To achieve our mission of "Better, Faster, Cheaper", the UPST is collaborating with various partners both within the President's Office and our various campuses on various initiatives. These projects span automation, technology adoption, process improvement, policy harmonization, and a whole lot more.
Visit each of the sections below to read up on our ongoing projects!
Strategic Sourcing/Cost Savings
Print Services Optimization
The UMass – SupplyLogic partnership is an extension of the work being done by the campus marketing and procurement teams. The model allows UMass to focus on our strategic, high-value activities, while leveraging a specialized partner to manage the execution of those strategies.
The UMass Administration and Finance stakeholders, Policy Harmonization Team, across the system have been working on the harmonization of many procurement-related policies (Procurement, Business & Travel Expense (B&TE), and Travel) over the last 18-24 months. The Procurement and B&TE policies are ready for deployment and we hope you can read up on the policies and their associated administrative standards by clicking on each initiative below.
Business & Travel Expense (BTE)
The Policy Harmonization Team has consolidated the multiple business expense and travel policies residing on each campus into a single policy for the UMass System – Business & Travel Expense (B&TE). These standards provide guidelines for processes and approval requirements for: allowable and non-allowable non-travel expenditures, non-travel food and beverage expenditures, business meetings and events with alcohol (non-travel related), mileage reimbursement, cell phones, and more.
Procurement Policy & Administrative Standards
The Procurement Policy and Administrative Standards update focused on clarifying the role of UPST, contract execution, and entrenchment of Supplier Diversity. The administrative standards provide clarity on procurement operation, and requirements while aggregating the disparate procurement process information in one location.
The UPST partnered with UITS and campus CIOs to drive the rationalization of the UMass system IT Value Added Resellers (VAR) supplier base into 4 strategic contracts. With over 10,000 active IT VAR suppliers, the initiative aimed to rein in the number of active information technology suppliers to ensure accountability, compliance, and proactive supplier management. The 4 strategic IT VAR suppliers that UMass has contracted with includes, Gov Connection, Whalley, WEI, and CDW-G, all of which have been doing business with the system for some years now.
BuyWays Release 1.0: Guided Buying, Change Orders, and NBJ
The UPST worked with your campus stakeholders over a period of 7 months to automate the No-Bid Justification (NBJ) process, and Change Order process while defining a process to operationalize the use of enhanced purchase orders (PO) to contract services contracts of less than $50K in BuyWays. BuyWays Release 1.0 is an umbrella name for this project and it was successfully deployed system-wide between July and August of 2021.
Motto: Ease of use and efficiency.
BuyWays Release 2.0: Streamline Procurement Contracts Process
Currently, there are contracting process activities that take place outside of the BuyWays Contracts Module, Total Contract Management (TCM), with some campuses maintaining their own templates, or process elements even after the formation of UPST. In addition to this, the existing contract request form is not integrated with the TCM module, with existing functionalities not optimized when it was deployed by UMass 5-10 years ago.