Procurement Status Update

Report Date: January 17, 2017

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 PO’s

• FY14: 73,572
• FY15: 78,780
• FY16: 81,054
• FY17TD: 36,710

Spend

• FY14: $318M
• FY15: $306M
• FY16: $310M
• FY17TD: $158M

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Goal: Increase contract spend

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There were 37K requisitions in the first half of FY17. Procurement Services reviewed 66% of requisitions,
78% of which were processed in one day or less.
In this report period, there were 78K transactions with a total spend of $195M. Pcard was the highest in
transaction; KUPPS Check Request was the highest in spend.

*89% (or $54M) of PS Direct Voucher Payments were Accrued Payroll and Tuition, Royalty
Payments, Due from Other Funds-PLC and Accounts Payables-LC.
**PeopleSoft Entered Non-Catalog PO Vouchers are old PeopleSoft PO’s
In the first half of FY17, 79% of the transactions were invoiced electronically (ImageNow), including all
Punch-Out and Hosted Catalog transactions, and Check Requests.

Manually
E-Invoice Entered

 Manually Entered includes KUPPS Non-Catalog Goods and Services, PeopleSoft Direct
Voucher, and PeopleSoft Non-Catalog Vouchers.
*Exclusion: Internal transactions, Constructions, Utilities, and Royalty Payments.
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There were 34K Pcard transactions in this report period with total a spend of $7.6M. Average transaction
cost was $224.

Pcard transactions and spend have been 87% of Pcard transactions in FY17 were
decreasing since FY14 under $500 purchases

FY14-FY15
-3% in #
-12% in $

FY15-FY16
-4% in #
-8% in $
There were 854 personal reimbursements in this report period with a total spend of $211K. Average
transaction amount was $248. Personal Reimbursement transactions have been decreasing since FY14.

FY14-FY15
-2% in # FY15-FY16
-10% in $ -9% in #
-10% in $

**Excluded Accounts: 121200, 121300, 121400 (Moving Expenses), 125XXX (Travel),

152200 – 179900,199570 (Research Part Advance No F&A)
Majority of personal reimbursement spend was coded in official hospitality, prof fees, and science and
research supplies. **Excluded Accounts: 121200, 121300, 121400, 125***, 152200 – 179900, 199570 (T&E)
There are currently 843 active contracts in KUPPS covering end user’s needs in various commodities.
CFE Contracts
• Dell - Desktops
• Staples – Office Related
Products
• Fisher – Scientific Supply
• CDW-G – IT Distributors
• Unisource – MFD’s
• Grainger – MRO Products
• Stanion – Lighting
Contracts Punch-
Out/Hosted
• B&H Photo – Video & Pro
Audio
• Business Interiors –
Furniture
• Ferguson – Plumbing
Supply
• Matheson Gas – Gases &
Supplies
• Microsoft – Tablets &
Accessories
• Agilent Technologies – Lab
Supply
• Bio-Rad – Lab Supply
• Life Technologies – Lab
Supply
• Alfa Aesar – Lab Supply
• Mid-Sci – Lab Supply
• KU Book Store – Apple
Supply
Contracts Not Entered Contracts That Include
As Punch-out/Hosted More Than One Vendor
• BA Design – Furniture •On Call Paving/Utility
•On Call Landscaping
• MOHAWK FACTORING LLC
•On Call Roofing
– Flooring
•On Call MEP
• SHAW INDUSTRIES INC – •On Call Painting
Flooring •On Call Masonry
• INTERFACE AMERICAS INC Repair/Maintenance
– Flooring •Doors/Frames/Hardware
•Office Furniture
•Lounge/Library/Dining Furniture
•Carpet
•Hard Surface Flooring Materials
•Trash/Recycle Cans-Campus
Standard
•Bus Shelter - Campus Standard
•Outdoor Tables - Campus
Standard
•Wayfinding Signage
•Cooling Towers
•Upholstery
•Residence Hall Furniture
•Rental Furniture
•Mattresses
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 HWAC Security Access Committee Scientific Advisory Committee
Kit Cole Isaac Severance Rhonda J Birdsong David Thompson
Rick Beattie Altaf Uddin Pam Bray Mike Russell
Daniel Burgardt Daniel R Voss Mary Ann Graham Susan Teague
Jake Coffman Eric M Williams Paul Graves Eric Struckhoff
Christopher G Crook Steven P Schrick Chris Howe Facilities/Construction
Chuck PaPointe Gregory D Smith Joey C Marschie Advisory Committee
Chris Howe Elizabeth M Phillips Stephanie Stapleton
Ephrom Marks KUMC Peter A Shipman Mark Reiske
Jacalyn Jo Matney Curtis L Scott Lydia Travis
Mason Powell Steve Selaya Vince Avila
Julie Bellucci
Pam Bray

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There was a $829K documented Procurement Savings in this report period.

Others include: Payment Plus Rebate, Audit Savings, Cost Avoidance, and Bid Savings

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There were 436 exceptions processed by the Payables in this report period.

Exception Issues Include:

• Duplicate Billing
• Invoice Price Over Tolerance
• Invoice Qty > Invoice Qty
• Multiple Invoices for One PO _ Not a Service PO

Total %
Vendor Highest # of Exceptions Exceptions
Transactions Transactions
Matheson Tri-Gas Inc 1461 53 4%
Grainger Inc 4228 29 1%
Staples Advantage 3410 26 1%
Stanion Wholesale Electric Co 409 24 6%
Sherwin Williams 191 11 6%
Genscript USA 86 10 12%
Alfa Aesar 92 10 11%
ferguson Enterprises Inc 120 9 8%
RD Johnson Excavating Co 21 8 38%
Qiagen Inc 39 6 15%
% Weighted by total # of exceptions

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