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Massachusetts Association of School Business Officials December 10, 2013

Massachusetts Association of School Business Officials December 10, 2013. Objectives for Today. Answer the question “Why COMMBUYS?” Help you understand how COMMBUYS benefits the MASBO community Explain how we will support you as you get ready to use COMMBUYS Review the project schedule

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Massachusetts Association of School Business Officials December 10, 2013

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  1. Massachusetts Association of School Business Officials December 10, 2013

  2. Objectives for Today Answer the question “Why COMMBUYS?” Help you understand how COMMBUYS benefits the MASBO community Explain how we will support you as you get ready to use COMMBUYS Review the project schedule Answer your questions

  3. A supplier for classroom desks? What are you looking for? New sources for commonly used goods and services? The best price for office supplies? Data to drive purchasing decisions? Service providers for your organization? Support for major contract solicitations?

  4. COMMBUYS Meets Your Business Needs COMMBUYS BETTER Makes procurement more efficient COMMBUYS online. BIGGER COMMBUYS online. Growing community of buyers and suppliers SMARTER Enables data-driven business decisions

  5. The Road to Transformation Online catalogs and electronic solicitation (Phase I), MMARS interface (Phase II) and Custom Reports (Phase III). Supporting Seamless Solicitations Enabling a Robust Supplier Community Online solicitation, bidding, vendor verification, bid evaluation and award COMMBUYS: Supplier Portal and Buyer Marketplace eCatalogs for SWC vendors available in COMMBUYS Suppliers register business information in COMMBUYS All contracts loaded to COMMBUYS Buying options at your fingertips: With MMARS Connection* Accelerating Online Purchasing Purchasing Starts Here Buyer shops eCatalogs for goods or services; COMMBUYS creates requisitions Supplier fulfills order Funds Availability Check & Encumbrance, then COMMBUYS generates PO to Supplier Buyer records receipt of goods or services in COMMBUYS COMMBUYS matches receipt to PO; upon approval, invoice sent to MMARS Providing Business Intelligence Custom reports and dashboards support data-driven decisions Data available to analyze spending and vendor performance MMARS creates payment request; Treasury issues payment to Supplier A Thriving Commonwealth Economy * Automation of online receipt and invoicing available with local accounting system integration.

  6. Your place in the COMMBUYS Community As Change Agents • Join the COMMBUYS Liaison Network • Get an early look at COMMBUYS benefits • Get COMMBUYS updates • Outreach will ensure business continuity for all active SWC users • Learn COMMBUYS purchasing roles • Take advantage of true catalog buying and statewide economies of scale • End-to-end online bid management (posting, bid submission, evaluation, award) As Active Buyers As Partners to Grow the Community • We want to engage local buying groups to ensure we understand your buying needs • Engage with us to expand the registered Supplier community with your preferred Suppliers

  7. COMMBUYS Phase II September 2014 COMMBUYS Go Live Phase I Late March 2014 (Comm-PASS retired) Project Schedule • Winter 2014 • Application configuration and User Acceptance Testing • End User training • Agency readiness program continues • Spring/Summer 2014 • Build interfaces to MMARS and other systems • Ongoing End User training • Ongoing outreach to municipal governments and other eligible entities • COMMBUYS • Phase III • Winter - Summer 2015 • Reporting and Analysis • Summer 2013 • Contract awarded (June) and project launched • Team ramp up • Application review • Fall 2013 • Functional requirements and design • Agency readiness program launched • Vendor outreach campaign launched

  8. Phase I Readiness Program Municipal Government, School Depts., Independent Authorities (i.e., “Other Eligible Entities”) November December January February March Liaison Mtg 3 Kickoff Mtg 4 Regional Town Halls Liaison Mtg 2 Phase I Go Live March 24, 2014 Wk of 3/17 Wk of 1/27 11/18 Meetings • Project overview • Readiness approach • Schedule • Project schedule • Readiness review • System Demo • Schedule update • Readiness check-in • System Functions • Count-down to Go Live • Readiness check-in • Cutover information Series of 6 ePostcard Readiness Messages Town Halls 12/3 Middleborough 12/4 Springfield 12/11 Wilmington 12/16 Worcester Communications • Update 2 • “How To” • Progress Updates • Update 3 • “How To” • Progress Updates • Update 4 • “How To” • Progress Updates • Update 1 • Readiness review • Update 5 • “How To” • Progress Updates • Pre-Go Live • Readiness Checklist • Cutover info Wk of 12/15 Wk of 2/24 Wk of 1/13 Wk of 1/27 Wk of 3/17 Wk of 2/10 End User Training (via webcasts, webinars, job aids) Training Available online beginning 2/15

  9. Next Steps Finalize list of COMMBUYS Liaisons by 12/10 Visit the COMMBUYS website and click “Appoint a COMMBUYS Liaison” First Commonwealth COMMBUYS Liaison Meeting Dec. 9 at 10 a.m. Four Regional Town Halls for Local Governments Dec. 3-18 Questions? Email us at commbuys@state.ma.us For information and updates visit mass.gov/osd/commbuys Email Updates Begin 12/15 Follow us on Twitter @COMMBUYS

  10. Q&A

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