Minutes

Institutional Value Analysis- Business

September 24, 2014

3.114 Admin Bldg

12:00pm – 1:00pm

In attendance:

Matt Furlong, Bill Fuqua, Scott Boeh, Ulises DeLeon, Craig Elmore, Tammy Gutierrez (phone), Sheryl Green, Scott Hermstein, Bridget Jones, Theresa Carrig, Jennifer Johnson, Jamie Penner, Danielle Grissom, StJohn Sturton, Chris Gross, Michael Cupito

Absent:

Johann Ramirez, Denise Parrish, Cameron Guthier, Judith Allison

Introductions:

Co-Chairs, Matthew Furlong and Bill Fuqua, introduced themselves to the group. Each person introduced themselves and the area they report to. A committee roster was included in the handouts.

Goal of IVA:

The purpose of the group was explained and the PowerPoint Slides on Institutional Value Analysis was reviewed.

Potential opportunities for standardization or cost reduction:

Discussion was opened and team was invited to suggest any potential cost saving opportunities or ideas. The Business Related Spend Summary spreadsheet was reviewed with notice to the top categories of spend, specifically General Services.

The spreadsheet on Office Supplies – Consumable (Account 515010) was reviewed. Explained that there is $1.3M of spend in this category, but there were only 7 vendors that were truly office supply vendors. The spreadsheet reflects those Office Supply vendors and the breakdown of spend category within those vendors. It was noted that there is another $660K in that category being purchased from other vendors. This opened the discussion on how there is an issue with the appropriate mapping of commodity codes and account codes.

The Today’s Business Solutions spreadsheet was reviewed, and the breakdown of what is being purchased from an Office Supply vendor was discussed. A suggestion was made that the committee could potentially narrow down the catalog.A formulary could also be put in place for this vendor.

New contract was just signed with TBS and there is a “hot list” with items that provide the most savings to the UT System. Discussed necessity of communicating the hot list items to the actual purchasers. Analysis will be done on utilization of hot list items.

Other topics/potential opportunities discussed:

  • Elimination or standardization of personal printers and toner
  • End of fiscal year spending surge
  • Communication is critical – educating employees and show value of savings
  • Coffee and water
  • Management to be responsible for closing the loop between those who budget and those who purchase
  • How do we improve the “right” information – discussed the Enterprise Initiative
  • Subscriptions – are there opportunities to purchase an enterprise subscription vs. multiple individual subscriptions
  • Educating employees to use proper account codes for better data
  • Commodity code mapping issues should be fixed
  • PC equipment – potential savings using another vendor (HP vs. Dell)
  • Collection agencies
  • Website widgets that produce revenue
  • Software
  • Continuing education providers
  • Telephones

Future meeting times:

Future meetings will be held the 3rd Wednesday of the month, 12:00pm – 1:00pm. There were no issues with the date and time.

Next meeting:

Hot list (TBS) analysis – Person responsible: Jennifer Johnson, Data Analytics

General Services Data - Person responsible: Jennifer Johnson, Data Analytics