Disaster Prepared

Over the last month, the Procurement Services management team has been updating and testing plans to ensure that the services we provide to campus would not be significantly interrupted if a natural disaster were to occur. We know that you depend on us to help you keep your department supplied with everyday necessities, and we want to be there for you when you need us. We have prioritized the introduction of more electronic processes, making it much easier for us to be responsive to your needs even if we couldn’t work from our normal offices. However, until we can completely transition to paperless processes, we need your help to make sure that paper documentation is backed up properly. Departments should always retain copies (paper or electronic) of all P-Card packets for a minimum of 2 years. Copies of Travel Vouchers or MDVs should be kept until the payment has been made.

Hopefully we won’t ever have to enact our disaster recovery plans, but if we do, you can rest assured that we will do all that we can to meet your needs and live up to your expectations.

Travel and Expense Module Update

As many of you know, Procurement Services has long been working on a project to implement the Banner Travel and Expense Module (TEM) to provide an avenue for electronic processing of Travel Vouchers, MDV reimbursements/payments, and P-Card reconciliations. We recently learned that Banner has discontinued support of the current TEM product and has partnered with a third-party vendor. As such, our current progress on the TEM project has come to a halt while we evaluate our options and determine the best path forward for The University of Alabama. We appreciate your partnership in preparing for the TEM rollout and wanted you to be among the first to know of this development. We will continue to provide you with more details on our path forward in the next few weeks.

What’s New?

Many of us look forward to March because it marks the beginning of spring and it brings some welcomed time off to relax and renew, but spring has a little different significance for Procurement Services this year.  We have several long-standing projects that will come to fruition very soon.  We are currently in the early phases of implementation of our new buyBAMA eProcurement system, and we have also been working on a better way to process and track contracts that should be ready for use this month.  You can expect to hear more these projects and more over the spring and summer.

We are hosting our annual Vendor Fair on March 8th, in the Ferguson Center Ballroom.  Please stop by to learn more about our contract vendors and make sure to visit the Procurement table to ask questions and learn more about our current projects.  See you there!

Vendor Fair

Procurement Services will host this year’s Vendor Fair on Tuesday, March 8th from 10:00 a.m. to 3:00 p.m. in the Ferguson Center Ballroom. Many of our current contract vendors will be on hand to showcase the products and services they provide for the University. We invite you to come and meet our representatives face to face and learn more about their products. There will also be employees from all areas of Procurement on hand throughout the day. For questions please contact Jana Weaver or Amy Chambley.

Goals for the New Year

The start of a new year is a great time to reflect on the past and set goals for the future. While you are making resolutions for personal and professional development, consider incorporating Procurement Training into your plans.  We offer several in-person classes on a monthly basis as well as short-format training videos and eLearning courses that are available at any time.

The Procurement Training Certificate is awarded to those who complete all three of the basic Procurement courses.  Please visit the training website or contact Jennifer Clark for more information.

Winter Break

The holiday season is here!  As you are preparing for the end of the semester, please don’t forget to take care of any final procurement needs as early as possible.  Purchasing and Accounts Payable often get very busy in the days before the break.  Avoid the rush by submitting your requisitions, travel reimbursements, MDVs, and invoices as soon as possible.

Thanks for a Great Year

Another fiscal year has come and gone, and as we look back over what we have accomplished, it is clear that the Capstone’s tradition of excellence is stronger than ever. The Procurement Services team is proud to partner with you in providing learning opportunities and services for our ever-growing student population, maintaining our beautiful campus, and meeting the needs of our world-class researchers.  We thank you for working with us throughout the year and letting us be part of the success at The University of Alabama.

We have prepared a short video that highlights some of our milestones from the past fiscal year.  Please take a moment to view it, and feel free to share with others in your department.

Thanks for all you do!

Thank You Video

 

Having trouble playing the video?  Try using the YouTube version.

Website Changes

If you haven’t looked at the Procurement websites in a while, I invite you to stop by and take a look.  We have given them all a much needed face lift.  In the process, we have put emphasis on making them easier to navigate so that the important information that you need is easier to find. Our goal is to make our websites a valuable tool for you to find the most up-to-date answers to your questions.

One feature that we are excited to show you is our new Travel Portal.  This new website is your one-stop shop for all travel related questions.  With sections for in-state, out-of-state, and international travel, you are sure to find everything you need for your next UA trip!

Have you used our new drop box?

drop boxWe know that work at the University does not stop at 5:00 p.m. on weekdays, and that some of you really need a way to drop things off for Procurement
outside of the normal workday.  That is why we have installed a new drop box in front of our office.  This mailbox-style drop off point is a secure way for you to leave things for us. We check it twice a day, so you can rest assured that we will retrieve your dropped items promptly.

Feel free to use this box for anything that you need to leave for Accounts Payable, Purchasing, P-Card Services, or the Office of Procurement.

FY2015 Reminders and Announcements

August brings the start of the new school year, but in the flurry of activity it is important not to forget that the end of the fiscal year will also be here very soon.  Several of the articles in the August Newsletter touch on things that you will need to know as we get ready to close out FY2015.

In other news, I am pleased to announce that Dan Rodgers has been named Director of Contract Administration.  A native of Winfield, Alabama, Dan graduated from The University of Alabama in 1996 with a B.A. in journalism, and earned a law degree from The University of Alabama School of Law in 1999.  From 1999 to 2007 he practiced law in Montgomery and Birmingham.  He joined the University in 2007 as a Contract Administrator, and has worked in Contract Administration since then.  Please join us in congratulating Dan on his new position.