eVA User Groups

Agenda – Quick Quote: Update on Training Feedback from departmental users Success stories/examples from Procurement Quick Quote Example Hand-outs for assistance – SWAM Update: Most used commodity codes – swam vendors – Vendor Fair: Updates – Future of User Group – Tips and tricks Checking for registered vendors Approval workflow – signature authority

Quick Quote – Training Has Started Access to the tool has been granted to all users effective September 12 th. IT Training – offering 3 hour overview class, register through Jess. Self Directed Learning is also available – Website – Interactive Captivate Movie – Step by Step Handouts – Complete user guide

Feedback from Pilot Group Quick Quote Tool did work well when the following conditions existed: – They did not have or know an established vendor for the good/service up front – They were not sure of the price of the good/service – They needed to “shop” for the good/service anyway – They had the time to allow vendors to offer bids or quotes Quick Quote Tool did not work well when: – They could not provide the detail about the items

Feedback from Pilot Group After submitting solicitations, a few pilot group members received follow-up phone calls or cold calls from vendors. The training they were given through IS- Training was sufficient for them to use the tool once they got back to their departments.

Quick Quote Success - Procurement Procurement uses quick quote extensively. We have found it easy to use and very effective for getting competitive quotes. Here is an example …….

Example of how Quick Quote works! Step by Step Interactive Movie Created by Susan Reid, IT Training

SWAM – A State Minority Procurement Initiative SWaM – Small, Women and Minority Vendors Governor’s Executive Order 29: A Woman or Minority Vendor should be solicited for every purchase (even purchases under $5K)

SWAM – JMU Prospective Procurement Services offers the following advise to departments to meet this mandate: A Woman or Minority Vendor should be solicited when: – A department does not have or know an established vendor for the good/service they need to purchase. – A department is not sure of the price of the good/service – A department needs to “shop” for the good/service anyway – A department has the time to allow multiple vendors to offer bids or quotes

SWAM – How to find SWAM vendors? How do you find these vendors? The Quick Quote Tool will reach any woman or minority vendor registered for that commodity. Search for M/W vendors at:

Example of Finding SWAM Vendors Most Used Commodity Codes (see handouts) by the university 7/1/05 – 8/31/05 Office Supplies, General Chemical Laboratory Equipment Paper Computer Accessories Publications/Audiovisual Materials Office Machines Electrical Equipment Sporting Goods, Athletic Equipment

Searching for SWAM Vendors – Department of Minority Business Certified Vendors Link

Searching for SWAM Vendors – Department of Minority Business

Vendor Fair – October 4th SWaM Vendors from our local area and across the state will be on hand to talk to you about the goods and services they can provide to JMU. Vendor Fair open from 8:30 – 10:30 in the Festival Center Ballroom. Shuttles available from Godwin and Convocation Center starting at 8:15. Door prizes include Sheets of Stamps from First Class Services, Kobe Ballistic Nylon Backpack from Integrated Digital Systems, Banner Stand from TPS Displays, Calculator and other Office Supplies from The Office Inc., Books from Precious Memories Bookstore, and a Coupon for up to $ from Atlantic Computing just to name a few. If you work with any SWaM vendors please tell them about this event. Please attend!

Future of eVA User Groups Next meeting will be late October Format will change: – 1 st half: Procurement procedures – 2 nd half: eVA refreshers Will be referred to as the Procurement Users Group Examples of procedures we will be covering: Mandatory sources, state contracted items, furniture purchases, copier rentals

Tips and Tricks Is your vendor a registered eVA vendor? – All non-registered vendor used by departments are sent info about registering. – eVA is up to over 29,000 registered vendors – It’s more work to do a requisition to an ad- hoc’d vendor than a registered vendor. – See handout for more information.

Tips and Tricks Be sure to route requisitions to an approver with signature authority If you don’t the AP payment process slows down to wait on departments to submit invoices back with correct authorized signatures. See handouts for approver workflow scenarios.

Question and Answer Period Ask your questions!

Thanks for coming!