Your SlideShare is downloading. ×
Asbo Shopping Platform   Chicago   092509
Upcoming SlideShare
Loading in...5
×

Thanks for flagging this SlideShare!

Oops! An error has occurred.

×
Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply

Asbo Shopping Platform Chicago 092509

381
views

Published on


0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
381
On Slideshare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
0
Comments
0
Likes
0
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide

Transcript

  • 1. eProcurement
    Electronic Purchasing From the Workstation to the Classroom at the Click of a Mouse….
    Rick Gay, CPPO, RSBO
    Purchasing Manager
    Baltimore County Public Schools, and 2006/7 President, ASBO MD/DC
  • 2. Baltimore County Public Schools Office of Purchasing
    2005, 2006, 2007, 2008, and 2009
    The National Purchasing Institute
    Achievement of Excellence in
    Procurement Award Winner!
  • 3. Baltimore County Public Schools At a Glance
    3rd largest school system in Maryland
    26th largest school system in the United States
    173 schools
    104,000 students
    17,000 employees, including 8,850 classroom teachers
    Nearly 15.7 million square feet of building space (600 sq mi)
    More than 7,400 graduates each year
    Nearly 63% of high school graduates go on to higher education
    Recognized by Education Week for having the fourth highest graduation rate among the nation’s largest school districts.
    10 of 29 high schools named among the top five percent of high schools in the nation by Newsweek magazine; two of these schools also recognized as among the nation’s best by U.S. News & World Report.
    10 schools named National No Child Left Behind Blue Ribbon Schools, by the U.S. Department of Education.
    13 schools awarded Maryland Blue Ribbon Schools of Excellence.
    The Achievement of Excellence in Procurement award from the National Purchasing Institute.
    The Meritorious Budget Award from the Association of School Business Officials International.
    Certificate of Excellence in Financial Reporting from the Association of School Business Officials International.
    The Government Finance Officers Association’s Distinguished Budget Presentation Award
    The Government Finance Officers Association’s Award of Financial Reporting Achievement
  • 4. eProcurement adoption
    The benefits of eProcurement are compelling
    Up to now, only a few of the largest school districts with professional purchasing staffs, adequate resources and an internal “champion” have implemented systems
    ASBO MD/DC is now offering its members access to a successful, secure on-line eProcurement network
  • 5. “There is no longer an infinite amount of money available to education rather there is a finite amount which must be utilized by the most efficient and effective means available. The success of this program will allow ASBO MD & DC to return valuable resources to the classroom. The aim is to provide a one-stop shopping mall or as we like to say, this is an educational Amazon.com® for all of a school district’s needs.” Rick Gay CPPO, RSBO Purchasing Manager Baltimore County Public Schools
    “This is going to be a tough budget year. Our FY 2010 Budget for School Supplies is $1.8 million. If we save 10% by using this platform that’s $180,000 we return to the classroom to educate the children of Worcester County Public Schools.”
    Vincent E. Tolbert
    Chief Financial Officer
    Worcester County Public Schools
  • 6. What is Online Procurement?
    An Online Procurement network uses sophisticated technology providing a secure marketplace, sales platform and transaction tracking system available via the web only to selected buyers and suppliers.
    An aggregated, “catalog of catalogs” controlled by an administrator and using only pre-negotiated pricing and terms from authorized vendors
    6
  • 7. The benefits are real….
    In a recent study of early adopters of eProcurement systems, the Aberdeen Group reported the following key benefits:
    Improved data gathering and reporting on fiscal year expenditures
    Tighter control over off-contract or “maverick” buying
    Lower procurement administration costs
    Shorter requisition and order fulfillment cycles
  • 8. A Positive Experience at Baltimore County
    BCPS Online Curriculum Catalogs a web-based system to order necessary curriculum and instructional materials.
    • A secure, Online Procurement network for ordering curriculum and instructional materials, including textbooks and other frequently used instructional items.
    • 9. Access to office/classroom supplies through Office Depot, Corporate Express, and Rudolph’s 450,000+ items
    • 10. Searchable by title, item name, ISBN #
    • 11. Catalogs may be printed for copying and distributing
    • 12. Ready access to catalog information on employee’s desktop
    eProcurement frees purchasing personnel from:
    • clerical, order processing activities that are time-consuming and non-strategic
    • 13. Allows them to focus on strategic activities, such as negotiating contracts with suppliers and analyzing purchasing behavior.
    Control over process and approvals, with accurate accounting codes
    Seamless integration with purchasing card processes and tools
    Reduced supplier costs to serve
    Streamlined procure-to-pay, business processes
  • 14. eProcurement Results
    Order Submission
    Delivery of Goods
    Shipping Costs
    Vendor Payment
    Sourcing Consolidation
    Real-time Notification to Vendors
    24-48 hours of Order Placement
    10-15% Reduction
    24-48 hours from Shipment
    33% Reduction of Catalog Surplus
  • 15. Overview of BCPS’s On-LineProgram
    Shoppers
    Approvers
    Administrators
    Suppliers
    Contracted Line Items
    1202 Teachers
    577 Principals
    5 Purchasing Agents
    225 Vendors
    450,000
  • 16. BCPS Catalogs
    Medications and First Aid
    Music
    Periodicals
    Physical Education
    Office Supplies
    Science Supplies
    Technology Education
    Textbooks
    Unique Office Supplies
    Computers
    Copiers
    Art Supplies / Photo
    Athletic Equipment & Supplies
    Audio Visual
    Educational & Classroom Supplies
    Family Studies
    Handwriting Materials
    Library Media
    Math Supplies
    Media
  • 17. Hosted Catalogs
    US Communities
    Office Depot
    Fisher Scientific
    BSN Sports
    Home Depot
    Graybar
    Gametime
    National Joint Powers Alliance (NJPA)
    CDW
    Frey Scientific
    Sax Arts & Crafts
    Abilitations
    Childcraft
    National IPA
    Staples
    Public Sourcing Solutions – America Saves
    Office Max
    Pennsylvania Education Joint Purchasing Council
    School Specialty
    Grainger
  • 18. Number of Purchase Orders Processed Each Fiscal YearFY 2000 – FY 2008
  • 19. PO
    eProcurement Process Savings Example
    Order
    Audit
    Order Payment
    Order Receipt
    Procurement Mgmt.
    Product Search & Selection
    Order Placement
    Invoice
    Receipt
    Approval
    Invoice
    Payment
    Price
    Product
    Supplier
    Transmittal
    $32.33
    $10.28
    $13.28
    $48.18
    $51.92
    $11.84
    Standard
    Practices
    Standard
    Usage
    (Print)
    $168
    Per
    Order
    Warehouse
    Paper
    Check
    Manual
    Matching
    Manual
    Manual
    Benchmarking
    Standard
    Usage
    (EDI)
    Phone
    Diskette
    Fax
    Dock
    Credit Card
    Custom
    Usage
    (Print)
    Paper
    Catalog
    Small
    Frequent
    Orders
    Customer
    Purchasing
    System
    Automated
    Download
    Individual
    Order /
    Desktop
    Delivery
    By Product
    Number
    Product or
    Service Need
    Electronic
    Invoice
    Raw Data
    Combined
    Orders
    EDI
    Best
    Practices
    By Product
    Picture
    Electronic
    Ordering
    System
    $10
    Per
    Order
    Consolidated
    Orders /
    Desktop
    Delivery
    Direct GL
    Interface
    EFT
    Automated
    Benchmarking
    Blanket
    PO
    Custom
    Usage
    (EDI)
    Automated
    Matching
    Template
    Order
    Real Time
    Audit on
    Demand
    Exceptions
    and
    Recomm.
    Supplier Managed Inventory
    Supplier Managed Inventory
    Automated
    Re-order
    No PO
    $1.46
    $3.40
    $2.29
    $0.05
    $2.62
    $.28
  • 20. Cost Reduction Per Transaction
    The average administrative cost of procuring and paying for a good or service via the traditional purchase-order based process is reported by respondents to be about $89, while the average cost associated with their purchasing card transactions is estimated to be about $22 – a net savings attributable to purchasing card use of over $67 per transaction. (Based on the 2005 Palmer Study)
  • 21. Total Number of BCPS Procurement Card Transactions Per YearFY 97 – FY 09
  • 22. Total Dollar Amount Spent With BCPS Procurement Cards Per Year FY 97 – FY 09
  • 23. OrderHouse On-Line Orders Summary ReportNumber of Orders Per YearFY 00 – FY 09
  • 24. OrderHouse On-Line Orders Summary ReportTotal Dollar Value of Orders Per YearFY 00 – FY 09
  • 25. MD & DC ASBO Shopping Platform
    OrderHouse is targeted at large school districts and mid-large size commercial organizations
    Typical customer has a full procurement staff in-place, and a vision to centralize sourcing/pricing and decentralizing ordering to optimize resources
    Procurement staff drives vendor selection, contract awards, and acts as system manager
    Smaller organizations have the same need to optimize, but fewer staff resources to implement and maintain a comprehensive eProcurement program
  • 26. ASBO MD/DC eProcurement Objectives
    Create a secure, on-line purchasing network for members
    Leverage the BCPS technology and experience
    Leverage pre-negotiated contracts from BCPS, US Communities, and other public sector buying groups
    We want to bring this latest technology to members and their schools/districts at no additional cost to members
    Technology vendor on board
    Major suppliers of both general materials – office, etc. and curriculum supplies have indicated strong interest
    US Communities strongly supportive
    Demo system up and running. Pilot planned for January 07, with full production in April/May
  • 27. Service Features
    Electronic order creation and delivery
    Pre-purchase approval
    Pre and post-purchase allocations
    Self-service supplier enablement
    Leverage preferred suppliers
    Spending and budget thresholds
    Ghost card support
    Matching and reconciliation
  • 28. OrderHouse
    Integrated eProcurement site
    Catalog or manual orders and history
    Review and approval workflow
    Spending thresholds / budget integration
    Organizational hierarchies
    Integrated content management
    Aggregated catalog
    End-user policies and FAQs
    Search and compare across preferred suppliers
    Proven to make your ordering process more efficient… reduce or re-allocate precious overhead costs
  • 29. MD & DC ASBO Shopping Platform
    An ASBO-OrderHouse partnership has potential to fill this need for smaller school districts
    ASBO could develop and manage an eProcurement platform for its members
    Large districts such as Baltimore could contribute its awarded contracts
    Currently open to all schools by vendor agreement
    Individuals, schools or districts could access these contracts through the ASBO platform
    Could generate more ASBO membership, as well as another revenue source for ASBO sustainment
  • 30. ASBO Shopping PlatformAnnual SpendFY 2008 – FY 2010
  • 31. ASBO Shopping PlatformMonthly SpendFY 2008 – FY 2010
  • 32. ASBO Shopping PlatformOrders ProcessedFY 2008 – FY 2010
  • 33. Sign-in
    Access the Internet and go to: http://asbo.org
    Enter your user name and password at prompt, your username is your fist name initial, your last name, and your four digit member number. Your password is your member number, foe example Bob Smith’s user name would be bsmith1234, and his password would be 1234.
  • 34. Opening Page
    Enter the catalog by clicking on the above link.
  • 35. Catalog Index
    Select a catalog by category along the left side of the screen.
  • 36. Search Feature
    Type a word or set of words that describe the item to be ordered in the Search Phrase field.
    Note that we have included “All of the Search Phrases.”
    Default to All Suppliers or select an individual supplier.
    Increase the results per page to 100.
    Click on Search Now.
  • 37. Search Results
    The results will appear. Note that there are 54 Total Items Found based on our search criteria.
  • 38. Comparison Shop Among Several Contracts
  • 39. Order Your Items
    Type the quantity in Add to Order field. Click on the plus sign to add this Item to your Order.
  • 40. View the Specifications
    To view a picture of an item, simply click on the item description. Items can be added from this window also.
  • 41. Add to your cart
    To view your Cart, click on the Cart icon.
  • 42. Can See Valuable Buying Information in One Place
  • 43. Pictures Are Available As Well
  • 44. Review Your Order
    Choose a Shipping Method for each order.
    Complete your credit card information as needed for each order
    Click on Submit Order(s).
  • 45. Review Your Order
    Review the items in your Cart. When you are ready to submit your order, click Prepare My Draft Order(s).
  • 46. Your Shopping Cart
    If you change your mind about ordering the items in the Cart, you can Return to Cart. At this point, you can also Empty Cart.
  • 47. Purchase Order Goes Out Electronically
  • 48. Purchase Order Goes Out Electronically
  • 49. Order History
    To view your order, click Order History. You can then view and print your individual orders.
  • 50. Complete Order History
  • 51. Questions?

×