SUBJECT: FY 2016 Procurement Department Budget Submittal Budget Unit 118

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1 County of Santa Clara Office of the County Executive Procurement Department 2310 North First Street, Suite 201 San Jose, California PHONE (408) FAX (408) February 27, 2015 TO: FROM: Jeffrey V. Smith County Executive Jenti Vandertuig Director of Procurement SUBJECT: FY 2016 Procurement Department Budget Submittal Budget Unit 118 Impact Statement The Procurement Department provides central services to County agencies and departments by purchasing and contracting for goods and services for County operations. The Department provides an open and competitive process for the vendor community to earn our business and establishes quality contracts for products and services with value added services. In addition, the disposition of personal public property is managed and administered by Procurement. The vision of the Procurement Department is to achieve the highest standard of professional procurement through integrity, trust and ethical practices. The value of the contracts established and managed by the Procurement Department for County agencies and departments via purchase orders and agreements is approximately $1.5 billion. Procurement Services Strategically sources, negotiates and procures goods and services for the County utilizing best value. Provides training, consulting and helpdesk support, tools and templates for Countywide decentralized contracting for professional services. Reviews, approves and executes service agreements initiated by County agencies and departments. Manages Countywide implementation and training for the Procurement Card, Field Purchase Order and eprocurement programs.

2 Manages rebate programs and other discount programs for selected contracts for goods and equipment. Properly disposes of personal public property no longer needed by County departments by auction, re-use and recycle options. Aggressively pursues cost saving measures. Cost Savings Measures The Procurement Department has continued to work with County agencies and departments to forecast their major acquisitions, conduct complex solicitations and effectively negotiate millions of dollars in savings while lowering the risk to the County with better terms. The contracting teams have achieved millions of dollars in savings and cost avoidance related to technology, facilities and medical patient care-related goods and related services. In calendar year 2014, the department achieved over $12 million in cost savings. Recommended Action The Procurement Department recommends the following additional funds and staffing to serve our clients: 1. DocuSign Software Subscription Services 2. Information Systems Manager I/II 2 positions 3. Senior Management Analyst 2 positions Reasons for Recommendation As part of the FY 2015 budget, at Administration s request, the Board approved the implementation of a comprehensive and new procure-to-pay, cloud-based technology provided by Ariba to streamline its procurement and payment functions. In order to take full advantage of the electronic efficiencies of this new automation tool, it is imperative that the County continue to fund the DocuSign Subscription Services which will enable electronic signatures by various parties in the contracting process, thus promoting operational efficiencies in the contract workflow and execution process. In addition, in order to ensure the full collaboration countywide and to maximize the efficiencies of the Ariba implementation, it is has been determined that the County will require two Information System Manager I/II positions to provide ongoing software configuration and user administration services to address the various business needs of County departments. An important component of implementation and success of the Ariba automation tool is the effective enablement of suppliers wishing to do business with the County. Two 2

3 Senior Management Analyst positions are required to handle the implementation of the thousands of suppliers already doing business with the County. 1. DocuSign Subscription Services ($57,600) The Ariba Contracts Management Module will enable the County to maintain a repository of pre-approved contract templates and enable electronic contract authoring by various parties including electronic signatures. As part of the collaborative commerce solution, the County has established an agreement with DocuSign to facilitate electronic signatures. The initial cost for FY 2015 was funded by the Information Services Department. The Procurement Department is requesting $57,600 in ongoing funds to cover the costs of the agreement. 2. Two Information Systems Manager I/II (G12) - $173,345 each position; total $346,690 The Ariba suite of software consists of various modules which covers the entire procureto-pay processes. The modules are defined as Upstream and Downstream with all of the purchasing and contracting activities happening in the Upstream modules, while all the transactional procurement of placing orders, receiving the products and services and making payments to the suppliers happens in the Downstream modules. The Upstream modules include the Supplier Information Management, Sourcing, Contracts and Supplier Performance Management. The County is able to configure the software to address the business needs and these configurations and testing can be done by the County since Ariba is a cloud-based solution. Based on the design and configuration during the implementation phase, it has been determined that the County will require resources to handle these various configurations of the Upstream modules. Accordingly, Procurement is requesting two positions to support this effort. The Upstream Process Administrator (UPA) is a critical role to ensure solution availability, controls, configurations and data integrity. The UPA works with subject matter experts in Procurement and other County departments to understand and document procurement processes and maps/enables the processes on Ariba's Upstream* solutions. The UPA serves as the Upstream Ariba Solutions expert on application functionality and configuration requirements. The UPA evaluates business process policies and submits policy change recommendations for management approval. Responsibilities include: Create and maintain Project Templates Monitor projects' statuses, create and run reports 3

4 Gather data for loading legacy data and documents, create legacy load templates and execute legacy load Mass project edit and user replacement process Update enumerations (values) for Custom Fields Team member file maintenance Shares expertise with users to ensure knowledge transfer and self-sufficiency Liaison to Ariba for submitting requests and receiving updates on application functionality The Upstream User Administrator (UUA) works with process owners in the County's departments to understand and document procurement processes requirements and County policies then offers recommendations for how to configure Ariba application to fulfill the requirements while adhering to County policies. The UUA combines deep knowledge of Ariba's Upstream applications' security model and County policies regarding application access to ensure that users' roles and permissions align with the County's policies. The UUA seeks executive approval for requests that appear misaligned to County policies. Responsibilities include: Manage users, groups, roles and permissions Recommend appropriate user assignments to groups Establish system controls in accordance with County's policies and procedures Understand and manage notification functionality Configure and manage Dashboard templates Import and Export user data *Upstream solutions include Supplier Information Management, Contracts, Sourcing and Supplier Performance Management. 3. Two Senior Management Analyst (B1N) - $141,043 each position; total $282,086 Supplier Enablement is the activity in the Ariba Procure-to-Pay system that electronically connects suppliers to the County s system in order to exchange critical business documents such as purchase orders, invoices and other information using electronic data interchange (EDI), Extensible Markup Language (XML), and Web forms. It helps the County target and enroll current and new suppliers to become transactional and, once they are transactional, suppliers can be accessed in the Sourcing and Contracts Modules in Ariba and in the Procure-to-Pay module. The County has thousands of suppliers to be enabled to do business via the Ariba system. Ariba recommends 2.0 FTE resources to handle the initial implementation of goods and 4

5 services suppliers which consists of close to 4000 active suppliers and approximately 700 contracts. Conclusion With the implementation of the Ariba procure-to-pay automation tool, the Procurement Department is poised to facilitate significant improvements in operational efficiencies in contracting functions throughout the organization. The additional funding identified will ensure the success of this innovative endeavor. 5

6 Fiscal Year 2016 Budget Proposals Procurement (BU 0118) Proposal 6900 BU118 FY 2016 Procurement Department Budget Submittal Net Position Added: 4.00 FTE On-Going Net Cost: $686,376 One-Time Net Savings: $0 Recommended Action The Procurement Department recommends the following additional funds and staffing to serve our clients: 1. DocuSign Software Subscription Services 2. Information Systems Manager I/II 2 positions 3. Senior Management Analyst 2 positions Fiscal Impact On-going Expense (Object 2) increase of $57,600 for DocuSign and Salaries and Benefits increase for the positions of $628,776. Service Impact/Background The Procurement Department provides central services to County agencies and departments by purchasing and contracting for goods and services for County operations. The Department provides an open and competitive process for the vendor community to earn our business and establishes quality contracts for products and services with value added services. In addition, the disposition of personal public property is managed and administered by Procurement. The vision of the Procurement Department is to achieve the highest standard of professional procurement through integrity, trust and ethical practices. The value of the contracts established and managed by the Procurement Department for County agencies and departments via purchase orders and agreements is approximately $1.5 billion. Procurement Services Ø Strategically sources, negotiates and procures goods and services for the County utilizing best value. Ø Provides training, consulting and helpdesk support, tools and templates for Countywide decentralized contracting for professional services. Ø Reviews, approves and executes service agreements initiated by County agencies and departments. Ø Manages Countywide implementation and training for the Procurement Card, Field Purchase Order and eprocurement programs. Ø Manages rebate programs and other discount programs for selected contracts for goods and equipment. Ø Properly disposes of personal public property no longer needed by County departments by auction, re-use and recycle options. Ø Aggressively pursues cost saving measures. Cost Savings Measures The Procurement Department has continued to work with County agencies and departments to forecast their major acquisitions, conduct complex solicitations and effectively negotiate millions of dollars in savings while lowering the risk to the County with better terms. The contracting teams have achieved millions of dollars in savings and cost avoidance related to technology, facilities and medical patient care-related goods and related services. In calendar year 2014, the department achieved over $12 million in cost savings. As part of the FY 2015 budget, at Administration s request, the Board approved the implementation of a comprehensive and new procure-to-pay, cloud-based technology provided by Ariba to streamline its procurement and payment functions. In order to take full advantage of the electronic efficiencies of this new automation tool, it is imperative that the County continue to fund the DocuSign Subscription Services which will enable electronic signatures by various parties in the contracting process, thus promoting operational efficiencies in the contract workflow and execution process. DETAIL REPORT OF DEPARTMENT BUDGET PROPOSALS 1

7 Fiscal Year 2016 Budget Proposals Procurement (BU 0118) In addition, in order to ensure the full collaboration countywide and to maximize the efficiencies of the Ariba implementation, it is has been determined that the County will require two Information System Manager I/II positions to provide ongoing software configuration and user administration services to address the various business needs of County departments. An important component of implementation and success of the Ariba automation tool is the effective enablement of suppliers wishing to do business with the County. Two Senior Management Analyst positions are required to handle the implementation of the thousands of suppliers already doing business with the County. 1. DocuSign Subscription Services ($57,600) The Ariba Contracts Management Module will enable the County to maintain a repository of pre-approved contract templates and enable electronic contract authoring by various parties including electronic signatures. As part of the collaborative commerce solution, the County has established an agreement with DocuSign to facilitate electronic signatures. The initial cost for FY 2015 was funded by the Information Services Department. The Procurement Department is requesting $57,600 in ongoing funds to cover the costs of the agreement. 2. Two Information Systems Manager I/II (G12) - $173,345 each position; total $346,690 The Ariba suite of software consists of various modules which covers the entire procure-to-pay processes. The modules are defined as Upstream and Downstream with all of the purchasing and contracting activities happening in the Upstream modules, while all the transactional procurement of placing orders, receiving the products and services and making payments to the suppliers happens in the Downstream modules. The Upstream modules include the Supplier Information Management, Sourcing, Contracts and Supplier Performance Management. The County is able to configure the software to address the business needs and these configurations and testing can be done by the County since Ariba is a cloud-based solution. Based on the design and configuration during the implementation phase, it has been determined that the County will require resources to handle these various configurations of the Upstream modules. Accordingly, Procurement is requesting two positions to support this effort. The Upstream Process Administrator (UPA) is a critical role to ensure solution availability, controls, configurations and data integrity. The UPA works with subject matter experts in Procurement and other County departments to understand and document procurement processes and maps/enables the processes on Ariba's Upstream* solutions. The UPA serves as the Upstream Ariba Solutions expert on application functionality and configuration requirements. The UPA evaluates business process policies and submits policy change recommendations for management approval. Responsibilities include: Create and maintain Project Templates Monitor projects' statuses, create and run reports Gather data for loading legacy data and documents, create legacy load templates and execute legacy load Mass project edit and user replacement process Update enumerations (values) for Custom Fields Team member file maintenance Shares expertise with users to ensure knowledge transfer and self-sufficiency Liaison to Ariba for submitting requests and receiving updates on application functionality DETAIL REPORT OF DEPARTMENT BUDGET PROPOSALS 2

8 Fiscal Year 2016 Budget Proposals Procurement (BU 0118) The Upstream User Administrator (UUA) works with process owners in the County's departments to understand and document procurement processes requirements and County policies then offers recommendations for how to configure Ariba application to fulfill the requirements while adhering to County policies. The UUA combines deep knowledge of Ariba's Upstream applications' security model and County policies regarding application access to ensure that users' roles and permissions align with the County's policies. The UUA seeks executive approval for requests that appear misaligned to County policies. Responsibilities include: Manage users, groups, roles and permissions Recommend appropriate user assignments to groups Establish system controls in accordance with County's policies and procedures Understand and manage notification functionality Configure and manage Dashboard templates Import and Export user data *Upstream solutions include Supplier Information Management, Contracts, Sourcing and Supplier Performance Management. 3. Two Senior Management Analyst (B1N) - $141,043 each position; total $282,086 Supplier Enablement is the activity in the Ariba Procure-to-Pay system that electronically connects suppliers to the County s system in order to exchange critical business documents such as purchase orders, invoices and other information using electronic data interchange (EDI), Extensible Markup Language (XML), and Web forms. It helps the County target and enroll current and new suppliers to become transactional and, once they are transactional, suppliers can be accessed in the Sourcing and Contracts Modules in Ariba and in the Procure-to-Pay module. The County has thousands of suppliers to be enabled to do business via the Ariba system. Ariba recommends 2.0 FTE resources to handle the initial implementation of goods and services suppliers which consists of close to 4000 active suppliers and approximately 700 contracts. Conclusion With the implementation of the Ariba procure-to-pay automation tool, the Procurement Department is poised to facilitate significant improvements in operational efficiencies in contracting functions throughout the organization. The additional funding identified will ensure the success of this innovative endeavor. DETAIL REPORT OF DEPARTMENT BUDGET PROPOSALS 3

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