Duquesne University implemented an eProcurement system called Unimarket to streamline its purchasing process. Previously, purchasing involved slow paper requisitions between departments. Unimarket allows electronic requisitioning and approval, reduces errors, and integrates with Duquesne's financial system. Since implementing in 2011, Unimarket has increased purchasing efficiency, reduced paper use, and provided data to identify spending trends. Duquesne aims to fully digitize purchasing and leverage additional Unimarket features going forward.

1. Duquesne University
Unimarket E-Procurement
System

2. About Duquesne
 Private Catholic university
 Located in downtown Pittsburgh
 49 acre urban campus
 Branch campus in Rome, Italy
 10,000+ students & 2,200 employees
 Undergrad, Grad, and Law school
 10 schools of study
 $287 million operating budget
 Started eProcurement in 2011

3. Old Process
 Goods or services were sourced by end users in each
department
 Paper requisitions were:
 filled out by the end user
 signed by the appropriate Budget Manager / PI /
Dept Head
 emailed, faxed, or sent through inter-department
mail to Purchasing
 Purchasing conducted a budget check, reviewed the
order, entered the order into Banner ERP system and
then contacts the vendor to finalize

4. Requisition Form

5. Approvals

6. Disadvantages
 Slow & timely process
 Excess use of paper
 Not streamlined towards preferred vendors
 No requisition process status tracking
 Duplication of order information at multiple stages
 Human error factor
 Decentralized order confirmations
 Information security
 Who’s signature is this?

7. Struggles
 Management change within the University
 Upper management buy in
 Decentralized process that differed per
department
 Breaking away from paper
 “….but this is how we’ve always done thing”
 Rumors

8. Re-Implementation Plan
 Start fresh
 Cost savings metrics for upper management
 Customized plan per department
 Browser role
 Internal sign off processes
 Shipping/billing addresses
 Created “eProcurement Specialist” position
 Departmental updates and recommendations

9. New Unimarket Process
 End user sources and creates a cart that is
automatically turned into an E-Requisition
 Paperless E-Req approved by Budget Managers /
Dept Heads in Unimarket via email workflow
 Approved E-Req goes through a budget check by
Purchasing before converting to a PO
 PO is automatically sent online or emailed to the
sourced vendor
 Email notifications/confirmation are sent from the
vendor to the end user
 PO’s are link to Banner ERP for live budget updates

10. Unimarket Advantages
 Paperless / green
 Faster process and elimination of duplicate info
 Stream lined market place of chosen preferred
vendors
 Extra firewall and increased information security
 Single sign on via Dori
 Option for advanced invoicing and receiving
 Purchasing categories per department / groups
 Data collection and trend identification
 Automatic notifications & live status updates are
available
 Order retention database
 Error accountability
 Proxy approvals

11. Training
 One on one training sessions
 Customize the process per the departments
needs
 Utilize relationship management skills
 Use the demographics to your advantage
 Let the system sell itself
 In-depth & color coordinate training manuals

12. Training

13. 2014 Stats
2014
Jan $6,554 $6,554 21 3
Feb $7,795 $7,795 13 4
Mar $4,614 $4,614 14 5
Apr $4,100 $4,100 14 5
May $3,560 $3,560 15 3
Jun $3,419 $3,419 13 5
Jul $30,408 $30,408 17 6
Aug $7,319 $7,319 18 5
Sep $13,335 $13,335 21 6
Oct $17,488 $17,488 37 6
Nov $4,240 $4,240 18 5
Dec $32,704 $32,704 21 4
Total Premium Transactions Buyers

14. 2015 Stats
Jan $14,299 $14,299 25 5
Feb $11,837 $11,837 27 6
Mar $29,037 $29,037 61 17
Apr $13,814 $13,814 57 14
May $42,198 $42,198 90 23
Jun $61,956 $57,696 133 27
Jul $615,637 $128,087 199 34
Aug $486,102 $144,609 195 43
Total Premium Transactions Buyers

15. Stats
 Current process time: 2.4 hours
 National average: 1.1 day
 Average order $2,275.40
 Live Users:
 420 Vendors
 227 Users
 Buyers
 Budget Managers
 Browsers
 18 Departments

16. Keeping the Momentum
 Goal – go completely paperless
 Full usage across campus
 Invoicing and receiving modules
 Integrate additional catalog suppliers
 Utilize contracts and agreements
 Create more preferred suppliers
 Bi-Annual departmental review sessions

17. Thanks!
 Contact Info –
 LinkedIn - Alex Orosz
 orosza@duq.edu
 412-396-6359