OUSDEZ Web Based Online Purchasing System Presentation

1. OUSDEZ Web Based Online Purchasing System Presentation Oakland Unified School District Fiscal Services Department Dr. Randolph Ward – State Administrator Gloria Gamblin – Deputy Superintendent Michael L. Moore, Sr. – Operations Officer

2. What is OUSDEZ? A partnership between the Oakland Unified School District and Boise to provide twenty-four(24) to seventy-two(72) hour delivery of classroom, custodial, office and athletic supplies to school sites at an average twenty percent (20%) savings utilizing the internet. Procurement & Distribution Office

3. Boise Information Boise Office Solutions provides procurement processes that offer brands we demand at an average 20% discount. More than 800 companies use Boise’s national account programs. Many of the products are made by minority and women-owned enterprises as well as agencies employing individuals with physical challenges and disabled veterans. Procurement & Distribution Office

4. 2002-2003 Expenditures & Potential Savings Total Supply Expenditures 2002-2003 (4300, 4310, 4315, 4320, 4350) $9,168,789 Potential Savings 2004-2005 $1,833,757 (20% on Supply Items) Procurement & Distribution Office

5. What is the Current Process?(How many touches does it take to make it show up?) Procurement & Distribution Office

6. OUSD EZ Process Procurement & Distribution Office

7. Typically under the best circumstances it can take twenty-four hours to enter information into the system and send a purchase order to a supplier. Using OUSDEZ the entire process can take less than five minutes! Procurement & Distribution Office

8. How Does the New OUSDEZ Process Work? Procurement & Distribution Office

9. The OUSDEZ shopper is only permitted to select items from the Online Catalog that fit within his or her budget, funding category, and spending limit utilizing the preset IFAS ORG Keys listed on a pull down menu. Procurement & Distribution Office

10. Benefits of the OUSDEZ Web-Based Catalog Procurement & Distribution Office

11. The OUSDEZ process for selecting items, using web-based catalogs: • Allows the end user to select the items to order • Usually provides next day, to the door delivery • Minimizes the risk of order error • Increases the purchasing capacity of sites by utilizing the buying power of the entire district to ensure the best price Procurement & Distribution Office

12. OUSDEZ Workflow At the end of the selection process, the order information is transmitted from the Oakland Unified School District Website online shopping portal to the OUSDEZ IFAS and Accounts Payable system electronically, ensuring accurate data is loaded automatically, that all correct purchasing authorizations are adhered to according to rules pre-established in existing district, state and federal requirements, and that the financial commitment is captured before payment is sent. Procurement & Distribution Office

13. OUSD EFFICIENCIES • 24 hours a day, 365 days a year, OUSD shopper convenience • Reduction in administrative costs of creating and sending purchase orders manually • Reduction in delays from inquiries such as telephone calls to confirm pricing and availability. • Accurate identification of products Procurement & Distribution Office

14. OUSD EFFICIENCIESContinued • Automatic capture of information into usable formats for IFAS and Accounts Payable processing and analysis • Financial knowledge management and collaboration that will lead to improved services to school sites Procurement & Distribution Office

15. OUSD EFFICIENCIESContinued • Improved purchasing planning and projections of future demand • Electronically guided and tracked delivery • Reductions in OUSD inventory, handling, in-transit losses, and unnecessary shipping costs • Better management of warehouse docks, handling machines, receiving personnel, and internal transport. Procurement & Distribution Office

16. WEB Demo Procurement & Distribution Office

17. Questions and Comments Procurement & Distribution Office