BEN Buys & the Penn Marketplace
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BEN Buys & the Penn Marketplace A Competitive Advantage for Participating Suppliers Ralph Maier & Vira Homick Purchasing Services November 11, 2005. Presentation Agenda. BEN Buys Purchasing System About the Penn Marketplace

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BEN Buys & the Penn MarketplaceA Competitive Advantage for Participating Suppliers Ralph Maier & Vira Homick Purchasing Services November 11, 2005


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Presentation Agenda

  • BEN Buys Purchasing System

  • About the Penn Marketplace

  • Benefits to Penn & Participating Suppliers

  • Supplier Enablement Strategy

  • Community & Diversity Supplier Inclusion

  • Diversity Supplier Manager

  • Supplier Requirements & Statistics

  • Penn Marketplace Demo

  • Supplier Showcase Demo

  • Next Steps


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BEN Buys Purchasing System

  • Electronic purchasing system that provides point-of-demand ordering for authorized faculty and staff

  • Delegated order creation and final approval for orders <$5,000 to over 1,700 system users

    • Requires suppliers to be in the approved supplier database

  • All purchase orders are transmitted to suppliers via auto-fax or electronic data interchange (EDI)

    • At a minimum, suppliers must be able to receive fax orders

    • Suppliers must plan for a future of electronic document transition and electronic invoicing

    • www.purchasing.upenn.edu/buytools/benbuys.php


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About the Penn Marketplace

  • Penn’s private online supplier exchange containing preferred supplier catalog contract & Penn specific pricing

  • Launched in January 2002, a third party application hosted by SciQuest Incorporated

    • www.sciquest.com

  • Over 5M items from 136 suppliers available to 1,700 authorized faculty and staff

  • Integrated into the BEN Buys electronic purchasing system


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Benefits to Penn

  • Makes purchasing easy for faculty and staff which drives utilization of approved buying methods and preferred suppliers

  • Provides easy access to products, product availability, and related information

  • Automated purchase-to-pay process reduces effort, cycle time, and administrative costs

  • Increases accuracy of data and dramatically reduces errors and rework

  • Enables Penn to leverage buying power and shift spend to participating suppliers resulting in lower cost for products and services


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Benefits to Participating Suppliers

  • Provides product visibility to authorized buyers in the Schools and Centers

  • Opportunity to develop new or enhance existing business relationships

  • No-charge business model with flexibility of hosted catalog content or punch-out to supplier’s Penn specific ordering site

  • Opportunity to participate in the Supplier Showcase for internal web based marketing of new products and Penn specific promotions

  • Participation in the annual Penn Marketplace Supplier Show


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Supplier Enablement Strategy

  • Provide maximum value to the Penn buying community by targeting suppliers for all major commodities

  • Primary focus on Penn’s high transaction volume suppliers

  • Recruitment of targeted “mission critical” suppliers

  • Recruitment of local community based and diversity owned suppliers


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Community & Diversity Inclusion

  • Participation in Penn’s eBusiness initiatives is a challenge for most small and diversity suppliers

  • Gap between Penn’s eBusiness requirements and supplier capabilities

  • Required innovative approach to community and diversity supplier inclusion

  • Basis for a partnership between Penn and SciQuest for the Diversity Supplier Manager Project


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Diversity Supplier Manager Project

  • Partnership launched in July 2004

    • Penn was SciQuest’s 1st DSM customer

  • SciQuest to provide supplier specific training and content development assistance to targeted suppliers

    • Penn assumed cost for supplier specific training

    • Target of five new suppliers per fiscal year

    • Suppliers to develop skills to assume responsibility after one year

  • Five Phase I suppliers successfully enabled in FY 2005

  • Details available at:

    www.purchasing.upenn.edu/buytools/div_manager.php


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Supplier Requirements

  • Participating suppliers must partner with SciQuest to manage Penn specific catalog content and pricing

    • Designated supplier resource to work with Penn Purchasing and technology business partner

    • Requires the development and on-going management of electronic catalog content and price files

    • Timely content and price file updates in accordance with the terms and conditions of negotiated pricing agreement

    • Hosted catalog content or punch-out to Penn specific ordering site for high product volatility commodities


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Supplier Statistics

  • 136 participating BEN Buys suppliers as of November 1, 2005

    • 25 of 136 are diversity owned suppliers

  • Participating suppliers received 68% of all purchase order transactions in FY 2005

    • Approaching 70% in FY 2006 (YTD)

  • Purchase dollars with participating suppliers was approximately $115M in FY2005

    • $27M in FY2002

  • No enabled supplier has ever dropped out of the Penn Marketplace


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Next Steps!

  • Suppliers interested in establishing a new or expanding an existing business relationship with Penn should contact Vira Homick, Associate Director for eBusiness

  • How to Join the Penn Marketplace Web Site

    • www.purchasing.upenn.edu/for_suppliers/pm_invitation.php

  • An electronic copy of this presentation is available in the “Purchasing Presentations” section of Purchasing in the News web site

    • www.purchasing.upenn.edu/about/in_news.php


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