Winter 2021 Newsletter

DELL IS NEW U-M STRATEGIC SUPPLIER FOR COMPUTER HARDWARE 

Dell Technologies has been selected as U-M’s new strategic supplier for computer hardware, which includes laptops, PCs, monitors, keyboards, and other equipment. The new contract went into effect January 18 and replaced the HP contract. The contract is expected to save the university $1 million annually on computer hardware expenses. Read entire Record article.


CHECK OUT THE NEW PROCUREMENT SERVICES QUICK-START GUIDE!

Procurement Services recently launched a Quick-Start Guide which, among other things, provides an overview of U-M’s options to buy goods and services for your unit as well as information on training courses. It has been shared with current members of the buying community and will be shared with new staff on an ongoing basis. 

We hope you’ll find it to be a helpful reference tool, whether you’re somewhat new to the purchasing process at U-M or have been involved in procurement for years, and we welcome your feedback!


PCM CONTINUES TO GO ABOVE AND BEYOND FOR ITS CUSTOMERS

Print/Copy/Mail (PCM) has remained open and operational throughout the COVID-19 pandemic to serve the U-M community. Already specializing in full-color booklets, magazines, newsletters, brochures, postcards, stationery, survey projects, and complete mailing services, PCM expanded its high-quality, digital-color print capacity by over 40 percent with the addition of two new high-speed color digital printers.

In addition to quality products, PCM offers extremely competitive pricing. “Our customers frequently tell us how impressed they are with our products and fast turnaround time,” explained Roger Meyers, printing supervisor at PCM. “But equally important during these challenging economic times, they tell us they love our pricing!” One recent success story involves PCM working with the School of Education to print and mail the Fall 2020 edition of the Michigan Education magazine to 300 alumni and donors. 

“I was accustomed to using one particular vendor but PCM came in at $1,200 less!”  said Danielle Dimcheff, director of communications at the School of Education. “PCM did a beautiful job on our magazine and mailed them out while meeting our tight deadline. We didn’t even ask any other vendors for bids when it came time to do our holiday cards a month later. I’m delighted that we have a new partner.”

Another perk of using PCM is units can use a short code for service unit billing so there is no need to create a PO. Feel free to contact PCM if you would like to join the growing list of satisfied customers who have experienced the difference between working with a partner rather than just a printer!  


PPE SUPPLIES: BY THE NUMBERS

Since last August, Procurement Services has delivered Personal Protective Equipment (PPE) supplies to over 40 departments throughout the Ann Arbor campus. This includes over 27,000 individual bottles of hand sanitizer, more than 900 gallons of hand sanitizer, and 35,000 packs of disinfecting wipes. Additionally, we have distributed 1,400 bottles of disinfectant spray and 21,000 face coverings. As we progress through the academic year, we will continue to provide these supplies to campus in an ongoing effort to help keep faculty, staff, and students safe. 


ONLINE VEHICLE AUCTION STARTS FEBRUARY 18

Property Disposition will be holding another online vehicle auction beginning Thursday, February 18. The last day to place a bid will be Thursday, February 25, by 7 p.m. Visit the auctioneer's website for more information, including photos of the vehicles up for auction.

The last online auction, which took place in December, resulted in nearly 50 vehicles being sold for over $500,000. 


CONCUR & TRAVEL NEWS

New airline contract - Southwest Airlines
Procurement Services recently signed an agreement with Southwest Airlines to offer savings to university business travelers. In addition to negotiated discounts on applicable fare classes, Southwest Airlines offers the university the following perks:
  • No baggage fees for the first two checked bags
  • No cancellation or change fees in the event a trip is canceled
 
Travel and Business Hosting Policy (SPG 507.10-1)
The Travel and Business Hosting Expense Policy was scheduled to be reviewed December 2020. Due to the current environment, the review for this policy has been postponed to December 2021. Please visit the Campus Maize & BluePrint website for the latest guidance on university travel. 
 
IRS changes mileage reimbursement rate
Effective January 1, 2021, the mileage reimbursement rate was reduced from 57.5 cents to 56 cents per mile. The new rate has been updated in Concur.  When submitting expense reports for students or guests, please be sure to select the correct rate based on the dates of travel.
 
New Concur User Interface coming this spring
This spring Procurement Services will be implementing the new Concur user interface for expense reporting. This new user interface impacts end users and delegates who create and submit expense reports. To learn more, see Concur System Improvements on the Procurement Services website. If you have any questions, please contact ConcurUpdates@umich.edu.

BASELINE INVENTORY UNDERWAY

To remain in compliance with federal regulations, Property Control has employed HCA to perform a baseline inventory of roughly 28,500 pieces of capital equipment in over 450 buildings across the Ann Arbor, Dearborn, and Flint campuses. 

This initiative began in November and is scheduled to be completed at the end of April, with data reconciliation to be performed in early FY 2022. At this time, HCA has completed about half of the Ann Arbor campus inventory and is currently working its way through the Medical School. 

It is important not only to capture an accurate inventory listing for the Uniform Guidance requirements, but to ensure the inventory system is accurate and ready for a Radio Frequency Identification (RFID) tagging initiative, which will likely take place in 2022. 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. By completing this task in an accurate and timely manner, the potential for federal audit findings will be minimized, which is paramount for the continued funding of research.


VIRTUAL SUPPLIER SPOTLIGHT - SAVE THE DATE

The first virtual spotlight, which focused on how Procurement Services can help campus with their PPE needs, was held on January 28. More than 100 people attended and the event was well received. 

Printing services is the next scheduled commodity to be spotlighted on Thursday, February 25. This session will include details on how to order printing services through the Quote to Order (QTO) system. Be sure to follow Procurement Services on U-M’s Workplace for the latest information on the virtual supplier spotlights! 


THE FY 2021 ANNUAL SPACE SURVEY KICKED OFF FEBRUARY 1

The space survey validates the university’s space inventory. This data is used as a critical component of indirect cost recovery (ICR), for university and departmental space management and planning, and as a basis for state and federal reporting. Each department is responsible for the accuracy of its data. For more information, please visit the Space Analysis webpage.


NEW SERVICE MANAGEMENT SYSTEM COMING SOON

As part of Procurement Services’ ongoing efforts to improve the customer experience, we will soon be implementing the Team Dynamix (TDX) service management system. Several units across campus, including ITS and the Shared Services Center (SSC), are currently using the system. We are excited to take advantage of everything TDX offers, which will allow us to manage customer requests more simply and smoothly than ever. As a result of this implementation, some of the communications you receive from Procurement Services may look different. Stay tuned for more details as we transition to the TDX system in the coming weeks!


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!