limits for recruitment activities
  • New guidance on receipt requirements for electronic form of payments, such as PayPal

Read the revised Travel and Business Hosting Expense Policy

The Delegation of Authority SPG was also recently updated. The two tables within the SPG were reviewed and revised as well. In Table 1, Authority of Delegations, the following changes were made:

  • Updated titles and removal of obsolete titles
  • Clarified delegated authorities
  • Revised departments’ internal processes as necessary
  • Updated to reflect bid limit increase
  • Moved authorities not delegated from Regents bylaws to Table 2

Read the revised Delegation of Authority to Bind the University to External Agreements on Business and Financial Matters Policy.


HAVE A QUESTION ABOUT TRAVEL AND EXPENSE OR PCARD?

It can be confusing knowing where to go for help when it comes to travel and expense or PCard questions. Please use this resource we’ve developed as a guide if you are unsure who to contact.

 


The results are in!

Thank you to those who completed the reader survey published in the fall newsletter.  Your responses were very helpful and we appreciate you taking the time to let us know what you think of the newsletter and for providing us with ideas for upcoming editions.

Based on the results, readers ranked Concur News as the feature they read the most (85 percent), followed by Did you Know (65 percent). The Employee Spotlight rounded out the top 3 at 50 percent.  

The majority of readers wished to continue to receive procurement-related information via the newsletter—emailed on a quarterly basis—with a few recommending it be sent more frequently. Don’t forget you can always check the News page for the latest Procurement Services news as well as past newsletters.

Thanks again for taking the time to complete the survey!


Did you know: What happens to U-M property once the school is done with it?

Read an article and see the video recently published on MLive.com to find out what happens to all those used computers, filing cabinets, old vehicles, and much, much more!


New online system streamlines agreement process

Procurement Services has implemented a new online contract management system, Total Contract Manager (TCM), which provides a number of benefits to the university, including greater visibility of strategic contracts and email notifications of key dates—such as expiration, renewal, and review. TCM automates the entire agreement process from MS Word contract templates to electronic contract approval routing. It resides on the same common platform as Sourcing Director and M-Marketsite, which allows us to better serve you.


Procurement Services reaches silver status

Procurement Services was recently awarded the Silver Status Certification for the Sustainable Workplace Program. The majority of staff has completed the Planet Blue Ambassador training and the group is doing a great job recycling items and is making an effort to purchase recycled products, such as paper.


CONTACT US

Please contact us with your comments, questions, or concerns at procurement.services@umich.edu or (734) 764-8212, option 2. We enjoy hearing from you and welcome your feedback.

SUBSCRIBE

It’s easy to subscribe to Procurement Services News! Just log in to MCommunity and locate the group “Procurement Services News.”  After that, just click the “Join Group” button, and you’ll be on the list!