SciQuest = $aving$
Implementation at UTSA
Purchasing & Distribution Services
Office of Financial Affairs (http://www.utsa.edu/financialaffairs/)
1
What is SciQuest?
• Intuitive and comprehensive online shopping tool
• Connects directly to PeopleSoft purchasing
application
• Offers end-users a “shopping cart” experience
• Designed to make day-to-day purchases easier
Office of Financial Affairs
Purchasing & Distribution Services
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Does it Replace PeopleSoft? No!
• Purchasing function is front end tool to the
PeopleSoft purchasing function
• PeopleSoft remains the system of record
• Creation of Requisitions and Purchase Orders
made simpler and easier in SciQuest
• No duplication of work
• Additional features and controls complementing
the process will be enhanced in workflow
Office of Financial Affairs
Purchasing & Distribution Services
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Benefits to the end-user
• One-stop shopping experience for
effectiveness (achieving objective) and
efficiency (minimizing resources)
• Ability to search for a wide range of products
on UTSA or UT Systems contracts
Office of Financial Affairs
Purchasing & Distribution Services
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Benefits to the end-user
(Cont’d)
• Ability to compare items side-by-side
• “Shoppers” can create templates for regular
purchases
•
Easy search of your buying history
Office of Financial Affairs
Purchasing & Distribution Services
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Benefits to UTSA
• Reduced time for end-users to purchase from
catalogs [Labor $avings - Efficiency]
• Allows UTSA to direct spend with preferred
vendors [Cost $avings - Effectiveness]
• Stronger position to negotiate better prices and
services [Cost $avings - Effectiveness]
Office of Financial Affairs
Purchasing & Distribution Services
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Benefits to UTSA (Cont’d)
• Increase HUB activity [UTSA Goals Effectiveness]
• Continued requisition approval outside of
department (e.g. Chemicals) [Process Effectiveness]
• Email notifications to other stakeholders (e.g.
Capital Equipment) [Communication Effectiveness]
Office of Financial Affairs
Purchasing & Distribution Services
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Benefits to UTSA (Cont’d)
• Integrated comprehensive sourcing tool for
bidding [Process - Efficiency]
• Enhanced security & accountability optional
at user level [Control - Effectiveness]
• Comprehensive reporting [Communication Effectiveness]
Office of Financial Affairs
Purchasing & Distribution Services
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Benefits to UTSA (Cont’d)
• More flexible to customize to our processes
[Process - Effectiveness]
• Reduces PO match exceptions
[Process - Efficiency]
Office of Financial Affairs
Purchasing & Distribution Services
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Implementation Timeline
Highlights
• August 2016 – Project Start
• September 2016 – Define Business Processes
• November 2016 – Finalized Business
Processes & Campus Engagement
Office of Financial Affairs
Purchasing & Distribution Services
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Implementation Timeline
Highlights
• February 2017 – Campus-wide Training
• May 2017 – Go Live!
Office of Financial Affairs
Purchasing & Distribution Services
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Project Management Team
Executive
Committee
Focus Group
Project
Management
Advisory
Committee
Core Project
Team
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Purchasing & Distribution Services
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Purchasing & Distribution Services
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Financial Affairs
Purchasing & Distribution Services
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Example - UTSA Preferred Suppliers
( i.e., Direct $pend)
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Purchasing & Distribution Services
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Purchasing & Distribution Services
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Direct Spend = Cost $aving$
“Showcase Suppliers” section
Ability to highlight preferred suppliers and
standardize purchases of
• Manufacturers
• Items
• Models
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Purchasing & Distribution Services
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Direct Spend = Cost $aving$
“Showcase Suppliers” section
• Standardize available equipment
maintenance of
• Copiers
• Computers
• Printers
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Purchasing & Distribution Services
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Direct Spend = Cost $aving$
“Showcase Suppliers” section
Also standardize
• Supplies
• Office
• Lab
• Computer
• MRO (Maintenance, repair, and
overhaul)
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Purchasing & Distribution Services
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Punch Out and Hosted Catalogs
“Catalog” is a supplier’s product offering
Two types of catalogs:
1. Punch Out
2. Hosted
Office of Financial Affairs
Purchasing & Distribution Services
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Punch Out and Hosted Catalogs
Punch Out: Integrated external links to a
supplier’s web-based catalog.
• User exits SelectSite to search and select products
from a supplier’s web catalog and places items in the
SelectSite shopping cart
• Selected items are then submitted through standard
requisition/order process
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Purchasing & Distribution Services
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Punch Out and Hosted Catalogs
Hosted: An online version of a supplier’s printed
catalog
• Contains product data and details along with pricing
information for each item
• When a product search is performed in SelectSite, the
products in all of the hosted catalogs are searched
• Search results contain product information from all
suppliers depending on the search criteria entered by
the user
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Purchasing & Distribution Services
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Purchasing & Distribution Services
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Purchasing & Distribution Services
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Purchasing & Distribution Services
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Purchasing & Distribution Services
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Search Capabilities By:
• Supplier
• Manufacturer
• Part Number or SKU
• Item Description
• Exact Phrase
• Produce Category (office, lab, or computer
equipment or supplies)
• Product Sub-Category (copy paper, chemicals or
flat monitor)
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Purchasing & Distribution Services
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Search Capabilities
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Purchasing & Distribution Services
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Comparing Items
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Purchasing & Distribution Services
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Purchasing & Distribution Services
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Possibilities are $ignificant
Direct spend to preferred suppliers is geared
to minimize maverick spending to unapproved
suppliers
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Purchasing & Distribution Services
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With unapproved suppliers,
• Purchasing process takes longer: as
much as twice the time
• May not provide the best overall value
to UTSA
• May be on the debarred list
• Competes against preferred suppliers
Office of Financial Affairs
Purchasing & Distribution Services
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Unapproved Suppliers (Cont’d)
• Hinders our negotiating position to
increase overall value
• Quality or services may be sacrificed
for bottom line price
• Products or services may not meet
standards
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Purchasing & Distribution Services
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Unapproved Suppliers (Cont’d)
• Defeats consolidation and
standardization university-wide
• Typically costs extra
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Purchasing & Distribution Services
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Consolidation and Standardization =
$AVING$
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Purchasing & Distribution Services
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QUESTIONS
Office of Financial Affairs
Purchasing & Distribution Services
Thank you!
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Office of Financial Affairs