Simplifying the way UBC buys and pays for goods and services.
To address current issues and catch up with leading practices, UBC has embarked on a project to modernize procurement. The project began in the summer of 2016. It is led by Financial Operations in collaboration with faculties and administrative units across the University.
Effective January 31, 2018
As part of the Procurement Modernization project, Financial Operations has collaborated with faculty and administrative unit representatives from across the University to design and implement changes to improve procurement processes, guidelines and procedures, including:
- Improved Resources for Vendors (Enhanced Vendor Webpage)
- Enhanced Reference Guide for Services, including a streamlined HR Fast Track Assessment (Employee vs. Contractor)
- New Tolerances for Final Invoice Change Orders
- Clarified Purchase Order Exemption Matrix
For more information on each of the improvements, including what’s changing, why, and what you need to do differently, please refer to the Fact Sheet.
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UBC is undertaking this project because:
- Procurement impacts a significant number of faculty, staff and students across the university;
- Current state procurement processes at UBC are generally manual, time-consuming and supported by out-dated systems;
- Most of the large Canadian universities have already implemented leading practice processes and solutions for procurement; and
- UBC has an opportunity to improve the efficiency and effectiveness of procurement to better meet the needs of all stakeholders.
The vision for procure-to-pay at UBC is to have automated, seamless, efficient and effective processes, shifting the focus to providing strategic and value added procurement services across the university.
The project is focused on:
Harmonize processes across UBC, reduce paperwork, and improve turnaround times for requisitions, purchase orders and invoices
Create a positive experience for faculty and staff by providing additional assistance with sourcing vendors, evaluating quotations and making strategic buying decisions
Improve usability and performance of the Online Payment Tool (OPT) while UBC prepares for Workday and point solutions as replacements for current technologies
Establish preferred vendors and contracts to make buying easier and quicker, and effectively leverage UBC's buying power
An initial review was completed to understand how procurement functions across the University and identify challenges. Following the review quick win opportunities were implemented, for example turn-around times for issuing purchase orders were improved and UBC standard payments terms were reduced from 45 to 30 days.
With the help of faculty and staff across UBC, the project focused on identifying opportunities and making recommendations. The project:
- Identified strategic sourcing opportunities to leverage UBC's spend and deliver quality, service and savings, while keeping in mind the uniqueness of some areas of expenditure (e.g. research) by conducting a high-level spend analysis.
- Identified opportunities to standardize and improve current procurement processes by performing deep-dive reviews using Lean methodology.
- Developed a technology strategy to recommend options to automate and simplify procurement processes, including identification and prioritization of OPT enhancements.
The project is focused on prioritizing and implementing the identified opportunities and recommendations, including:
- Implementing prioritized process improvement recommendations, including development of refreshed process documentation (e.g. guidelines, procedures, etc.) and training and communications materials to support people through the future state changes.
- Working in alignment with the Integrated Renewal Program (IRP) to prepare for Workday, including future Procure to Pay and Travel & Expense functionality
- Implementing OPT enhancements to improve system performance and user experience, and rolling out OPT to additional faculties and departments.
- Executing strategic sourcing opportunities for prioritized spend categories, including consolidating suppliers, rationalizing specifications; and improving relationships.
- Beginning to design, build and implement an integrated Procurement and Payables organization to meet end users' needs, and streamline and improve service delivery.
UBC is embarking on a multi-year journey to transform our Student, HR and Finance system environments. The Integrated Renewal Program (IRP) unites previously independent renewal programs, formerly known as Student Academic System Initiative (SASI), Procurement Modernization, and HR Finance Renewal Program. IRP is now aligned and proceeding with pre-implementation planning for Workday across Student, Finance (including Procurement) and Human Resources.
As it will likely be 2020 onwards before the new Workday system is in place, there is an opportunity to improve and simplify processes in the interim. The improved and standardized processes implemented by Procurement Modernization will provide an important foundation for the future system and will help support a smooth transition to Workday and other new point solutions.
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