IT Planning 2004/2005 - Project Proposal Template
Project Title BIAS Project Sponsor Author
SciQuest Full Roll Out Finance (Procurement) Karen Bowman/ Elizabeth Welch Karen Bowman
1 Background and Drivers A 14-month pilot of SciQuest Selectsite eProcurement managed marketplace for laboratory supplies sourcing, requisitioning, and purchase order generation. This has been carried out in three Schools. The pilot has been successful in achieving take-up (167 users, 39 suppliers with 2537 orders placed in Aug-Dec 03 value £230,850). Benefits so far estimated as £52,000 in price benefits to the University, and between £40,000 - £84,000 in order process time, less pilot project resources. We are the lead University in implementing this tool in the UK and have had price benefits as a result, however work to upgrade the tool in 2003/4 to improve workflow and by end of 2004 to have electronic VAT zero-rate process will assist roll-out during 04-05 onwards. This has led to conclusion of a three-year licence from 2003/4 taking user volumes in stages up to full site licence in Year 3 and with pricing terms for years 4&5. 2 Objectives To implement the SciQuest eProcurement tool to full roll-out. To support the eProcurement Strategy To support all strands ( A,B,C,D,E) of the FPSSG Vision 3 Project Category
3.1 Project Category
Essential (Internal)
3.2 Multi-Year
Demand for efficient processes for procuring low value laboratory supplies and for enabling contract compliance and user satisfaction.
This is part of the eProcurement strategy. Targets 80% of orders, 80% of Schools and 50% of invoices electronic by 2005/6. Once site-licence is achieved this should be a corporate Finance system/ support service. 4 Project Justification UNIVERSITY GOALS
Excellence in Education Educational Opportunity Postgraduate Activity and Lifelong Learning Excellence in Research
Commercialisation and Knowledge Transfer
Details of these goals can be found in the strategic plan Postgraduates can source and requisition chemicals and lab consumables electronic for supervisor’s approval. N/A Postgraduates can source and requisition chemicals and lab consumables electronic for supervisor’s approval. The tools supports search by chemical drawing etc. This tool supports research excellence in streamlining process, reducing paperwork and errors and providing useful data on product selection and usage. N/A
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IT Planning 2004/2005 - Project Proposal Template
Internationalisation
Interaction with the Community Support for the Professions Quality Management
BIAS ROAD MAP OTHER
We have become part of an international community of University and commercial research users of this tool. Suppliers are also international and can standardise their catalogues and punch-out links for international clients. Smaller local suppliers could be offered assistance to participate in catalogue creation. Assists in scientific and medical /veterinary areas This supports the strategic development objective: Develop its procurement systems, e.g. by identifying opportunities for collaborative purchasing, either internally or with a consortium of other institutions or higher education sector-wide and developing a new Procurement Task Force to contribute to improved purchasing. Full eProcurement strategy eProcurement using SciQuest reduces the need for obsolete paper catalogues and multiple supplier arrangements.
5 Scope This project will create a site-wide service for sourcing, requisitioning and ordering laboratory supplies which will assist in achieving the eProcurement strategy. The project will not cover all suppliers or all users immediately but is a roll-out project to full site licence in year 3. eInvoicing is not included. 6 Deliverables and Timescales 6.1 Deliverables Implementation service: to ensure upgrade remains integrated with FIS and ftp
Year 1 - up to 4,000 users ( licence runs from December– 2000 users in 2003/04) Year 2 - Site Licence Year 3 Site Licence Year 4/5 - estimated maximum licence fee Benefits : time on orders, say 25% of CIPFA student study saves £16 per PO and volumes 2570 POs for 167 users Aug/Dec 03 2363784 Benefits: Pricing based on previous years volumes and new discounts 52,000 p.a
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IT Planning 2004/2005 - Project Proposal Template
6.2 Timescales
Roll-out should be in accordance with School requirements but should move to take up the proposed users as quickly as feasible. Medical areas may wish to await full VAT zero-rate functions before full roll-out there. 7 Assumptions, Risks, Dependencies and Constraints Assumptions: Funding for licences will be found for 04/05 onwards. Supplier numbers will grow as other Universities take up this route. VAT zero-rate functions will be acceptance to HMC&E User numbers will grow. Help and training from FIS staffing sufficiently resourced. Risks Usual risks associated with eProcurement or web-services. Change impacts on variable School internal processes which may slow roll-out Users may prefer slower paper-based route and lose benefits. 8 Task Estimates Demonstrate and test the VAT zero-rate service Establish project plan and School implementation plans Develop training pack and service, Encourage supplier take-up Maintain ftp or further integrate with FIS 9 Financial Summary
9.1 5 Year Costs and Benefits
Benefit Calculation 5 Year Summary (with URL to detailed breakdown) Costs Benefits IT Services Support Groups Colleges Total
£ 1,470 £0
£ 2740100 £0
£0 £ 3,257,931
£ 275,470 £ 3,257,931
5 days
Total MIS staff requirement 2004/5
Support services from Procurement Office and FIS Licences are heavily discounted Staff time in Colleges is saved once this becomes part of standard procedures Improved detailed management information for procurement and research use.
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IT Planning 2004/2005 - Project Proposal Template
Benefits : time on orders, say 25% of CIPFA student study saves £16 per PO and volumes 2570 POs for 167 users Aug/Dec 03 2363784 Benefits: Pricing based on previous years volumes and new discounts 52,000 p.a
9.2
Other Funding and Staff Resource Requirements
Has Business area still to secure additional Funding or Staff Resources in order to do this project?
YES Funding could either be from top-slice or reserves combined with top-slice. Bond or transaction charges not preferred as these costs would discourage roll-out.
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