Baylor Scott & White Health(“BSWH”) Company Store

Marketing and Supply Chain Management

Policy and Procedures

As of 9/1/11

Boundless Network Inc. (“BN”) is theBSWH preferred supplierfor providing promotional products, including print collateral, premiums, and other BSWH-branded and or co-branded products (“Products”).

In consideration of this “preferred” contractual status, BN will build and host an online company store for BSWH (See Exhibit A). Below are unique accommodations to facilitate BSWH requisitioning and purchasing from BN.

All procedures were developed in cooperation with Marketing,Supply Chain Management and customer stakeholders to encourage stewardship and appropriate use of the BSWH Company Store. All procedures are developed in compliance with departmental policies/procedures as listed below.

Please refer tomyBaylor/Support Services/Supply Chain Management/Policies and Procedures:
  • Corporate Procurement Overarching Policy (#SCMPUR102.0) for overarching requirements related to all product procurement.
  • Receiving Process (#SCMMMM109.0) for overarching receiving processes.
  • Products Returns To Vendor For Credit (#SCMMMM102.0) for overarching returned goods process.

  1. Definitions
  2. Requestor – This is an individual within a BSWH department that has been authorized by management to requisition promotional products on behalf of their facility and cost center.
  3. Approver – This is an individual with management authority to approve requests made by the Requestor.
  4. Buyer – This is an individual within the BSWH Supply Chain Management - Corporate Procurement area authorized to issue and/or change BSWHpurchase orders.
  5. SCM – BSWH Supply Chain Management Department
  6. Store – BSWH Company Store
  7. MMIS – Supply Chain Management Informatics team
  8. Receiving – Supply Chain Management Operational staff responsible for receiving packages at the facility docks and delivering them to internal locations.
  1. Security
  2. BN will maintain a secured portal to the Store.
  3. To obtain access to the Store, a Requestor must:
  4. Be approved by appropriate BSWH director(s) and vice president(s to requisition products on their behalf and their cost centers.
  5. Be able to maintain a unique password on the store site. This password should not be shared with any other person.
  6. To establish an individual as an authorized Requestor, the followings steps must be followed:
  7. The Requestor should complete a“Baylor Scott & White Health Company Store Internet Ordering Setup Form” request form and forward the form to their director or vice president for processing. (Please note: This form is an interim measure during the contract start-up. myID is the preferred method for security access. The project team will change this procedure to myID as soon as that process is ready and available.)
  8. The Requestor’s director/vice president must:
  9. Request and authorize the Requestor access to Lawson RSS through myID (see myBaylor homepage).
  10. Authorize and forward the “BaylorScott & White Health Company Store Internet Ordering Setup Form” request form to MMIS.
  11. MMIS will facilitate both the Lawson RSS set up completion and the store set up. MMIS will place all data in the appropriate BN format. (Any requested changes to this form will be mutually agreed to by SCM Contracting, SCM MMIS and BN.) MMIS will forward all appropriate information to BN when ready and complete. MMIS will process these requests, on average, in three working days.
  12. BN will send an email to the Requestor to inform them that their initial setup has been completed and will provide the Requestor generic password.
  13. MMIS will provide the user RSS training. BN personnel will provide store training as needed.
  14. The Requestor should login to the store and change the password when they first enter the store.
  15. Any questions regarding the security process should be directed to MMIS at or 214-820-1995.
  16. MMIS will periodically audit the BN access list and ensure it is in compliance with this procedure and BIS security related procedures.
  17. In future stages, the BN store will include requisitioning approval for store orders. This will be accomplished after the initial “go live” processes.
  18. If the Requestor or their department changes physical location, this information must be forwarded to MMIS to ensure accurate deliveries.
  1. Store Requisitioning
  2. All orders for promotional products will be expensed against Expense Code716020 “Promotional Products.”
  3. BN will provide for two methods of requisitioning for Requestors:
  4. Online Store Products
  5. Special Quotes
  6. Online Store Products are the pre-selected items available in the store.
  7. The Requestor can access the store by going to myBaylor, Quick Links, BSWH Company Store (See Exhibit A). The Requestor will create an order using “shopping cart” methodology.
  8. BN receives the order and produces a unique confirmation order number. This number should be used for all future communication regarding that specific order.
  9. BN personnel will acquire proof approval from Requestor (See IV. SPECIAL NOTE).
  10. BN will verify and ship the order.
  11. The order will be delivered to the requested final destination. The packing slip and external box identification mustcontain:
  12. The BN confirmation order number,
  13. Ship To Name, and
  14. Ship To Building, Floor, Department Name.
  15. Requestor will verify receipt against their original order.
  16. Requestor will resolve all discrepancies with BN. The Requestor must report all discrepancies to Financial Service – Accounts Payable.
  17. BN will create a monthly summary billing for all store orders and invoice in the format agreed to with Financial Services and Procurement. This documentation will be sent to Financial Services – Accounts Payable.
  18. Financial Services will pay the invoice and will allocate the expenses as noted on the summary billing.
  19. Copies of the monthly summary billing reports will also be provided to SCM Contracting, Operations, and Procurement.
  20. Special Quotes are for Products that are not on the Online Store.
  21. BN will create a location within the portal to so that the Requestor may initiate a request for Special Quote assistance.
  22. The Requestor will request a quote.
  23. BN personnel will contact the Requestor and assist with specifications and Product solutions.
  24. BN will return a Special Quote to the Requestor. The Special Quote format will mirror the RSS requisition requirements for ease of data entry.
  25. The Requestor will login into Lawson RSS and complete the requisition on line.
  26. The requisition will then present to the Buyer for purchase order (“PO”) placement. The Buyer will issue the PO to BN.
  27. BN personnel will acquire proof approval from Requestor (See IV SPECIAL NOTE).
  28. BN will confirm the PO within 24 hours of receipt to BOTH the Buyer and the Requestor.
  29. The order will be delivered to the appropriate BSWH dock. The packing slip and external box identification must contain the Purchase Order number.
  30. Receiving will follow SCM procedures for receiving and deliver the product to the Requestor.
  31. BN will issue an invoice for the purchase order and send to Financial Services – Accounts Payable.
  32. Financial Services will match the invoice to the PO and receiving. All discrepancies will be resolved by SCM personnel.
  1. * SPECIAL NOTE*Promotional orders are considered “custom” product. As such, the Requestor will be asked by BN to approve a “proof” before the product moves into production. If the Requestor has signed off on the proof, further changes to the order will not be accepted. Please see section below related to change order processing.
  1. Order Changes Requests – Every effort should be made by the Requestor and BN to confirm the design and quantities before the order is processed. It is recognized that additions, changes and expediting may be required.
  2. Before order confirmation – All changes can be made directly between the Requestor and BN until the order confirmation number has been issued.
  3. After order confirmation – If a change is requested after the order has been confirmed, it may be better to delete the original order and create a new requisition for the additional amounts or new product designs. This will keep the original order clean for processing. The Requestor must contact:
  4. BN representatives directly for “Online Store Product” orders.
  5. The BSWH Procurement Buyer for “Special Quote” purchase orders. Buyers are the only individuals authorized to make changes to BSWH purchase orders.
  6. After proof approval – No changes can be made after proof approval. The Requestor has made a financial commitment to BN at this stage.
  7. Overruns – A common practice in the promotions industry is to produce more product than the original order quantity to ensure defective merchandise is removed from the order. BN will attempt to ensure that the quantity shipped matches the order quantities. If an overrun occurs, BN will takes steps to ensure the following occurs:
  8. The quantity received must be a complete unit of measure. For example: if the order is for 10 boxes of 5 each per box, then the overrun must be one (1) complete box of 5 each. BN will attempt to use “each” as the unit of measure whenever possible. Incomplete unit of measures cannot be received and will not be authorized for payment.
  9. The overrun is only authorized for up to 5% of the ordered quantity. Any quantities over 5% will not be authorized for payment.
  10. Boundless will report overrun activity to BSWH within its monthly reporting format.
  1. Procurement
  2. Corporate Procurement Customer Service - “SCOPES” is available at 214-820-2405 or via email at “SCOPES Request”. A Requestor may contact Procurement at any time to review the progress of an order or request further assistance. A Requestor may have the request escalated by asking to speak with the Corporate Procurement Director or Manager. If the Requestor has their RSS number or PO number for reference, the Customer Service team can quickly connect to the appropriate Buyer for assistance.
  1. Receiving
  2. In the event, the Requestor would like delivery of product to a non-BSWH location, then the “ship to” information must be provided to BN and Procurement at the time of the order. Both BN and Procurement will need a complete shipping address and reason for delivery to a non-BSWH location. The Requestor accepts complete responsibility for BSWH receiving and coordinating the receipt paperwork with their appropriate SCM Receiving area.
  3. All non-PO orders will follow steps outlined in the Receiving Process.
  4. If a BN representative is hand delivering product to a Requestor for a purchase order- based order, they must acquire a receipt signature and provide this to the appropriate Receiving department.
  1. Invoicing
  2. All invoices, regardless of processing type will be sent to Financial Services - Accounts Payable, 3500 Gaston Avenue, Dallas, TX 75246.
  3. Invoice payment terms are Net 30.
  4. BN acknowledges that if the appropriate order identification is not incorporated onto the packing slips or the invoices, there may be a delay in payment.
  5. Tax will NOT be calculated in the Store but WILL be added to the invoice for those facilities that are taxable.
  6. Boundless will use their own shipping number and include shipping costs on final invoices. Shipping will be calculated in the store orders.
  1. Store Merchandise Review
  2. BSWH has created a Stakeholders group to manage the content and merchandising of the store. This group is chaired by BSWH Marketing Brand Management and BSWH SCM Contracting. Members of the group include Marketing; Human Resources; Administrative Professionals Forum; SCM Contracting, Procurement, and Operations; Tax; and Financial Services.
  3. The Store Stakeholders, along with BN account representatives will conduct quarterly merchandising meetings where they will review the store content, product offerings and sales. The Store Stakeholders will make changes to the store and its offerings as appropriate and in compliance with BSWH policies and procedures.
  4. No item will be added to the Store without prior approval of the Store Stakeholders. In the event there is an emergency request to add to the store, BN must gain approval of the Manager of Brand Management and the Director of Contracting.
  5. Featured Products
  6. Featured Products is a process to facilitate requisitioning large quantities of one item, for multiple departments, ensuring large quantity discounted prices. The delivery date usually dictates how long an item will be featured. This process will be normally event driven with a specific date (i.e. Nurses Week).
  7. Only authorized Requestors will have access to the Featured Products.
  8. Featured Products will appear on the Summary Billing; similar to other Store products.
  9. Featured Products must be approved for placement on the Store in accordance with procedures noted above in section IX.
  10. Upon approval for placement on the Store, BN will send out an email, only to authorized Requestors, about the new Featured Product.
  11. BN will report monthly on how sales have occurred for current Featured Products.
  12. BN will propose future Featured Products during the monthly stakeholders meeting.
  13. Future – BN will create a calendar of Featured Products.
  14. Unique Company Information
  15. Companies that do not use Lawson for processing invoices:
  16. 1002 – Baylor Heart and Vascular Hospital (Meditech)
  17. 2000 – Baylor Foundation (Financial Edge)
  18. Companies that do not use Lawson for product requisitions:
  19. 1002 – Baylor Heart and Vascular Hospital (Meditech)
  20. 2120 – Baylor Health Enterprises

Exhibit A