1. Purchasing Services Update ABA
March 17, 2017

2. Discussion Topics Supplier Portal Initiative
Sourcing Update – Promotional Goods
Economic Inclusion – Supplier Diversity Forum & Expo
Green Purchasing
P2P Reminders
Repeated slide. Hit bolded bullets and speak to the importance we place on each.

3. What Is A Supplier Portal?
New Supplier Approval & Maintenance
PO Creation
Invoice Receipt
Invoice Data
Supplier
Supplier Self -Registration
PO Receipt
Invoice Submission
Invoice Inquiry
Supplier Portal
Project Status
Purpose for the initiative is to improve the P2P processing environment for all stakeholders
Currently vetting a supplier portal solution and assessing its impact on various levels
Schools/Centers
Central Services
Suppliers

4. Guiding Principles Must Not Interrupt the Business of the University
Business Process Improvement is the Main Objective
Schools & Centers will be Engaged
Change Management is Imperative
Must not interrupt the business of the University
New processes and systems will not prevent the Penn Buying Community from doing business
Business process improvement is the main objective
The initiative will seek opportunities to improve existing procure-to-pay processes, policies, and systems, while ensuring that benefits are clearly identified and communicated at both the School & Center level and for individual stakeholders.
Schools & Centers will be engaged
- School/Center engagement will be necessary in all stages of the initiative; School & Center leaders will commit the appropriate level and type of personnel and empower those individuals during process design, change management activities, and other phases of the initiative.
Change Management is Imperative
Formalized change management tailored to both Penn Purchasing Community and Suppliers and will be threaded throughout the initiative; led by an experienced Change Management Partner

5. Stakeholder Engagement
Steering Committee
Core Team
Impact Study Participants
Shadowing Sessions
Workshop Participants
13 people and 9 Schools/Centers
11 people (8 unique) and 5 Schools/Centers (0 unique)
33 people (33 unique) and 14 Schools/Centers (8 unique)
12 people (3 unique) in 11 sessions from 7 Schools/Centers ( 0 unique)
5 workshops complete with 7 more scheduled
78 people projected to participate (25 unique) from 27 S/C (8 unique)
We will touch 82 unique people across 27 Schools/Centers
Including Central interviews, we will touch 89 unique people across Penn

6. Promotional Goods Update
Purchasing of promotional products and apparel has one important difference from other items we purchase.
An additional level of oversight is needed for those items.
Oversight of promotional products and apparel is achieved by a supplier certification process called “licensing”.

7. Licensing What is licensing?
The University permits the manufacture of apparel and other items bearing its name, trademarks and images by extending a license to a select group of suppliers who produce a variety of products.
Benefits of licensing
Product liability protection
Penn brand management & access to University logos and artwork.
Licensed vendors abide by Penn’s manufacturer code of conduct and acknowledge Penn’s affiliation with the Fair Labor Association & Worker Rights Consortium
FAQs
When do I need to use a licensed supplier?
Are all BEN suppliers licensed?
Are bids or a bid waiver needed for licensed suppliers?
May I request that a new promotional item or apparel supplier be added to BEN?

8. Licensed Supplier Selection Strategy Request for Proposal (RFP)
RFP Objectives
Establish best-in-class Preferred Licensed suppliers
Establish a stable of additional licensed and approved suppliers
Establish one or more qualified local/diversity suppliers
Leverage learnings from key stakeholders
RFP Scope
Key stakeholders highly value personal customer service, supplier product recommendations, and unique items
Key stakeholders do not use or need online ordering
Supplier customer service, value added services, products, & pricing were evaluated.
RFP Status
Complete; suppliers selected

9. PREFERRED LICENSED SUPPLIERS * LICENSED & APPROVED SUPPLIERS **
Contact
Phone
Promoversity: (Penn Marktplace Supplier)
Renee Banach
Geiger
Jeanne Carroll
jeannecarroll.geiger.com
Proforma Spectrum Graphics
Susan Zambon
LICENSED & APPROVED SUPPLIERS **
Contacts
4Imprint
Karla Kohlmann
Barash Group
Nan Barash
BDJ Ventures
Bernard Wright
Blue Lemon Group / iPROMOTEu
Meghan Muldoon
Brian Nihill's Sports Specialties Inc.
Brian Nihill
BTC Envelope & Printing
Andrew Magnus
Classic Specialties
Bob Windheim
Club Colors
Corrie Sahli
Crestline Specialties
Sylvia Schrock
X 2756
CustomInk
Bailey Rockwell
Halo Branded Solutions
Michael Jordan
Jaxxon Promotions
Carol Blitz
X11
Kronco.com
Mark Kronberger
LogoBranders. Inc.
Amanda Flaherty
Main Line Sportswear Specialties
John Curtin
NEU
Dan Fine
Promotional Marketing
Julie Wool
Scoops Promotional & Marketing
Trena Woodson
Spike's Trophies
Keith Baldin
* Preferred Licensed Suppliers: No bids or bid waivers needed
** Licensed & Approved Suppliers: 3 bids or bid waivers needed

10. Promotional Goods Update
Links for Additional Information Contacts: Linda Greene: ; Jason Evans: ;

11. Supplier Diversity Forum & Fair
What? Event to celebrate supplier diversity at Penn while showcasing local and diversity suppliers, as well as resources for diversity businesses
Forum will feature a panel discussion made up of diversity suppliers and organizational leaders, who will share stories and insights related to supplier diversity
Expo will be in the format of a supplier show, and will include many of Penn’s local and diversity suppliers, along with Penn resourcing that support the University’s economic inclusion efforts
When?
Thursday, May 18, 11am – 2pm
Forum from 11am – Noon
Expo from Noon – 2pm
Where?
Forum in College Hall 200
Expo on College Green

12. Green Purchasing Update
Do you know about…?
Remanufactured toner
Green Purchasing Award (GPA)

13. P2P Reminders After-the-Fact Purchasing Over-Procurement
FAQ: I was told it’s ok to do after-the-fact PO’s. Is that correct?
A: No. Please ensure that suppliers are not providing goods or services prior to receipt of an approved PO. Should an invoice be inadvertently issued prior to PO creation, a PO should nonetheless be created and a new invoice should be considered.
Over-Procurement
We have a responsibility to purchase within our authorization levels and within the parameters set forth on a PO
The report (017.Over Procured Purchase Order Report) and extract (018.Over Procured Purchase Order Extract) are now available in the PO Manager responsibility.
Additional details on the report and extract are available here:
Report -
Extract -

14. Thank You!
…And Go Quakers!