Articles

 

A quarterly newsletter from the Office for Supply Management Services (SMS)

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If you have any suggestions, would like to see any additional content, or have any cost-reduction ideas, please e-mail us.

 

 

 

 

Savings for Promotional Items and Custom Apparel

 

 

 

 

Many Cornell departments utilize imprinted promotional products in their recruitment, outreach, and recognition activities. A team of representatives from twelve departments worked with Supply Management Services (SMS) to evaluate suppliers through a competitive bid process. The project is expected to save over $125,000, while still providing a wide range of choices. Read more…

 

 

 

 

More Suppliers Consolidated under VWR International

 

 

 

 

Recently, SMS introduced a new category of supplier called “Strategic Preferred Suppliers” and announced that the first agreement under this new designation had been awarded to VWR International (VWR). We are excited to announce details regarding the suppliers who are now providing additional discounts and simplified ordering through this initiative. Read more…

 

 

 

 

e-SHOP Enhanced, Especially for Office Supplies

 

 

 

 

As part of our effort to assist customers with the transition to the Kuali Financial System (KFS), we have made some changes in e-SHOP to simplify ordering, particularly for paper and toner. We also offer a list of tips based on the questions we’ve heard most often. Read more…

 

 

 

 

Spend Viz Enhanced to Integrate with KFS

 

 

 

 

Last summer, Spend Viz was enhanced and updated to integrate with KFS, Cornell’s new suite of financial accounting software. These improvements allow Spend Viz to import data from KFS, organize data based on the new chart of accounts and organizational structure, and read data from the KFS vendor database. The historical data was also mapped to the new sources. The exciting news for many users has been the enhancement to allow querying of the KFS data. The query ability includes payments, purchase orders, procurement card transactions, disbursement vouchers, and no-check transactions. Spend Viz users can also query the vendor database, which includes information on contract status, insurance, annual purchases, United Nations Standard Products and Services Codes® (UNSPSCs), and supplier contact information.

Spend Viz is an analytical tool that was developed in 2009 to consolidate data on Cornell’s purchases of goods and services and to create reports and data exports to facilitate analysis. The reports help SMS and Cornell units identify spending patterns, policy compliance issues, and trends.

Training sessions introducing the new features have begun, and users from financial transaction and business service centers have been identified by their directors to attend. The KFS Information Delivery and Reporting (ID&R) team is working with their customers across campus to identify additional users, as well. To ensure that the server can accommodate all of the users in a timely and efficient manner, a Web-based version of Spend Viz will be made available in January.

 

 

 

 

Save the Date for the Vendor Show!

 

 

 

 

Mark your calendars! We are pleased to announce that we will be hosting a vendor show on June 14, 2012, and as usual, our preferred and contract suppliers will be invited to participate. During the show this year, to help drive performance excellence, we also will hold our first annual supplier recognition event. Suppliers will be selected for recognition based on quality, product pricing, delivery performance, customer satisfaction and support, and social responsibility. We hope you can join us!

 

 

 

 

New HVAC Reverse Auction Continues Savings Initiative

 

 

 

 

Last June, SMS held a reverse auction for HVAC filters, which are used primarily by Facilities Services’ Mechanical Section. A reverse auction is a competitive electronic bidding process in which suppliers compete to obtain business, and the suppliers’ prices decrease during the course of the auction. This auction was very successful, yielding savings of $98,000 for the university and a new preferred supplier for HVAC air filters and air cleaning systems: Clark Air Systems. Please visit their e-SHOP hosted catalog to place orders.

Thanks go to Michael Tubbs of the Mechanics Shop, Tom Jordan of Facilities Engineering, and Lanny Joyce of Energy Management for their interest, involvement, and support of the reverse auction. Their work to identify the appropriate items for the auction was crucial to the success of the event!

SMS has been conducting reverse auctions since fall 2010, and Cornell has saved $423,500 through the nine reverse auctions conducted in fiscal year 2011.

 

 

Progress on Procurement Initiative

 

Strategic Sourcing

 

  • Phase I: Achieved $8.4 million in savings, surpassing goal of $7.5 million
  • Phase II(in progress): Implement ongoing, sustainable savings projects, which will require collaboration, participation, and support from campus. As of October 31, the savings is $9.4 million

 

e-SHOP Enhancements

 

  • Converted 11 e-SHOP suppliers to e-Invoicing
  • Conducted 17 information sessions on KFS and e-SHOP and provided resources
  • Created new “Favorites” tab to simplify ordering of paper and printer/toner cartridges

 

Marketing and Communications

 

 

Spend Viz Tool

 

  • Updated tool to utilize KFS source data
  • Enhanced tool to provide query ability of KFS data
  • Adding new users and providing training
  • Planning to deploy a Web version of the tool in January

 

Organizational Structure

 

  • Planning to hire a strategic sourcing specialist

 

Streamlining Policy and Processes

 

  • Rewriting Buying Manual and Purchasing Standard Operating Procedures for release in February
  • Updating and standardizing internal procedures for agents

http://www.dfa.cornell.edu/dfa/images/layout/SMS/SMSnewsLINE_11.jpg

http://www.dfa.cornell.edu/dfa/images/layout/SMS/SMSnewsLINE_11.jpg

 

 

 Purchasing

  Increase your

  purchasing power

  while spending less

 

Visibility

  Achieve visibility

  and classification

  for all spending  

  across campus

 Savings

  Realize savings

  without compromising

  the student experience

 

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