Automate Purchasing Process in UW System in Partnership with SFS Operations

After several months of extensive research and evaluation, UW System is moving toward a common automated procurement system. A new tool would standardize and increase the efficiency of a heavily manual process, mitigate fraud risk and allow procurement directors to see all their current contracts in line-item detail.

The new system would offer several advantages, including:

  • Improved contract management
  • Ease of use
  • Reduced IT security risks
  • Elimination of costly and inefficient shadow systems

The project implementation timeline, currently under study and development, aims for the new automated procurement system to be launched by the end of the year, followed by a 2-3 year phased implementation.

Strategic Sourcing: Spend Analytics and Category Management

Through the use of analytics, reorganization and management of vendor categories, UW System’s procurement services will be become modernized and efficient, setting the stage for future improvements. This effort aligns to the CORE principle of transformational change.

Standardize Functional Areas Within Procurement (University Shared Services)

Through the creation of a standalone University of Wisconsin Shared Services unit, the delivery of procurement services to UW System Administration and UW System campuses will be standardized, increasing efficiency and eliminating duplication.

Northwest Regional Facilities Study

Completed in early 2018, the Northwest Regional Facilities Study recommended a set of specific projects designed to pilot the concept of regionalized service delivery at three UW System campuses in the northwest part of Wisconsin: UW-Stout, UW-River Falls and UW-Eau Claire. Those projects involve the creation of the following:

  • A regional staffing model for heating plants on those campuses
  • A Center of Excellence (COE) for purchasing services in the region
  • A Center of Excellence (COE) for additional facilities-related administrative functions in the region, including lease consolidation and reporting

Planning discussions have begun on the first item, while the other two are likely to be impacted by UW System’s commitment to its new University of Wisconsin Shared Services unit. The study also identified barriers to deployment of these recommendations, targeting practice, policies and statutes to amend them.





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