champions€¦ · engage, listen, inform. involve key staff. skilled in the new processes and...

Champions

Meeting # 1May 2017

FINANCIAL SERVICES - PROCUREMENT 2

Welcome to the Champion Network

• Share knowledge of the Procure to Pay project

• Gain an understanding of the role of Champion

• Bring together our team

• Know where we all fit in

• Find out how you will be involved


Champion Meeting # 1Objectives for today

To deliver a P2P program that engages staff, students and suppliers in the procurement

process, supporting the University of Tasmania’s goal of achieving economic efficiency with least possible disruption to core University activities.


Procure to PayProject Objectives

Innovative SustainableValue Adding Procurement.


ProcurementVision

P2P goals include:• A consistent purchasing process across the organisation• Efficiencies in procure-to-pay processes for staff, PhD

students and suppliers • Improved management of commercial, financial and legal

risks• Greater transparency of spend analytics, and• Achieving savings through the use of aggregated

purchases by way of organisation-wide contractual agreements.


Procure to PaySupporting the Procurement vision

What applies now?Revised spend thresholds• <$5,000 - purchase order only• $5,000 - $19,999 one quote• $20,000 - $199,999 three quotes • >$200,000 tender process utilising the Procurement team

Purchases to leverage the nominated supplier contract pricing e.g. print services

What applies once we have PurchaseNow?Purchase orders for all goods & services up to $200,000 via PurchaseNowCards for:• Travel and Expense; and• Purchase cards for adhoc emergency purchases <$1,000

Can I still use my supplier?Going forward, you should buy from the nominated suppliers whom UTAS have negotiated a contract with

Procurement Policy

Piecing the purchasing puzzle together

People

Process

Technology

Data

Our PeopleEngage, listen, informInvolve key staffSkilled in the new processes and system

Our ProcessesDesign streamlined processesRemove duplicationConsistent way of workingOur TechnologyPurchaseNow - easy to use, integratedCutting edgeEnables automated workflow approvals

Our DataQuality data = informed decisionsValue creationMitigate risk – transactional data is visible

How will we purchase?PurchaseNow

Cards• Travel and Expense• Purchase card• Supplier held card• Virtual cards –

ad hoc travel & supplier payments

+$20M spend50% T&E

50% Purchases

Leadership AlignmentChange Network



Champions must be:• Motivated to see the project succeed• Influential in their area• Knowledgeable on the new processes & systems.

The Champions will be responsible for:• Supporting the P2P Project team & Transition Leaders (GM’s and Equivalents) to

ensure the acceptance and adoption of the new system and processes• Providing feedback to P2P Project team on local issues and identify resolutions• Be involved in future state process and business readiness workshops• Supporting their area of the University to learn and adopt the new ways of

purchasing

Leadership roleChampion


What is a Champion?Champions are staff members that look to understand and improve on the way we do things at the University. Ideally Champions are natural leaders and early adopters of technology and are a key contact point for other staff to turn to when they need to now how to do things.

What is the role of Champion?The role of a Champion is to be an advocate for the new purchasing processes and systems that come about through P2P Project. They will be individuals who provideinput into decisions for their area, be communication conduits for and with the P2P Project team and support their area in learning the new processes and systems.

ChampionWhat does being a Champion mean?


What are the benefits of being a Champion?

Champions will benefit from being involved with the P2P Project through early awareness of what’s changing and translating that into what that means for them. They will be the first to know about the project in detail and be part of identifying solutions for their area through engagement forums. Champions will be part of the solution.

Champions will have face-to-face training to equip them with transferrable skills and knowledge in the purchasing process and PurchaseNow system. Champions will be an authority on the new ways of purchasing.

Champions will be taken through basic principles of change management to assist in leading change in their area. Champions will be part of a supportive network.

ChampionWhat are the benefits?


What will the Champion be required to do?• Attend monthly meetings of 1-2 hours• Raise awareness of PurchaseNow & the P2P Project• Disseminate P2P Project communications into their areas• Attend engagement sessions within their areas

When does this start and what impact on time can be expected?• Champion kick of is in May• Attendance at meetings 2 hours/month• Participate in engagement forums within their areas 2-3 hours/month• Business Readiness workshop 3 hours and management of identified tasks• Support staff in their area to learn and adopt the new processes and system

ChampionWhat’s involved in being Champion?


Rozelle x 1

Launceston 28Mt Pleasant 3

Burnie 7

Hobart MSP 12Hobart IMAS 5Hobart 3Taroona IMAS 4Sandy Bay 51

Champion by Site


Division Champion #’sAMC 6

College of Arts & Law 7

Division of COO excl. Finance 11 – IT x1

Financial Services – Process Experts 23 – Shared Services & Hub

Academic Division 1

Faculty of Education 3

Faculty of Health 9 – School of Health Sciences x3

SET 22

Global 2

IMAS 12

Menzies 3

Office of the DVCR 3

TIA 5

TSBE 3

VC Division 5

Total 114

Champion by Division/Area


Assist in the dissemination of communications Identify and escalate issues and

opportunities that may impact the program

Promote and model leadership behaviours and the new ways of working

Help communicate the impact of changes and the associated benefits

Build commitment within your area to the new ways of working

Actively support and coach other users pre and post implementation

Encourage feedback and provide a structure for feedback

Debunk myths in a timely manner and re-align

Address questions and concerns, seeking out additional information

as required

Capture lessons learned and share with the P2P Project Team

ChampionWhat do Champions do?


Next Steps

• Did we cover our objectives?

• Schedule next 6 months of meetings

• Find a way for Champions to collaborate

• Provide you with communications to share

• Plan meeting topics aligned to project decisions

• Send through ideas on whatyou want to see in our meetings

champions€¦ · engage, listen, inform. involve key staff. skilled in the new processes and...

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