John Flynn, Director of Purchasing for Broome County, presented at the NYSAMPO Spring Conference on using technology to increase efficiency. He discussed how Broome County has used technology like redesigning their purchasing website, implementing paperless bid distribution through Empire State Purchasing Group, and automating approval processes in PeopleSoft. Broome County and NYSAMPO have also started using webinar platforms like WebEx to deliver more training content to wider audiences while reducing costs. Flynn concluded by taking questions from the group about how their organizations are using technology.

1. 5/5/2016
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Presented by:
John A. Flynn, Jr.
Director of
Purchasing for
Broome County
Presented at:
NYSAMPO Spring
Conference
5/12/2016
“USING TECHNOLOGY
TO YOUR ADVANTAGE”
USING TECHNOLOGY TO YOUR ADVANTAGE 1
ICE BREAKER: PEOPLE’S NUMBER ONE
FEAR IS PUBLIC SPEAKING!
USING TECHNOLOGY TO YOUR ADVANTAGE 2
I. INTRODUCTIONS AND EXPECTATIONS FROM
AUDIENCE
II. EXAMPLES FROM BROOME COUNTY
PURCHASING
III. GROUP DISCUSSION: HOW IS YOUR OFFICE
USING TECHNOLOGY TO IMPROVE
EFFICIENCY?
IV. FINAL THOUGHTS - TAKEAWAYS
V. ADJOURNMENT
TODAY’S AGENDA
USING TECHNOLOGY TO YOUR ADVANTAGE 3

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INTRODUCTIONS & EXPECTATIONS
USING TECHNOLOGY TO YOUR ADVANTAGE 4
BC PURCHASING 2006
 5,000 – 6,000 Purchase
Orders
 120 Formal
Solicitations
 500-600 Purchasing
Approvals
 Surplus and County
Auction
STAFFING: 6 FTE
BC PURCHASING 2016
 5,000 – 6,000 Purchase
Orders
 150 Formal
Solicitations
 500 - 600 Purchasing
Approvals
 Travel and P-Cards
Administration
 Surplus and County
Auction
STAFFING: 3.5 FTE
EVERYONE HAS THE SAME PROBLEM:
MORE WORK & LESS STAFF!!!
USING TECHNOLOGY TO YOUR ADVANTAGE 5
MORE WORK WITH LESS STAFF USING
THE SAME METHODS = INSANITY!!!
USING TECHNOLOGY TO YOUR ADVANTAGE 6

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OLD GREETING NEW GREETING
EXAMPLE #1: PURCHASING
HOMEPAGE REDESIGN
USING TECHNOLOGY TO YOUR ADVANTAGE 7
 VENDOR REGISTRATION LINK
 LEGAL NOTICES FOR ALL FORMAL
SOLICITATION
 UNOFFICIAL BID RESULTS (HUGE
TIMESAVER!)
 INFORMATION OF COUNTY SURPLUS
AUCTIONS
 FORMAL AWARD LETTERS
 AGENDA AND MINUTES FROM BOARD OF
ACQUISITION AND CONTRACT (BAC)
MEETINGS
 “BRAG” SECTION
CONTENT ADDED TO WEBSITE AFTER
REDESIGN
USING TECHNOLOGY TO YOUR ADVANTAGE 8
“BRAG” SECTION OF WEBSITE
USING TECHNOLOGY TO YOUR ADVANTAGE 9

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PURCHASING STAFF EMPOWERED TO MAKE CHANGES
AND POST CONTENT (PREVIOUSLY DONE BY COUNTY IT)
IMPROVED TRANSPARENCY (MEDIA, GOVERNMENT
WATCHDOG GROUPS)
REDUCTION IN FOIL REQUESTS
REDUCTION IN VOLUME OF REPETITIVE PHONE CALL
REQUESTS FOR INFORMATION (E.G. BID RESULTS)
QUICK FEEDBACK TO THE VENDOR COMMUNITY
MORE TIME FOR STAFF TO CONCENTRATE ON
“VALUE ADDED” WORK
BENEFITS OF
PURCHASING WEBSITE UPGRADE
USING TECHNOLOGY TO YOUR ADVANTAGE 10
 DOCUMENTS ARE NO LONGER PRINTED AND MAILED TO
VENDORS; PURCHASING DOES NOT MAINTAIN VENDOR LISTS;
DOCUMENT DISTRIBUTION IS DONE “EXCLUSIVELY”
THROUGH THE EMPIRE STATE PURCHASING GROUP
(ESPG)
 VENDORS MUST REGISTER OBTAIN DOCUMENTS!
 PURCHASING WILL PRE-REGISTER VENDORS IF NECESSARY
 PURCHASING PROVIDES TRAINING FOR VENDORS WHEN
REQUESTED
EXAMPLE #2:“PAPERLESS”
DISTRIBUTION OF BID DOCUMENTS
USING TECHNOLOGY TO YOUR ADVANTAGE 11
VENDOR VIEW IN EMPIRE STATE
PURCHASING GROUP
USING TECHNOLOGY TO YOUR ADVANTAGE 12

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ANALYTICAL DATA AVAILABLE TO
PURCHASING
USING TECHNOLOGY TO YOUR ADVANTAGE 13
PRESS RELEASE TO PROMOTE
“PAPERLESS” BID DISTRIBUTION
USING TECHNOLOGY TO YOUR ADVANTAGE 14
 NO NEED TO KEEP INDIVIDUAL VENDOR LISTS!
 VERY EFFICIENT FOR CONSTRUCTION BIDS WITH SPECS AND
DRAWINGS (NO DEPOSIT REQUIRED FOR DOCUMENTS)
 ESPY PROVIDES USEFUL ANALYTICAL DATA FOR PURCHASING
(NUMBER OF NOTICES, DOCUMENT VIEWS AND MWBE STATS)
 ANNUAL SAVINGS OF $5,000 - $10,000 (PRINTING AND
MAILING) PLUS STAFF TIME
MORE TIME FOR STAFF TO CONCENTRATE ON “VALUE ADDED”
WORK
BENEFITS OF
“PAPERLESS” BID DISTRIBUTION
USING TECHNOLOGY TO YOUR ADVANTAGE 15

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EXISTING PAPER SYSTEM
NEW PEOPLESOFT
SYSTEM
EXAMPLE #3: AUTOMATION OF PURCHASING/BAC
APPROVAL PROCESS (UNDER DEVELOPMENT)
USING TECHNOLOGY TO YOUR ADVANTAGE 16
EXISTING PAPER SYSTEM
Paper requests are
hardcopy & delivered via
“snail mail”
Purchasing tracks down
missing documents (e.g.
insurance requirements);
hardcopy forwarded to Law
Department
Completed requests are
processed by Law
Department
NEW PEOPLESOFT SYSTEM
Paperless request and
backup information is
submitted via PeopleSoft
Incomplete requested are
“rejected” by Purchasing
with instructions
Paperless transfer of
completed requests to Law
Department
New System should be
operational by 6/1/2016
EXISTING VS. NEW SYSTEM
USING TECHNOLOGY TO YOUR ADVANTAGE 17
PEOPLESOFT “WORKLIST”
USING TECHNOLOGY TO YOUR ADVANTAGE 18

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 PURCHASING NO LONGER HAS TO HANG ONTO
INCOMPLETE REQUESTS!
 ELECTRONIC DOCUMENT ROUTING AND TRACKING
 ELIMINATION OF THE NEED TO COPY AND DISTRIBUTE
DOCUMENTS THROUGH INTEROFFICE MAIL
 IMMEDIATE FEEDBACK FOR INTERNAL CUSTOMERS
(DEPARTMENT HEADS AND FISCAL CONTACTS)
MORE TIME FOR STAFF TO CONCENTRATE ON “VALUE
ADDED” WORK
BENEFITS OF AUTOMATED PURCHASING
APPROVAL SYSTEM
USING TECHNOLOGY TO YOUR ADVANTAGE 19
PURCHASING NEEDED A WAY TO FIND A MORE
EFFICIENT WAY TO:
HOST BIDDER’S CONFERENCES
PARTICIPATE IN COMMUNITY OUTREACH
PROGRAMS
TRAIN VENDORS HOW TO USE TOOLS SUCH AS
EMPIRE STATE PURCHASING GROUP
TRAIN INTERNAL CUSTOMERS/USERS ON
REQUISITION SYSTEM
EXAMPLE #4: INCREASE ACCESS TO
PROGRAMS THROUGH WEBINARS
WEBINAR WORKGROUP 20
WEBINAR PLATFORM CHOICES
WEBINAR WORKGROUP 21

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 BROOME COUNTY PURCHASING PURCHASED A LICENSE
FOR WEBEX MEETING CENTER (UP TO 25 PARTICIPANTS)
 NYSAMPO PURCHASED A LICENSE FOR WEBEX EVENT
CENTER (UP TO 100 PARTICIPANTS)
 BOTH SYSTEMS HAVE THE ABILITY TO RECORD SESSION
 BOTH SYSTEMS ARE SCALABLE AS NEEDS CHANGE
OUR CHOICE: CISCO WEBEX
WEBINAR WORKGROUP 22
WEBINAR
 SHORT DURATION
(USUALLY 1 HOUR)
 GOOD FOR SPECIFIC
TRAINING OR
BRIEFINGS
 VERY LIMITED
OPPORTUNITY TO
NETWORK
 VIRTUALLY NO TIME OR
OPPORTUNITY COSTS
CONFERENCE
 LONGER DURATION (2
TO 3 DAYS)
 GOOD FOR LEARNING
ON A WIDE VARIETY OF
TOPICS
 MANY OPPORTUNITIES
TO NETWORK
 SIGNIFICANT TIME AND
OPPORTUNITY COSTS
MOVING FORWARD: NYSAMPO WILL
OFFER WEBINARS TOO!
WEBINAR WORKGROUP 23
DELIVER MORE TRAINING CONTENT TO A WIDER
AUDIENCE
REDUCE TRAVEL AND OPPORTUNITY COST
WEBINARS CAN BE RECORDED AND PLAYED AT ANY
TIME
WEBINARS CAN BE CUSTOMIZED TO MEET MEMBERS
NEEDS
WEBINARS CAN BE ORGANIZED ON SHORT NOTICE
WEBINAR BENEFITS
FOR BROOME COUNTY AND NYSAMPO
WEBINAR WORKGROUP 24

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GROUP DISCUSSION: WHAT ARE YOU DOING IN
YOUR ORGANIZATION?
USING TECHNOLOGY TO YOUR ADVANTAGE 25
EXAMPLES FROM THE GROUP
DISCUSSION
USING TECHNOLOGY TO YOUR ADVANTAGE 26
EXAMPLES FROM THE GROUP
DISCUSSION (CONTINUED)
USING TECHNOLOGY TO YOUR ADVANTAGE 27

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FINAL THOUGHTS / TAKEAWAYS
USING TECHNOLOGY TO YOUR ADVANTAGE 28
John A. Flynn, Jr.
Director of Purchasing
Broome County
Phone: (607) 778-2382
E-Mail: jflynn@co.broome.ny.us
LinkedIn: https://www.linkedin.com/in/jaflynnjr
Website: www.gobroomecounty.com/purchasing
THANK YOU!
QUESTIONS - CONTACT INFORMATION
USING TECHNOLOGY TO YOUR ADVANTAGE 29