Procurement Shared Service Center May 19 2016 Carmen

Procurement Shared Service Center May 19, 2016 Carmen Connect Webinar Audio – 1 -877 -820 -7831 code: 484159#

Procurement Shared Service Center Housekeeping Items • All lines will be muted • *6 to unmute your line to ask a question • *6 to mute your line after you are done speaking • The leads will be monitoring the questions via the chat boxes, please feel free to ask questions there. 2

Procurement Shared Service Center Agenda • PSSC Staff Updates • Purchasing update • Travel Comparisons • Original receipts • Rental Car reminders 3

Procurement Shared Service Center Website • http: //u. osu. edu/pssc Staffing • Since the last Call • Dennelle Michael has been promoted from Fiscal Associate supporting the Student Life Voucher approvals to a Fiscal Officer on Peggy Smith’s team supporting primarily the OCIO & ODEE’s office • Stephnie Penn, Team Lead is out on extended leave • A fiscal Associate position has been posted and interviews have been conducted. We hope to make an offer in the next week or so. 4

Procurement Shared Service Center Purchasing updates • PO Closures • Reminder to close old PO’s. Excel spreadsheets can be sent to your service center contact for closures. • PSSC will be running reports looking for old PO’s FY 15 & older and sending those to the department Fiscal contacts to confirm closing 5

Procurement Shared Service Center FY 17 Blanket & Term order Renewals • • It’s time to start inputting e. Requests for Blanket & Term orders for FY 17 Please work with your PSSC contact to determine what orders should be renewed No Blankets for e. Stores vendors Term order should be for one Fiscal year (July 1 through June 30) with very few exceptions 6

Procurement Shared Service Center Blanket or Term Order 7

Procurement Shared Service Center Blanket PO: Blanket Orders are used for transactions that occur very frequently (daily or multiple times a week) have a high variation of product types, undetermined timing and not available in e. Stores. As a general rule, transactions = a minimum of 48 -52 transactions per year. Term PO: An order that allows for the incremental purchase of a specific product or service when the price, quantity and schedule of fulfillment are largely predetermined and specified in the purchase order at the time it is initiated. The quantity can be the same with every delivery or may vary. Blanket order for bulk roadway salt Purchase of water delivery service (e. Stores) Blanket order for Pharmaceuticals and Biologicals Purchase of hay at 100 bales/per month 8

Procurement Shared Service Center Departmental Price Guide Micro-Soft SURFACE available at Tech Hub 9

Procurement Shared Service Center Micro-Soft SURFACE available at Tech Hub has updated the Departmental Price Guide<http: //live-techhubosu. pantheonsite. io/sites/default/files/techhubdepartmentalpr iceguide. pdf> with Microsoft Surface product, which is on page 12. The selection we are starting with is focused on the most popular and cost effective devices. The options may grow as Microsoft grows their program. They (MS) are just getting started in the Education market, and I’m already starting to get word that they will be working with other distributors we use to focus on campus stores like ours. Hopefully, that means lower costs and more selection. If someone is looking for a configuration we don’t carry right now, they can contact us, and we’ll look into it. Let me know if you have any questions. Thanks. Chris Helman Store Manager The Ohio State University Tech Hub Tuttle Garage, 2059 Millikin Road, Columbus, OH 43210 614 -247 -6104 Office 614 -292 -8883 Store 10

Procurement Shared Service Center Micro-Soft SURFACE available at Tech Hub Departmental Price Guidehttp: //live-techhubosu. pantheonsite. io/sites/default/files/techhubdepartmentalpriceguide. pdf 11

Procurement Shared Service Center § New contract book page for Break Room Products: ü ü ü Disposable items: spoons, forks, knives, plates, cups, etc. OSU branded items (plates, napkins) Sugar, coffee, creamer, and more! Special order available Next day delivery Contract. Book/Break_Room_Products. pdf 12

Procurement Shared Service Center § Flag Lady on High Street – new contract § Promotional Products American Solutions for Business: ü New benefit: 3. 88% additional rebate to the University § Paper Price increase & best practices ü Do you need to print or can save as PDF and scan/send? You have 2 monitors for good reasons ü Print on multi-function device ü Print 2 sided ü Avoid color; 7 X or 10 X more costly vs. BW ü Do NOT purchase desktop printers; contact UNIPRINT first 13

Procurement Shared Service Center § My Quote in e. Procurement for “Standard Autos” ü Bid results awarded to: § Jack Maxton – Chevrolet ü Dealer invoice, less rebates & concessions, plus $33. 50 processing § Ricart – Ford ü Dealer invoice, less rebates & concessions, plus $295. 00 processing ü Contract Book Page in works 14

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Procurement Shared Service Center Travel Comparisons When is a comparison required? • Vacation in conjunction with Business travel • • • Anytime personal time is being added to the beginning or the end of business travel, a comparison estimate must be created to determine what the business travel expenses would be if the traveler was traveling on the business days only. If the traveler is leaving from alternative sites due to being on vacation (i. e. traveling from a location other than Columbus when the travelers home base is Columbus). Flying Vs. Driving or Driving vs. Flying • • When a traveler is requesting to drive to a destination where flying would be more economical When a traveler is requesting to Fly to a destination where driving would be more economical 16

Procurement Shared Service Center Travel Comparisons • What should be included in the comparison? • • Airfare • Comparison quotes should be obtained at the same time as the airfare that is being booked using the most economical flights reasonable had business travel only occurred. • If a comparison for airfare is being used for Drive v. Fly estimates, the airfare quote should be obtained when the travel request is being estimated. • The same airline or travel site should be used for the comparison Flying vs. Driving or Driving vs. Flying • All related expenses should be included: • Airport parking • Baggage fees • Per deim • Rental car & gasoline • Hotel parking • Personal vehicle mileage • Lodging • Tolls • Flight costs • # of travelers 17

Procurement Shared Service Center Travel Comparisons • Travel Comparison Form is now posted on the PSSC website under the forms tab. 18

Procurement Shared Service Center Original Receipts • Original receipts should be kept in the department for 60 days after they are scanned into e. Request or e. Travel • e. Request or e. Travel scanned records become the official record • Remember to redact HIPPA, FERPA, or restricted data prior to scanning and attaching to e. Systems 19

Procurement Shared Service Center Rental Car Agency reminders • • https: //osutravel. osu. edu/discounts/rental-car-discounts/ National rental Car & Enterprise Rent-a-car are the designated travel agencies • Link above has discount code and Pin for renting for business travel • DW/CDW/LDW and liability insurance is covered by the business rental agreement Only if National or Enterprise are not available at your travel location other rental car agencies may be selected • DW/CDW/LDW and liability insurance must be purchased at the time of rental Personal rentals • Business rates through National and Enterprise are available for personal use (separate discount Code & PIN) • DW/CDW/LDW and liability insurance is not covered for personal rentals 20

Procurement Shared Service Center PSSC Email addresses Area Ocio ESUE Grad School John Glenn Libraries OAA Admin ODI OAA OAA Dnodes All CIO and ODEE Dnodes All Enrollment Services and Undergraduate Education Dnodes All Grad School Dnodes (D 3000, D 3001, D 3002) John Glenn Dnode (D 4240) Libraries Dnode (D 3200) All OAA Admin Dnodes (D 4009, D 4200, D 4201) Diversity & Inclusion Dnode (D 4207) ADMIN-research. fiscalservice@osu. edu ADMIN-wexner. fiscalservice@osu. edu ADMIN-Govaffairs. pssc@osu. edu ADMIN-BOT. pssc@osu. edu Admin-President. pssc@osu. edu ADMIN-Legal. Affairs. pssc@osu. edu ADMIN-Univ. Advancement. pssc@osu. edu ADMIN-Busfin. pssc@osu. edu ADMIN-SLAdvancement. pssc@osu. edu ADMIN-SLTech. Serv. pssc@osu. edu ADMIN-SLFML. pssc@osu. edu ADMIN-Diningservices. pssc@osu. edu ADMIN-Housing. pssc@osu. edu ADMIN-Ohio. Union. pssc@osu. edu ADMIN-Rec. Sports. pssc@osu. edu OAA OAA OAA BF BF UA BF SL SL All Human Resource Dnodes (D 4700, D 4710, D 4720, D 4730, D 4750, D 4780) All International Affairs Dnodes (D 4232, D 4235) All Outreach & Engagement Dnodes (D 5900, D 5910) All Research Dnodes All Wexner Center Dnodes All Govt. Affars All Board of Trustees All office of the President All Legal Affairs All University Advancement All Business & Finance All SL Advancement Operations All Tech Services All Facilities, Management, And Logistics All Dining Services and Regional Dining All Housing, Regional Housing, and Residence Life All Ohio Union, Student Activities All Rec Sports ADMIN PSSC-SL Health & Wellness ADMIN-Stu. Health. pssc@osu. edu SL Student Health Services, Student Wellness, Counseling & Consultation Services ADMIN PSSC-SL Admin Support ADMIN-SLAdmin. Support. pssc@osu. edu SL Budget & Planning, Fiscal Support Svcs, CFO, SL Admin, CFTSOSL, Strategic Communications, and Buck. ID ADMIN PSSC-SL Student Services ADMIN-SLStudent. Serv. pssc@osu. edu SL Student Health Insurance, Student Advocacy, Student Conduct, MCC, Off Campus, carreer Counseling, Buckeye Careers, Disability Services OHR OIA Outreach & Engagement Research Wexner ADMIN PSSC-Govt Affairs ADMIN PSSC-Board of Trustees ADMIN PSSC-Ofc of the President ADMIN PSSC-Legal Affairs ADMIN PSSC-Univ Advancement ADMIN PSSC-Business and Finance ADMIN PSSC-SL Advancement ADMIN PSSC-SL Tech Services ADMIN PSSC -SL FML ADMIN PSSC-SL Dining Services ADMIN PSSC-SL Res Life & Housing ADMIN PSSC-SL Ohio Union ADMIN PSSC-SL Rec Sports Email ADMIN-cio. fiscalservice@osu. edu ADMIN-esue. fiscalservice@osu. edu ADMIN-gradschool. fiscalservice@osu. edu ADMIN-jgi. fiscalservice@osu. edu ADMIN-libraries. fiscalservice@osu. edu ADMIN-oaa. fiscalservice@osu. edu ADMIN-odi. fiscalservice@osu. edu ADMIN-ohr. fiscalservice@osu. edu ADMIN-oia. fiscalservice@osu. edu ADMIN-oe. fiscalservice@osu. edu 21

Procurement Shared Service Center Questions? 22

Procurement Shared Service Center Thank You! 23