technology-presentation-2016

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Presented by:

John A . F lynn, Jr.

Director of Purchasing for Broome County

Presented at:

NYSAMPO Spring Conference

5/12/2016

“USING TECHNOLOGY TO YOUR ADVANTAGE”

USING TECHNOLOGY TO YOUR ADVANTAGE 1

ICE BREAKER: PEOPLE’S NUMBER ONE FEAR IS PUBLIC SPEAKING!


I. INTRODUCTIONS AND EXPECTATIONS FROM AUDIENCE

II. EXAMPLES FROM BROOME COUNTY PURCHASING

III. GROUP DISCUSSION: HOW IS YOUR OFFICE USING TECHNOLOGY TO IMPROVE EFFICIENCY?

IV. FINAL THOUGHTS - TAKEAWAYS

V. ADJOURNMENT

TODAY’S AGENDA


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INTRODUCTIONS & EXPECTATIONS


BC PURCHASING 2006

5,000 – 6,000 Purchase Orders

120 Formal Solicitations

500-600 Purchasing Approvals

Surplus and County Auction

STAFFING: 6 FTE

BC PURCHASING 2016

5,000 – 6,000 Purchase Orders

150 Formal Solicitations

500 - 600 Purchasing Approvals

Travel and P-Cards Administration

Surplus and County Auction

STAFFING: 3.5 FTE

EVERYONE HAS THE SAME PROBLEM:MORE WORK & LESS STAFF!!!


MORE WORK WITH LESS STAFF USING THE SAME METHODS = INSANITY!!!


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OLD GREETING NEW GREETING

EXAMPLE #1: PURCHASING HOMEPAGE REDESIGN


VENDOR REGISTRATION LINK

LEGAL NOTICES FOR ALL FORMAL SOLICITATION

UNOFFICIAL BID RESULTS (HUGE TIMESAVER!)

INFORMATION OF COUNTY SURPLUS AUCTIONS

FORMAL AWARD LETTERS

AGENDA AND MINUTES FROM BOARD OF ACQUISITION AND CONTRACT (BAC) MEETINGS

“BRAG” SECTION

CONTENT ADDED TO WEBSITE AFTER REDESIGN


“BRAG” SECTION OF WEBSITE


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PURCHASING STAFF EMPOWERED TO MAKE CHANGES AND POST CONTENT (PREVIOUSLY DONE BY COUNTY IT)

IMPROVED TRANSPARENCY (MEDIA, GOVERNMENT WATCHDOG GROUPS)

REDUCTION IN FOIL REQUESTS

REDUCTION IN VOLUME OF REPETITIVE PHONE CALL REQUESTS FOR INFORMATION (E.G. BID RESULTS)

QUICK FEEDBACK TO THE VENDOR COMMUNITY

MORE TIME FOR STAFF TO CONCENTRATE ON “VALUE ADDED” WORK

BENEFITS OF PURCHASING WEBSITE UPGRADE


DOCUMENTS ARE NO LONGER PRINTED AND MAILED TO VENDORS; PURCHASING DOES NOT MAINTAIN VENDOR LISTS; DOCUMENT DISTRIBUTION IS DONE “EXCLUSIVELY” THROUGH THE EMPIRE STATE PURCHASING GROUP (ESPG)

VENDORS MUST REGISTER OBTAIN DOCUMENTS!

PURCHASING WILL PRE-REGISTER VENDORS IF NECESSARY

PURCHASING PROVIDES TRAINING FOR VENDORS WHEN REQUESTED

EXAMPLE #2:“PAPERLESS” DISTRIBUTION OF BID DOCUMENTS


VENDOR VIEW IN EMPIRE STATE PURCHASING GROUP


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ANALYTICAL DATA AVAILABLE TO PURCHASING


PRESS RELEASE TO PROMOTE “PAPERLESS” BID DISTRIBUTION


NO NEED TO KEEP INDIVIDUAL VENDOR LISTS!

VERY EFFICIENT FOR CONSTRUCTION BIDS WITH SPECS AND DRAWINGS (NO DEPOSIT REQUIRED FOR DOCUMENTS)

ESPY PROVIDES USEFUL ANALYTICAL DATA FOR PURCHASING (NUMBER OF NOTICES, DOCUMENT VIEWS AND MWBE STATS)

ANNUAL SAVINGS OF $5,000 - $10,000 (PRINTING AND MAILING) PLUS STAFF TIME


BENEFITS OF “PAPERLESS” BID DISTRIBUTION


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EXISTING PAPER SYSTEMNEW PEOPLESOFT

SYSTEM

EXAMPLE #3: AUTOMATION OF PURCHASING/BACAPPROVAL PROCESS (UNDER DEVELOPMENT)


EXISTING PAPER SYSTEM

Paper requests are hardcopy & delivered via “snail mail”

Purchasing tracks down missing documents (e.g. insurance requirements); hardcopy forwarded to Law Department

Completed requests are processed by Law Department

NEW PEOPLESOFT SYSTEM

Paperless request and backup information is submitted via PeopleSoft

Incomplete requested are “rejected” by Purchasing with instructions

Paperless transfer of completed requests to Law Department

New System should be operational by 6/1/2016

EXISTING VS. NEW SYSTEM


PEOPLESOFT “WORKLIST”


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PURCHASING NO LONGER HAS TO HANG ONTO INCOMPLETE REQUESTS!

ELECTRONIC DOCUMENT ROUTING AND TRACKING

ELIMINATION OF THE NEED TO COPY AND DISTRIBUTE DOCUMENTS THROUGH INTEROFFICE MAIL

IMMEDIATE FEEDBACK FOR INTERNAL CUSTOMERS (DEPARTMENT HEADS AND FISCAL CONTACTS)


BENEFITS OF AUTOMATED PURCHASING APPROVAL SYSTEM


PURCHASING NEEDED A WAY TO FIND A MORE EFFICIENT WAY TO:

HOST BIDDER’S CONFERENCES

PARTICIPATE IN COMMUNITY OUTREACH

PROGRAMS

TRAIN VENDORS HOW TO USE TOOLS SUCH AS

EMPIRE STATE PURCHASING GROUP

TRAIN INTERNAL CUSTOMERS/USERS ON REQUISITION SYSTEM

EXAMPLE #4: INCREASE ACCESS TO PROGRAMS THROUGH WEBINARS

WEBINAR WORKGROUP 20

WEBINAR PLATFORM CHOICES


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BROOME COUNTY PURCHASING PURCHASED A LICENSE FOR WEBEX MEETING CENTER (UP TO 25 PARTICIPANTS)

NYSAMPO PURCHASED A LICENSE FOR WEBEX EVENT CENTER (UP TO 100 PARTICIPANTS)

BOTH SYSTEMS HAVE THE ABILITY TO RECORD SESSION

BOTH SYSTEMS ARE SCALABLE AS NEEDS CHANGE

OUR CHOICE: CISCO WEBEX


WEBINAR

SHORT DURATION (USUALLY 1 HOUR)

GOOD FOR SPECIFIC TRAINING OR BRIEFINGS

VERY LIMITED OPPORTUNITY TO NETWORK

VIRTUALLY NO TIME OR OPPORTUNITY COSTS

CONFERENCE

LONGER DURATION (2 TO 3 DAYS)

GOOD FOR LEARNING ON A WIDE VARIETY OF TOPICS

MANY OPPORTUNITIES TO NETWORK

SIGNIFICANT TIME AND OPPORTUNITY COSTS

MOVING FORWARD: NYSAMPO WILL OFFER WEBINARS TOO!


DELIVER MORE TRAINING CONTENT TO A WIDER AUDIENCE

REDUCE TRAVEL AND OPPORTUNITY COST

WEBINARS CAN BE RECORDED AND PLAYED AT ANY TIME

WEBINARS CAN BE CUSTOMIZED TO MEET MEMBERS NEEDS

WEBINARS CAN BE ORGANIZED ON SHORT NOTICE

WEBINAR BENEFITS FOR BROOME COUNTY AND NYSAMPO


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GROUP DISCUSSION: WHAT ARE YOU DOING IN YOUR ORGANIZATION?


EXAMPLES FROM THE GROUP DISCUSSION


EXAMPLES FROM THE GROUP DISCUSSION (CONTINUED)


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FINAL THOUGHTS / TAKEAWAYS


John A. Flynn, Jr.

Director of Purchasing

Broome County

Phone: (607) 778-2382

E-Mail: [email protected]

LinkedIn: https://www.linkedin.com/in/jaflynnjr

Website: www.gobroomecounty.com/purchasing

THANK YOU!

QUESTIONS - CONTACT INFORMATION


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