What is New at State Purchasing Division Webinar

1. What is New at State Purchasing Division Webinar November 7, 2007

2. T Agenda • Welcome • SPD Organization • Customer Service • Business Improvement • Sourcing • Training • Purchasing Card • Legal • Questions and Answers

3. What is New at State Purchasing Division Tim Gibney Assistant Commissioner State Purchasing Division

4. Thank you for Joining us!

5. T Organizational Chart and Staffing

6. T Organizational Chart – Knowledge Center

7. T Organizational Chart – Strategic Sourcing

8. T Programs • Strategic Sourcing • Focused attention on working with stakeholders • Planning procurements (P-D-I-M) • Knowledge Center • Information systems • Business process improvements • Increased and improved communications • Training programs • Outreach to vendors, agencies and colleges/ universities

9. T Metrics – Managing our Work • Increasing our training and certification efforts • Delegation of purchasing authority to agencies/universities • Reducing cycle time for RFxs • Increasing Statewide contracts • Reducing protests and protest response/resolution time • Increasing Purchasing Card managed spend

10. T Other Topics • State Facilities Service Survey – Due November 14th • Governors emergency proclamation on water use

11. T Agenda Today - Presenters • Customer Service – Gina Tiedemann, Director of Customer Advocacy • Business Improvement – Kelly Loll-Jones, Director of Knowledge Center • Sourcing – Terry Doumkos, Director of Strategic Sourcing • Professional Development – Dr. Mirna Barker, Chief Learning Officer • Purchasing Card Program – Donna Rayner, P-Card Program Manager • Legal Information – Mary Scruggs, J.D., Legal Counsel

12. Questions? ?

13. Customer Service Gina Tiedemann Director Customer Advocacy

14. G Customer Service – FY 07 Customer Survey Results and Action Plans As a result of our customer survey, SPD is vigorously planning and implementing strategies with the goal to meet or exceed your expectations. We have identified six (6) top areas for improvement. • Communications • SPD website • Lack of responsiveness • Tool enhancements and process efficiencies • Looking up NIGP codes in PeopleSoft • Inability to award a bid on the day it closes You can expect more information pertaining to these areas and others in the near future.

15. G Customer Service – Regional Conferences Four conferences – South, Middle, North Georgia and Metro Atlanta Agenda • Welcome by Tim Gibney, DOAS Assistant Commissioner – Procurement • SPD leadership introductions • “Birds of a Feather” type breakouts for tabletop discussions on topics of interest to participants Dates/locations • Atlanta – November 27th, Twin Towers • Tifton – December 11th, UGA RDC Facility • 11am – 2:30pm, lunch included • Middle and North Georgia dates and locations - TBD Audience • Agency & college/university procurement staff • Business/program managers who participate in the procurement process (requisitioning, solicitation, etc.)

16. G Customer Service – New Website Development SPD has engaged in the initiative to re-design the current website • Updating existing documents and taxonomy • Soliciting feedback from customer agencies • Issue RFP for Web Design & Support • Customer agencies to assist in the design and evaluation process • Implement SharePoint collaboration software

17. G Customer Service – Quarterly Newsletter State Purchasing Marketing & Communications Team will publish a quarterly newsletter that will provide timely information to our customers. The inaugural edition will feature articles of interest such as : • Message from Tim Gibney, Assistant Commissioner - Procurement • Spotlight on customer agencies • Team Georgia Marketplace updates • Training updates • Introduction of new SPD staff members and much more

18. Questions? ?

19. Business Improvement Kelly Loll-Jones Director Knowledge Center

20. Team Georgia Marketplace (TGM) Implementation • Stage I - Solicitation Process– Completed • Cherry Road Technologies Selected as Implementation Partner • Stage II - Project Implementation/Pilot Program – July 2007 to May 2009 • Project Initiation Phase (September – early October, 2007) • Pilot agencies selected (DHR, GDC, DOAS/SPD) • Initiative (& resulting system) officially named via statewide contest • Core Workgroup established • Pilot agencies • 8 top spend – DOT, DHR, DCH, GDC, GTA, DNR, DJJ, DOE • BOR, Large university – Georgia Tech, Small university – Georgia Gwinnett • 2 medium spend – DEcD, GFC • 2 small spend – OPB, GPSTC • DOAS • Audits • Project kick-off meeting held

21. Team Georgia Marketplace (TGM) Implementation - continued • Stage II - Continue • Planning & Analysis Phase (early October, 2007 – February, 2008) • Initial Steering Committee meeting held (will meet monthly) • Requirements gathered from 3 pilot agencies (Complete) • Requirements will be validated by Core Workgroup agencies & universities (Completion date November 28th) • Fit/gap sessions will be held with pilot agencies and Core Workgroup agencies & universities on all modules (beginning December 3rd) • Gaps will be analyzed and decisions made concerning inclusion • Project schedule will be reviewed based on outcomes of Fit/Gap • Tentative schedule for remainder of project * • Design & Development Phase – target completion June, 2008 • Testing & Training Phase – target completion November, 2008 • Deployment Phase (System “Go Live” for 3 pilot agencies) – target January, 2009 • Master Plan for Statewide Roll Out – target completion February, 2009 • Closing Phase & Post Implementation System Stabilization/Support – target completion July, 2009 • Stage III - System Support/Statewide Roll Out – May 2009 to May 2010

22. Team Georgia Marketplace (TGM) Project Objectives • Create a Self sufficient SPD supported eProcurement System • Install and configure six (6) eProcurement/Supplier Relationship Modules • ePro • Strategic Sourcing • Contract Management • Catalog Management • eSupplier Connect • Supplier Rating (on hold)

23. eQuote Phase II Enhancements – Roll Out March

24. GPR Changes – Roll Out January GPR Changes: • Posting to the GPR will be tied to the Agency’s Delegated Purchasing Authority (DPA) • Tables Will Assist Agencies in Knowing their Authorized Limits • Automating the Approval Process for Request’s to Exceed Agency Delegate Purchasing Authority or to Issue an RFP • Automating the NOIA Process for Purchases over $100,000 • Ability to Identify Exempt Purchases to Expedite Processing

25. NIGP Codes • State Purchasing has acquired licensing for statewide usage of the 11-digit NIGP codes. • Board of Regents – each college/university will be allowed one license for their purchasing system. • Update People Soft and GPR with latest version of NIGP Codes

26. Questions? ?

27. Strategic Sourcing Terry Doumkos Director Strategic Sourcing

28. Strategic Sourcing What is it? How can you help SPD? • Strategic Sourcing vs. Tactical • Progressive “best in class” ideologies • Category Expertise • CRM/SRM • Strategy varies with sourcing event • Collaborative participation of customers and vendors • Objectives:- Lowest Total Cost Of Ownership- Consolidation Of Spend- Proactive sourcing management • PARTICIPATE on Sourcing Teams when appropriate • Gather as much information on spend as possible – exchange information • Encourage your end users to provide the Sourcing Team with input, and/or participate on team • Provide feedback on supplier performance • Get engaged early • Pre-project planning Each cluster’s staff will possess the necessary process, commodity and/or service expertise to assist in all phases of the Standard Procurement Process Benefits of Strategic Sourcing • Lowest Total Overall Life Cycle Cost • Mitigates Risk and Optimize Spend • Fairness For You And The Supplier • Best Use Of Taxpayer Money • Enhance Proven Methodology For Obtaining Best Results • Maintain Improved Systems For Sourcing And Historical Information, Which Leads To Better Buys and Increase Service Level

29. Director Strategic Sourcing Terry Doumkos tdoumkos@doas.ga.gov dmitchell@doas.ga.gov Manager Plant, Ppty & Infstr. Darryl Mitchell Manager Goods Dennis King dking@doas.ga.gov Manager I.T. & Telecom Brian Wirpsa bwirpsa@doas.ga.gov dblount@doas.ga.gov Manager Services & Projects Debra Blount Strategic Sourcing Support – Vertically Aligned Category Management Your Support Partners Are: • I.T. • Hardware • Software • Services • Telecom • Hardware • Services • Specialized Hardware • MRO • MRO Supplies • Goods & Raw Materials • Furniture • Office Supplies • Goods • Medical Supplies • Agricultural Supplies • General Supplies • Food & Food Supplies • Law Enforcement Equipment and Supplies • Commercial Services • Banking Services • Logistics Services • Professional Services • Management Consulting • Accounting & Financial Services • Human Services • Health Insurance • Health & Human Services • Fleet & Travel • Fleet • Equipment • Travel • Construction • Road • Building • Utilities • Waste/Sewage • Fuels Each cluster’s staff will possess the necessary process, commodity and/or service expertise to assist in all phases of the Standard Procurement Process

30. Strategic Sourcing - Early Involvement • Cross – group pre-project planning and collaboration • Identifying your Procurement lead/support • Shorter cycle times = faster completed sourcing initiatives/events • Collaborative SOW and guidance on specifications • Streamlined processes and join partnership • Best value-added and overall return for our Tax payers

31. New SWC Pipeline • Agricultural Supplies 11/30/07 • IT Hardware 12/30/07 • IT Staffing 12/30/07 • Medical/Lab Equipment Supplies 11/30/07 • Tractors/Mowers/ATV’s/UTV’s 12/01/07 • MRO 12/30/07 **For a comprehensive list of existing SWC’s, please visit:http://ssl.doas.state.ga.us/PRSapp/PR_StateWide_contract_menu.jsp (This list is modified as SWC’s are added – please visit this link on a regular basis)

32. SPD Communication/Marketing SWC’s Distribution of Information (MARCOM) Partnership/ Collaboration • List Serve • -APO • -UPO • -Other (Procurement Officials) • -Finance • Web Page • http://ssl.doas.state.ga.us/PRSapp/PR_StateWide_contract_menu.jsp • Newsletter (Georgia Purchaser) • Conferences RFP/Executed SWC

33. Questions? ?

34. Training Mirna Barker Chief Learning Officer Professional Development

35. M Training Information Additional Third-Party Training Classes to be Scheduled for Next Calendar Year Training Schedule posted Training Classes Schedule through June FY08 Additional Training Classes to be Scheduled in Other Cities Throughout the State

36. M New Instructor-Lead Training Courses Writing Basic Specifications (1 day) Writing Request for Proposals (RFPs) (1 + ½ days)

37. M New Training Courses Available Writing Basic Specifications The purpose of this training session is to help you understand the relationship between the buyer, the end-user, and the vendor in the solicitation process and the importance and basic methods of writing clear and accurate specifications that are the basis of that communication process. This training will combine lecture and both small group as well as hands-on activities. Writing Requests for Proposals The purpose of this training session is to help you understand the entire Request for Proposal (RFP) process. The course begins with an explanation of when to use an RFP instead of an Request for Quotation (RFQ). Then, it includes a discussion of the critical aspects associated with the Statement of Work (SOW) and an introduction of the State Purchasing Division eRFP template which you use to create the RFP. During the class you practice evaluating vendor responses and making a sample award.

38. RFP Clinic schedules will be posted with the Training Schedules on the Training Schedules web page • The RFP Clinic is scheduled to follow the Writing RFPs training class. It is recommended to attend the Writing RFPs training class first • You register for the RFP Clinics by submitting a request to Training@doas.ga.gov • You receive a confirmation email to attend the RFP Clinic • You receive assistance from a Strategic Sourcing representative representing the cluster group related to your RFP Introducing RFP Clinics The Strategic Sourcing group will help you with your specific RFP needs.

39. M Coming Soon - New Instructor-Lead Training Courses Legal Issues Introduction to Purchasing Card Principles

40. New Delivery Method: Introduction to State Purchasing will be delivered online M New Training Courses - Soon to be Available With online courses you can access the training course when you need it and advance at your own pace

41. M Soon to be Available New Method to Register for Training Classes

42. Questions? ?

43. Purchasing Card Donna Rayner Manager Purchasing Card

44. Your Name Your Entity’s Name Bank of America DR Purchasing Card New Policy New Administrative and User Guidelines Works Payment Manager

45. Questions? ?

46. Legal Mary Scruggs Attorney Legal Services

47. What’s New for SPD Legal Issues? Legal Issues Overview: • Updated Form: Sales and Use Tax Compliance Confirmation, Form SPD-SP014 • Feedback Requested: New Proposed Standard State of Georgia PO Terms & RFQ Instructions • Cycle Time Improvement News: Cycle Time Reduction for Formal Protest Process • Upcoming Training: Legal Issues Class

48. Updated Form: Sales & Use Tax Compliance Confirmation Form SPD-SP014 • WHAT’S NEW?Recently revised by the Department of Revenue and DOAS to request additional information to facilitate review. • As a courtesy, the Department of Revenue will continue to process the old form until November 19, 2007. • The updated form is available on the SPD Official Forms webpage as follows:Sales & Use Tax Form • Completed forms should be sent via e-mail as follows: tsd-state-contractors@dor.ga.gov • Same Purpose: Verification as to whether vendors and/or vendors’ affiliates are prohibited sources as defined by OCGA Section 50-5-82 • Same Application: Verification must be received prior to contract award for any award exceeding $100,000

49. Updated Form: Sales & Use Tax Registration/Compliance (excerpt from new form)Form: SPD-SP014, Revision September 2007

50. Feedback Requested: Updated Standard Terms & RFQ Instructions • WHAT’S NEW? Proposed updates to the existing State of Georgia PO Terms & RFQ Instructions will be posted to the SPD website • The web posting will include instructions for all interested agency entities to submit feedback • Feedback will be processed before any changes will be made to the existing terms and instructions • The existing State of Georgia PO Terms & RFQ Instructions are currently located online as follows: http://statepurchasing.doas.georgia.gov/vgn/images/portal/cit_1210/29/20/36599468terms-conditions.pdf • Same Purpose: (1) Provides minimal contract terms for POs created through PeopleSoft and (2) Provides minimal vendor instructions for RFQs created in PeopleSoft • Same Application: The existing terms are automatically incorporated by reference to the web link; however, the terms are superseded by any attached contract.