EVa Connections (Forum 2008 Issue)

eVA Connections December 2008 Issue 4 Virginia’s Total e-Procurement Solution www.eva.virginia.gov Portugal International Inside... Procurement Conference Sponsors eVA Director As Keynote Speaker Canadian Procurement Expert Showcases eVA 200 people attended the conference, When Bob Sievert was invited hosted by Leadership-BC, a Portugal Success At DPS Forum to speak at a procurement confer- based international business consult- ence in Lisbon, Portugal, he politely Page Two ing company. Attendees included declined, explaining that overseas government purchasing professionals travel could not be paid for by state from Portugal, Spain, Angola, Cape government. But the conference VDBA Boosts Business planners surprised Sievert by cover- Growth With Sales ing all his travel expenses if he would agree to attend and Seminars speak at this event focused Page Four on international collaboration in e-procurement. “While we have had eVA Catalogs Key several opportunities to share our experiences with Vendor Visibility eVA, this type of travel has Page Six never been on our radar,” Sievert explained. “Thanks to the generosity of the conference organizers, Buyer Training everything was paid for. I am truly grateful for this opportunity,” he Page Eight added. Bob Sievert, eVA Director, “This conference allowed us to addresses the 3rd International share perspectives and experience Conference On Strategic Procurement, using government e-procurement— held November 12, in Lisbon, Portugal. across continents. We’ve readily shared our story with other states, Verde and numerous private sector and even Canada, when they’ve companies. The theme for the confer- approached us for insight into how ence was Innovation and we’ve made Creating Value in public eVA so suc- Welcome!Welcome to procurement. cessful. But “Thanks to the generosity of the In his presentation, our neighbors conference organizers, everything Sievert focused on the across the eVA Connections, an e-newsletter was paid for. Virginia is truly innovation that eVA has Atlantic are grateful for this opportunity.” published by the Bureau of e-Procure- brought to procurement just as eager ment, Division of Purchases and Sup- practices in Virginia. Bob Sievert as the U.S. ply, Department of General Services. eVA Director Sievert also shared how to achieve eVA Connections brings together the Virginia redefined the success with businesses, state and local govern- concept of ‘creating value’ government ment buyers, other public bodies, and by propelling a vision that e-procure- various public service officials, who could be shared by all eVA ment,” he contribute to eVA’s success. eVA Con- end users—from the vendors to profes- added. nections highlights various eVA tools, sional procurement officers to manag- Sievert spoke on November 12th, ers at all levels of government. users, and experiences, in celebration at the 3rd International Conference The Portugese based web magazine on Strategic Procurement held in of the value that e-procurement brings “i-Gov.org” also attended the con- Lisbon, Portugal. Approximately to the Commonwealth. Continued on Page Two Page One

Canada’s Portugal Conference Sponsors eVA Director Jon Hansen (cont’d from Page One) Showcases ference and has since published an participation easier and more open eVA Success On interview they did with Sievert. The for small businesses, but would give article is posted in Portugese at www. the EU a standardized way to track Speaking Tour i-Gov.org. and measure awards to SMEs. In addition to providing the keynote Regardless of what organization, address, Sievert had the opportu- country or continent they were from, nity for face-to-face meetings with conference attendees reported many several European government organi- universal issues. From user comfort zations. In these meetings, multiple with technology to change resistance, perspectives were shared regarding all sides agreed they face the same business processes, implementation challenges implementing e-pro- Canadian eProcurement and change management. curement programs. “You have the Sievert explained a couple of im- technology learning curve, cultural Expert Calls Virginia portant factors driving the European attitudes, language barriers, among An “Oasis” Of government’s interest in e-procure- other challenges,” Sievert explains. “Can Do” Spirit ment. “The European Union has leg- “Regardless of where you’re from,” islated a deadline of 2010 to conduct he added. “There is also the monu- Canada’s Jon Hansen highlights all solicitations electronically with mental burden of moving very large, Virginia’s success with e-procure- a value of 130,000 decentralized ment on his professional speak- euros or higher, or organiza- From user comfort with technol- roughly $165,000 in ing tour. tions, as an ogy to change resistance, all sides U.S. dollars. Interest- aggregate Recognized as a leading au- agreed they face the same chal- ingly Portugal passed group,” he thority on the evolution of the lenges implementing e-procure- legislation of their adds. “These globalized supply chain practice, ment programs. own to move up the and other Hansen Consulting and Seminar’s 2010 deadline to July challenges Jon Hansen has been showcasing “You have the technology learning 2009,” he added. rang familiar eVA’s success throughout a multi- curve, cultural attitudes, language “Therefore, the clock to all of us, city speaking tour during 2008. barriers, among other challenges.” is really ticking for and illustrat- Regardless of where you’re from.” In addition to Canada and North Portugal to nail down ed the value America, Hansen also made a some solutions,” he and necessity Bob Sievert stop in the United Kingdom. said. of interna- eVA Director Sievert explained Based in Gatineau, Canada, tional collab- another high profile oration,” he Hansen is active in a number of initiative in the EU. explained. initiatives involving government “The European version of our SWaM “I am so grateful to the conference eprocurement and creates oppor- vendor is the “small and medium sponsor for their interest in eVA. It tunity for peer-to-peer dialogue enterprise,” or SME,” he explained. was really an amazing experience to on his Procurement Insights blog “There is significant push by the EU to meet procurement professionals from at http://procureinsights.word- give more government contracting op- six time zones away—to share chal- press.com. portunities to SMEs. Having a central lenges and visions,” Sievert said. After speaking at more than electronic gateway to business op- More details on the conference are two dozen conferences in North portunities and a uniform approach to available at : http://www.conferen- America and the United Kingdom EU contracting would not only make cia-compras.com. during 2008, Hansen’s last po- dium stop was the annual Forum, Over the course of five days, Sievert conducted several, in-depth face- hosted by the Division of Pur- to-face meetings with the following organizations: chases and Supply, DGS. In addition to addressing a gen- PORTUGAL PORTUGAL eral session of Forum attendees, National Agency for National Education Ministry Hansen also provided two train- Public Procurement ing sessions--“The Purchasing ANGOLA Professional” and “Business Intel- PORTUGAL National Procurement ligence Is Intelligent Business.” National Ministry He also networked with buyers Railway Network - REFER and suppliers at the hallmark CAPE VERDE Forum event, the supplier Expo. PORTUGAL National Procurement (Continued on Page Three) National Health Ministry Ministry Two

Hansen Showcases eVA Success At 2008 DPS Forum (Continued from Page Two) been equally determined to make Hansen was truly inspired by what people—not the technology,” he eVA work,” he explained. he described as a “can do” spirit adds. “We really do care about our he saw in all eVA users. The second critical element of users,” explains Bob “Whether I’m talking with buyers eVA’s success accord- Sievert, eVA Director. or suppliers,” Hansen explained, ing to Hansen, is the “It’s all about people “the one thing I hear is that Vir- prevailing philosophy of being able to do their ginia was determined to make eVA collaboration. “There jobs and giving them work,” he continued. “I feel like was definitely a “do the best system we I have stumbled upon an oasis of this for the team” ap- can to do it while also creative thought and collabora- proach, rather than making government tion—which a “do what procurement more has really we ask” ap- accessible and effi- been the proach,” Han- “Process drives results and cient,” he adds. “We success—not technology. eVA key sen explains. focused on their core user definitely wouldn’t to eVA’s “Too often, processes—first—and this really have made this work success,” organizations paved the way for success.” without a people-fo- he added. think from cused approach.” Hansen the top down, Jon Hansen Jon Hansen observed what “I think there must also talked with a specific Hansen Consulting and Seminars he described as an “oa- be something in the result in mind, sis” of “can do” spirit in about Virginia. water, here,” Hansen Virginia’s and focus too much on compliance,” says remarked to conference attendees. approach to “You guys have really proven that eVA imple- Hansen. “This paved the the secret to e-procurement suc- mentation. way for an equally receptive “col- cess is---people,” he added. “Not “Typically, organizations put the laborative” mindset in both buy- technology, not compliance, but technology first, and assume that ers and vendors,” he added. “As a the business processes will follow,” result, the users and suppliers have people,” he reiterated. says Hansen. “But, process drives About Jon Hansen results and success—not technology,” he added. “eVA focused on their core user processes—first— and this really paved the way for Jon W. Hansen has been generat- courses based on his highly popu- ing substantial savings for com- lar Conference Series. success,” he added. Jon is also author of the Pro- panies since he entered the high “This is a different approach curement Insights blog (http:// technology sector in 1983. Fea- than embracing the technology tured on CBC’s Venture program procureinsights.wordpress.com/) first—then trying to flex users for his innovative Procurement which reaches 300,000 syndicated around the way the technology Programs, Jon has held several subscribers each month world- does the purchasing. “I really senior executive positions includ- wide, and is currently available in credit the people of Virginia for ing that of President of a publicly several languages including Chi- putting their end users before the traded company. His well round- nese, Russian and Spanish. The technology,” Hansen explained. ed experience and expertise has Blogged Rating Service has ranked Hansen also gave numerous garnered critical acclaim both do- Procurement Insights as the top examples of failed attempts with mestically as well as internation- supply chain/procurement blog in ally, including his being honored North America. public and private sector e-pro- as an Ottawa finalist for the Ernst Access more information about curement initiatives and noted & Young Entrepreneur of the Year Jon at his Linked In Profile: industry statistics on high failure Award in 2004 and 2005. http://www.linkedin.com/in/jwhansen. rates for these projects, contrast- Recognized as a leading North ed by eVA’s success in almost every American Authority on improving instance. supply chain management, Jon is Hansen added that when orga- often retained by organizations nizations focus on the technology such as the Purchasing Manage- alone as the solution—that they ment Association of Canada miss an opportunity to successfully (PMAC), and the National Insti- get their e-procurement projects tute of Governmental Purchasing (NIGP) to provide seminars and off the ground. “It’s all about the

VDBA Promotes Economic Development Through Business Sales Growth Seminars Since 2004, the ness Sales Growth” Virginia Department seminar. of Business Assistance “This is a market- (VDBA) has partnered driven approach for with the Department us,” explained Wayne of General Services Waldrop, VDBA’s Busi- (DGS) and the Depart- ness Information Ser- ment of Minority Busi- vices Director. “Busi- ness Enterprise (DMBE) nesses today want to to aggressively pro- look at every possible mote the Small, Wom- opportunity to expand an and Minority-Owned their sales and do it (SWaM) program. profitably. By expand- Now, in 2008, with ing the scope of our eVA registrations, SWaM More than 40 entrepreneurs attended VDBA’s “Business Sales Growth” seminar, held Oct. 22 in Lebanon, Virginia. programs, we increase certifications and small the potential for Vir- business participation in ginia companies to The new VDBA approach is state contracting at an all-time find a new or improved market “tiered.” The gateway pro- high, VDBA is moving beyond niche.” gram is now “Entrepreneur its successful “Selling to the Waldrop added that busi- Express: Moving Your Busi- Commonwealth” program to ness Forward.” The second “Businesses today want to look level program is a newly- at every possible opportunity to designed “Business Sales expand their sales and do it prof- Growth” seminar. The third itably. By expanding the scope of our programs, we increase the and final tier is a one-on- potential for Virginia companies one counseling session(s) between the business and an to find a new or improved market niche.” experienced VDBA Business Services Manager. While VDBA is de-empha- Wayne Waldrop sizing its “Selling to the Business Information Commonwealth” introduc- Services Director, VDBA tion to eVA and SWaM, it will continue to assist clients coming to the agency seek- nesses not dependent on one ing early stage assistance market sector will be stronger with registration and certi- vendors for the Commonwealth fication. Assistance will be of Virginia. “A company serv- Wayne Waldrop, VDBA, talks to business provided to phone and email ing diverse markets will not owners about the importance of having requests, or to referrals from see huge fluctuations in sales a diverse customer base. Virginia Small Business De- and will not have to ‘ramp provide even more value to velopment Centers. up’ every time they get a new Virginia businesses. Instead The “Advanced Selling to the contract.” of focusing only on eVA to Commonwealth” workshops, The model driving the new increase sales, VDBA will now previously entirely focused on “Business Sales Growth” also show the way for business- Virginia’s public sector markets seminar is the process VDBA es to expand their marketing and the Commonwealth’s sup- encouraged businesses to use efforts in other markets. plier diversity initiative, will be with eVA. “We taught busi- integrated into the new “Busi- (Continued on Page Five) Page Four

VDBA Promotes Economic Development (continued from Page Four) nesses to use eVA reports to de- the resources advanced termine who was buying what available to techniques and how much they were pay- help them and more ing,” explained Tammy Farmer, get started or sophis- a VDBA Business Services Man- grow. Those ticated ager who is transitioning from unfamiliar with resources. Selling to the Commonwealth eVA and SWaM The first to “Business Sales Growth.” certification “Busi- “The techniques for selling are introduced ness Sales to the Federal government to it. Over Growth” and the private sector are the 4500 Virginians seminar same—it’s just the information have attended was held sources are different.” Entrepreneur October Tammy Farmer, Business Services Man- “Entrepreneur Express: Express events. ager, VDBA, shows business owners how 21, 2008, Moving Your Business For- to access small business resources around in Lebanon the Commonwealth. ward” with 40 at- are half- tendees. “Forbes.com has rated Virginia day work- the number one state for doing “Business Sales- One-on-one counseling ses- shops held business three years in a row,” Growth” seminars sions are held locally, usually around are also half-day said Lynda Sharp Anderson, VDBA’s after an Entrepreneur Express the state. Director. “VDBA and our Business sessions, but these or Sales Growth workshop. A Information Services team are This workshops are de- VDBA Business Services Man- doing their part to keep us on top program signed for businesses ager reserves a room for a full by maintaining a welcoming, posi- targets that are established day and meets with companies tive and nurturing entrepreneurial the start- climate.” and are looking to individually for one hour each, up and expand their sales, focusing on the business’s Lynda Sharp Anderson early-stage market share, and unique situation. These com- Director, VDBA business. profitability. Work- panies may also work with It exposes shop facilitators lead other resource providers they them to attendees to more met at VDBA workshops. “Forbes.com has rated Vir- ginia the number one state for Meet The VDBA Business Services Managers doing business three years in a row,” said Lynda Sharp Ander- son, VDBA’s Director. “VDBA and our Business Information The new VDBA approach to business development has been Services team are doing their organized geographically by Director Wayne Waldrop. part to keep us on top by maintaining a welcoming, positive Kathy Dolan is assigned to the Tidewater area. and nurturing entrepreneurial climate.” Tammy Farmer covers Southern Virginia. Learn more about the Virginia Department of Business Assis- Dave Fuller covers Central Virginia and the Northern Neck. tance by visiting their website and events calendar. For im- Sandy Ratliff, working out of VDBA’s Abingdon Office, has mediate business help, use the responsibility for Southwest Virginia. “Live Help” icon on the website “Selling to the Commonwealth” services are provided by or contact the Virginia Business Serwa Lee. She takes assignments throughout the Common- Information Center, toll-free wealth. 1-866-248-8814 or vbic@vdba. virginia.gov. Page Five

An Interview With The eVA Catalog Manager eVA Connections: Can you explain eVA Connections: So, for example, An eVA catalog is an important how a “services” catalog would let’s say we’re looking for a ven- e-commerce tool that increases work? dor that sells work boots. How vendor visibility. eVA Connections would we find available sources talked with eVA Catalog Manager, Vicki: Suppose you have a janito- for our purchase? Vicki Beasley to learn more about rial services company. In your the role catalogs play in the eVA eVA catalog you would provide a Vicki: Using “boot” in our search marketplace. description that would include would result in “hits,” or “match- “janitorial services” along with es” of the vendor catalogs that Free Advertising other information. include the keyword “boot.” You might also add several eVA Connections: What is related service lines with vary- an eVA catalog? ing descriptions for other services you may provide such as “com- Vicki: An eVA catalog is a mercial office cleaning,” “window great opportunity for our cleaning,” “steam cleaning,” and vendors to put themselves “pressure washing.” in the front lines of the eVA purchasing system. These would illustrate more clearly what type of “janitorial Buyers can use catalogs services” you provide. The same to find and purchase the keyword search concept would goods and services they apply. We would then examine the need. Vendors could be missing “matches” for more details to an opportunity to reach potential Pricing Not Required determine a possible purchase. customers if they don’t have one and it’s free advertising! Showcase Products eVA Connections: Do catalogs have eVA Connections: Are you saying to contain pricing? And Services there is no charge to eVA vendors to have a catalog? Vicki: No. Pricing is not required. eVA Connections: Aren’t catalogs For example, instead of a price just for products or hard goods, Vicki: Exactly! It’s free! Vendors for a particular item or service, not services? should take advantage of this tool the vendor’s description could because it increases their visibil- Vicki: Absolutely ity to the purchasing community not. That’s been on the eVA system. eVA Connections: Are you saying there is no a big misconcep- charge to eVA vendors to have a catalog? tion—that service Greater Visibility providers don’t Vicki: Exactly! It’s free! Vendors should take need catalogs. On advantage of this tool because it increases eVA Connections: What do you the contrary, we their visibility to the purchasing community mean by visibility? have many “ser- on the eVA system. vices” catalogs Vicki: When eVA buyers conduct that are published online shopping searches, they only for informa- use keywords to find out which tive purposes as a vendors provide the items and way to advertise say “ACME Janitorial Services; services they need. Your catalog themselves to eVA buyers. Call Joanne at 555-5555 for can market directly to potential estimates.” This puts pertinent customers. It can also provide a information right at the buyer’s link to your website that buyers fingertips. can use to research more information about your products. (Continued on Page Seven) Page Six

An Interview With eVA Catalog Manager (Continued from Page Six) lections, then loop back into eVA eVA Connections: So, it sounds eVA Connections: How does the to complete the order process. like having an eVA catalog is vendor create an eVA catalog? really a critical key to vendor vis- eVA Connections: How does a ven- ibility. Vicki: They can find catalog cre- dor decide if a punch-out catalog ation information at www.eva. is best for their needs? Vicki: Absolutely! It would be virginia.gov under the VENDOR harder to come up with a reason tab. The eVA catalog team is also Vicki: There is information online why you wouldn’t have a cata- available to help. to help them and it’s definitely log! It’s free advertising: you can a concept most vendors should provide a virtual storefront to eVA Connections: Is an eVA catalog explore. the purchasing community giving difficult to you visibility to the almost 13,000 create? Once considered eVA users. It tells them who you out of reach to are and what you can provide for Vicki: No, some vendors, them. This could mean additional though the ever evolving business. catalog technology has spreadsheet made it a viable eVA Connections: Thank you for can be in- option worth this very informative discussion. timidating investigating. Can vendors contact you for help at first, once or questions about eVA electronic they get The punch-out catalogs? their first set up can be line item beneficial if ven- Vicki: Yes. Vendors may contact completed, dors have or are me at eVAcatalogsmanager@dgs. the rest interested in hav- virginia.gov. usually falls ing any other automated systems into place. And don’t forget-the tied to their existing e-commerce vendor is never alone in the pro- site—accounting or inventory cess; help is always a phone call systems for example—that need or email away! We’ve never lost a to capture sales information. The ‘customer’ yet! vendor does not have to do “dou- ble entry” in the related system. Punch-Out Catalogs Vendors with large and/or eVA Connections: What about ven- frequently changing inven- dors that already have an e-com- tory and pricing can benefit merce website? from a punch-out catalog. Vicki: Vendors who have or are in- Some vendors that started terested in having what we refer with spreadsheet catalogs to as a “shopping cart enabled” and found success have website—that is, a website where moved forward and imple- shoppers can view, select and mented punch-out catalogs. purchase using a virtual “shopping cart,” should consider implement- eVA Connections: What is in- ing a “punch-out” catalog in the volved in developing a punch- eVA purchasing system. out catalog? A punch-out catalog is a live Vicki: Punch-out catalogs web based catalog that the ven- require the vendor to have dor hosts which is linked into eVA. in-house technology expertise It provides a virtual ‘store front’ or a consultant that is knowl- to eVA buyers. It allows the buy- edgeable in cXML program- ers to hop over and browse the ming. vendor’s site, shop and make se- Page Seven

eVA Buyers: Boost Your Knowledge Richmond Training Quick Quote From www.eva.virginia. eVA’s paperless alternative gov, click “eVA Train- ing” on the left hand to fax-back and telephone navigation bar. Look Next quotes. Learn how to get for “Sign Up For Richmond Class quotes quickly and ef- A Buyer Training January 22 ficiently in this half-day Class.” Use our easy “hands-on” course. No online registration for more faxing or calling. Learn these popular half-day training classes, offered to create electronic quote re- once a month, free of charge. quests, obtain automated vendor Classes are held at DGS headquar- lists, receive and evaluate elec- ters. tronic bids, and make awards. Regional Training Online Training Shop Now Need buyer training in your neigh- borhood? Let the eVA profession- eVA Buyer Training On Demand. als come to you. eVA will partner From www.eva.virginia.gov, click The eVA tool that lets you shop with any state or local govern- “eVA Training.” You’ll find “virtu- online. In this half-day “hands- ment to coordinate a regional al” demonstrations of eVA’s buyer on” course, learn how to create buyer training class. Start with a tools and get instant help with electronic requisitions, process few buyers from your own shop, common user issues. electronic orders, get online add a computer lab with internet access, and eVA will recruit other purchase approvals and a practice eVA users in the region to fill the a variety of electronic “shopping” class. It’s a great way to learn and exercises. network with your colleagues in the field. For information contact shane.caudill@dgs.virginia.gov or 804-786-3855. eVA Welcomes eVA Connections is published by the e-Procurement Bureau of the Division of Purchases and Supply, Department of General Services. Please submit feedback and New Localities! story ideas to deborah.hudson@dgs.virginia.gov. Writer/Editor Deborah Hudson e-Commerce Outreach Coordinator, Division of Purchases and Supply, DGS Town of Onancock Writers/Contributors Will Vehrs Communications Manager, VDBA Town of Mineral, EMS Bob Sievert Director Of eProcurement, Division of Purchases and Supply, DGS Nottoway County Public David Foster Schools e-Commerce Analyst, Division of Purchases and Supply, DGS Vicki Beasley SIGN UP! Want to join eVA as eVA Catalog Manager, a buyer for local government Division of Purchases and Supply, DGS or other public body? Jon Hansen President, Go to www.eva.virginia.gov, Hansen Consulting and Seminars and click the “Sign Up” tab in Department of General Services the center of the home page. 1111 E. Broad Street Richmond, VA 23219 804-786-3842 Page Eight

EVa Connections (Forum 2008 Issue)

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