Evolution Of An SRM Program Lisa Deal, Asst VP & CPO, University of

Evolution Of An SRM Program Lisa Deal, Asst VP & CPO, University of Florida Billy Grimmett, National Program Manager, Office Depot Shane Roach, Co-Owner, Mister Paper 10/25/18

Agenda Introduction - UF synopsis - Office Depot / Mister Paper synopsis History & Evolution of the SRM program Components of the SRM program - Business Review Process - Contract Compliance - Escalation & Issue Resolution - Collaborative Projects Questions

UF Procurement Services https://procurement.ufl.edu/ UF has over 600 departments with 15,000 staff and faculty 8 Procurement Agents in 4 commodity teams MRO/Construction Research & Scientific Services & Events Total Office PCard team Help Desk Contract Management & Procurement Systems Management team

UF Procurement Services Vision: Set a standard of excellence by creating partnerships with customers and leading innovatively in strategic sourcing, contract management, and efficient procurement processes to facilitate the UF mission and create outstanding value for the University. Mission: Support the University of Florida by purchasing and providing quality goods and services at competitive prices and providing responsive and responsible service to all University departments. Primary Goal of the Supplier Relationship Management Program (SRM): To maximize the value of the interactions between the University and its most strategic suppliers of goods and services through a two-way, mutually beneficial relationship.

Office Depot & Mister Paper Office Depot/Mister Paper Relationship Partners supporting UF since 2007, over 11 years Blend of local vendor relationships and service with the Retail Stores, Technology and sourcing support from a National Company Nationwide support and delivery Vendor Benefits of SRM Increased Communication Strategic vs Transactional Relationship Additional Revenue Opportunities

Florida State University System Contract

History & Evolution of the UF SRM Program Before: Inconsistent meetings with suppliers Inconsistently provided data Inconsistent validation of compliance Contracts tracked via spreadsheet Supplier-driven agenda and meetings No coordinator of SRM After: Meet with contract suppliers on a consistent basis (quarterly, semi-annual, annual) Suppliers provide data on a consistent, periodic basis

History & Evolution of the UF SRM Program After (cont’d): Buyer participation in business reviews Collaborative agenda eTracker for contracts (Jaggaer) Verify data adheres to contract transparency & trust Follow-up on action items arising from business reviewsUniversity & Supplier Campus attendance in business reviews Survey campus re: supplier Create scorecard for supplier (spend info, trends, survey results, metrics, notable highlights) Will meet with 40 suppliers in FY 2019

Components of the SRM Program – Business Review Survey campus Create scorecard Create agenda with campus, supplier, and procurement input Attendance: buyers, supplier, and if applicable, campus end users Review old business & takeaways Review supplier provided data Create data sheet for meeting (created by Contract Analyst) eProcurement review Post-meeting: create summary with action items and forward to all stakeholders. Business Review Process – Supplier Perspective

Supplier Name: XYZ Company Supplier Performance Snapshot Review Period: Q3 2016 Date: November 30, 2016 Contract Highlights Contract Name: ITN16SN-xxx Contract Term: 9/ 30/ 16 to 9/ 29/ 20 Renewals: Two 1 year renewals Invoicing Method: E-Invoicing Eprocurement Delivery Type: Punchout Pricing Method: List less discount Contract Team: Research and Scientific Payment Discount: 2% Net 10 Customer Satisfaction Supplier Metrics Current Previous Target Actual Target Actual E-Invoice Delivery 99% 100% 99% 98% PO/Invoice Match % 99% 100% 99% 98% Price Accuracy 99% 100% 99% 98% On-time Delivery 99% 100% 99% 98% Order Accuracy 99% 100% 99% 98% Spend On Hotlist % Spend - myUFMkt % 99% 99% 100% 100% 99% 99% 98% 98% Campus Spend Campus Spend Trend FY 2016 FY 2017 PCard 100,000.00 Pcard 150,000.00 AP 700,000.00 AP 750,000.00 Total 800,000.00 Total 900,000.00 YOY % Change: Pcard 50.00% AP 7.14% Total 12.50% Top Commodities Laboratory and scientific equipment and accessories Laboratory Measuring, Observing, & Testing Equipment Laboratory supplies and fixtures Fume hoods or controlled flow cabinets or stations Domestic appliances Department AG-Microbiology & Cell Science Savings & Cost Avoidance Spend Savings 60,000.00 Delivery Savings 15,000.00 Pharmacy - Office of the Dean MD-Pathology-General Engineering-Biomedical MD-Pathology-Diabetes Successes & Challenges Market Share 14% 18% 45% 56% 23% Total Spend 241,263.86 106,248.17 72,615.03 70,505.68 66,484.30 Current & Past Projects

Components of the SRM Program – Contract Compliance Request consistent periodic supplier provided data Possible credits issued to departments Track metrics Track expiration dates and renewals Creates trust and transparency

Components of the SRM Program – Escalation & Issue Resolution Key to successful issue resolution is a strong University-Supplier relationship Open channel of communication Strong relationship leads to quick resolution to problems and positive reaction from campus Examples

Components of the SRM Program – Collaborative Projects Sharing data Promote supplier to campus: email blast, newsletter, vendor show Help supplier make connections – provide contacts Collaborate on efficiencies and cost savings to both University and supplier Examples

Thank You Questions?

Lisa Deal [email protected] Steven Neal [email protected]