Reimagine Purchasing – Multi-year Process Improvement
Project Leader: James Hargett
Project Manager: Maria Ebner-Smith
Project Objective: Implement continuous improvements to the Purchasing process, focused on enhancing the user experience and streamlining processes.
Stakeholders:
- Faculty
- Staff
- Students
- Community
- Board of Trustees
Timeline:
- FY24:
- Update Board of Trustee Policies: BOT Procurement Policy and BOT Contracting and Employment Appointment Authority
- Update Procurement bid thresholds via VP F&A Exception and Replacement for Policy #1000
- Implement visual compliance for vendors (tracking to ensure vendors are not barred from doing business with governmental entities).
- Update buyer assignments to specific departments, creating a Purchasing Business Partner model
- Update Purchasing website including revamping preferred vendor page, updating training manual and improving requisition status report
- Develop vendor profile database to track DEI vendors and report activities
- Award additional preferred vendor agreements to increase campus-wide efficiencies (catering, transportation)
- Expand involvement with Michigan Supplier and Diversity Council
- Communication and training to users on Purchasing process improvements
- FY25
- Update Purchasing Policy #1000, incorporating updates from 2024 updated BOT polices
- Create Purchasing FAQs and add to website
- Update change order form
- Award additional preferred vendors starting with events; solicit campus input for additional preferred vendor categories
- Initiate RFP for vendor insurance certificates, working collaboratively with Risk Management
- Enhance DEI initiatives within department
- Standardize the RFQ/RFP Process by buyers within Purchasing department
- FY26-FY27
- Evaluate tools and processes for multi-year purchase orders to assist with forecasting
- Initiate RFP for new vendor onboarding system to streamline process, working collaboratively with Accounts Payable
