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UC Riverside

Business and Administrative Services

March 2018

Cold Beverage/Pour Rights Pre-Proposal Conference - Kristen Hurtado, ASU Presenting

BAS Value Based Procurement Model

"Innovation begins with procurement," said Kristen Hurtado, assistant research professor at Arizona State University's (ASU) Simplar Institute. The Simplar Institute, leaders in the expertise-driven project delivery approach and procurement technologies, has partnered with BAS Procurement at the invitation of VC Coley, to position UC Riverside on the cutting edge of procurement and help UCR become a client of choice that leverages vendor expertise. "Transformation begins at the organizational level with a change in behaviors to view procurement as a way of creating value rather than transacting contracts and costs," Hurtado said.

On Monday, February 26, Hurtado joined BAS Procurement Analyst Matt Burke and Chief Procurement Officer and Director of Business Contracts, Ellery Triche, in conducting a pre-proposal conference for Cold Beverage/Pouring Rights at UCR. Potential suppliers were presented with an overview and direction regarding value based procurement in an interactive session which was followed by a campus tour led by Burke. "UC Riverside is looking for partners who will not only provide the best value for the University, but also the best people who will call on us day-to-day over the life of the contract; we want good people," Burke said. "In value based procurement, quality of key personnel is a heavily weighted factor when evaluating proposals," Burke explained. "The bid is awarded based on several scoring components. Price is one component, but it is not the only and/or most important component." As a part of the process, offerors for the Cold Beverage/Pouring Rights procurement will have their key campus personnel interviewed by UCR. "Vendors need to involve their key people from the beginning," said Hurtado.

Traditional proposals often contain binders full of information that can take weeks or months to evaluate. With UCR’s value based procurement model, supplier responses are streamlined so UCR can cut down the time to just a day or two, which lowers costs and gets to a contract a lot faster.  The model also stresses fairness and transparency, where evaluated proposal documents may not contain any names that can be used to identify who the Proposer is and where interviews are conducted with the key people that will actually be doing the work, not just executives and marketing staff from the supplier.  “The value based approach really gets to the heart of what makes successful projects and services tick: that a good team equals a good outcome.  The people on the team are the source for innovation, cost reduction, and risk management, and all the data shows that the outcome of a project won’t be any better than the capability and experience of people doing the work,” Hurtado said.

UCR Procurement Services has partnered with ASU on several successful value based procurement projects including:

  • Campus-wide Managed Print Program with Printing & Reprographics
  • A&E Project Management Services
  • Campus Radio System and Infrastructure

“I am proud to be a part of UCR Procurement Services due to its commitment to implement change by learning and utilizing cutting-edge procurement and supply-chain techniques such as those introduced by ASU's Simplar Institute,” Burke said.

Exciting Events, Initiatives, and Resources

EAB

Education Advisory Board Business Affairs Forum Onsite Visit

On February 6, 2018, Dr. John Workman, managing director with EAB's Business Affairs Forums, and Kimpton Langford, EAB dedicated advisor to UCR, provided an onsite presentation of available EAB resources and strategies for administrative labor savings without reductions in force. Workman, whose work is focused on increasing labor savings and staff productivity, alternative revenue sources, and university budget models, presented Bending the Labor Cost Curve: Best Practices for Administrative Staff Efficiencies and Sustainable Cost Savings to UCR CFAOs and managers. Among the items discussed were creating high value roles for students and leveraging student workers in business administration units in mutually beneficial ways, and utilizing position control to prioritize resources and redesign roles.

The Education Advisory Board conducts national best practice research and provides expert takes on the biggest issues in education. UCR is a member of the Education Advisory Board Business Affairs Forum thanks to the co-sponsorship of the VC Planning and Budget and VC Business and Administrative Services. If you are not already tapping into this powerful resource, you can access EAB's website and get started by following web login instructions in the how-to-guide. You will find a wealth of information including research briefs, current research initiatives, forums, blogs, and information on webinars and upcoming meetings. You can also subscribe to the EAB Daily Briefing for email updates containing EAB's latest hot topics and articles.


 


Shingo Model

BAS Enterprise Excellence and the Shingo Model

In our quest for Becoming the Benchmark! in higher education administration, BAS units pursue continuous improvement and have adopted Lean Principles, such as looking for ways to eliminate waste in all its forms. We have been focused on examining our processes, soliciting client feedback, and making changes both small and large to improve the way we do things. We have also been focused on creating an environment where people are valued, feel safe to share ideas, and are empowered to makes changes and do the right thing, as our BAS Strategy Map indicates, with the importance of how we care for our people as the base for all that we do.

The Shingo Model promotes continuous improvement and examines culture and principle-based based behaviors. According to the Shingo Institute, "the Shingo Model introduces Shingo Guiding Principles on which to anchor current initiatives and to fill the gaps in efforts toward ideal results and enterprise excellence." These guiding principles include:

  • Respect every individual
  • Lead with humility
  • Seek perfection
  • Embrace scientific thinking
  • Focus on process
  • Assure quality at the source
  • Flow & pull value
  • Think systemically
  • Create a constancy of purpose
  • Create value for the customer

Please visit the Shingo Institute Website to learn more about the Shingo Model and Guiding Principles, as we will be looking to this model for enterprise excellence in BAS. The site contains a link to download a free Shingo Model booklet that teaches the basic concepts.

Source: Shingo Institute - shingo.org

 


Pathways to Success Class

Organizational Excellence Fellowships

Cheers erupted on Thursday, February 28, when Vice Chancellor Coley announced the new Staff Organizational Excellence (OE) Fellowship Program at the OE Making Change Work Lunch and Learn event, where over 130 enthusiastic attendees filled the room at the Alumni & Visitors Center to learn how to apply the Prosci ADKAR model to both personal and work place change. Common themes that emerged during table discussions were changes related to UCPath and campus growth. Participants applied the ADKAR model to these changes, scoring them on factors relating to Awareness, Desire, Knowledge, Ability, and Reinforcement. Staff identified obstacles to change and compared results during table report outs.

VC Coley described the Staff OE Fellowship Program as one designed to provide support to highly motivated staff across campus who desire greater exposure to new ideas and ways of thinking and working offered by the broader higher education community. The program, which offers matching funds for these activities up to a certain dollar amount, is jointly sponsored by Provost and Executive Vice Chancellor Larive and VC Coley. Please watch for upcoming Daily Digest announcements about the new program. Eligibility requirements, process information, and Fellowship applications will be posted on the Organizational Excellence website in the coming days.

 

Vice Chancellor’s Message

Ron Coley

Dear BAS Colleagues,

At a recent meeting with BAS managers, I discussed elevating BAS' effectiveness and asked those present to consider their responses to a BAS Strategy Card that I developed. I shared my responses with the group and I share them now with you. Please take this opportunity to review this information and discuss any questions you may have with your unit's leadership team. Please also feel free to reach out to me directly at vcbas@ucr.edu. Understanding our organizational vision and strategy is key to our achieving administrative excellence.

BAS Strategy Card

  1. My leadership responsibility as a supervisor is: Care for and develop our people
  2. BAS' Vision is: Become the Benchmark!
  3. BAS' Strategy is: Integrity + People + Processes + Resources >>>Excellent Service
  4. BAS' Key Metric for Excellence is: Being an administrative resource i.e., being called upon as subject matter experts 

Keep in mind as you review our strategy that it doesn't take a formal title to be a leader in your work place. We are all charged with the responsibility of caring for and empowering one another.

You will note that this edition of our newsletter provides you with tools and resources for professional development, seeking out best practices, and continuous improvement. I strongly encourage you to read and learn more about the Shingo Model and Guiding Principles. Begin reflecting on these principles as they apply to behaviors you see in your work space. I also highly recommend using the Education Advisory Board resource. Features that I find particularly useful are the EAB Daily Briefing and Business Affairs Library to name but two. 

As always, I welcome and invite your comments, ideas, and feedback. Please send your suggestions to vcbas@ucr.edu.

Thank you for your continued commitment to excellence.

Best regards,

Ron T. Coley
Vice Chancellor
Business and Administrative Services

 

Note to Managers

Managers with staff members whose job does not involve the use of computers, please print and deliver to those staff.

Campus Information Department Information Other Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521

Tel: (951) 827-1012

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