Procurement Benchmarks Advisory Committee ITPro Demo May 13, 2016 Jason Weatherbie, Acting Senior Director, Networks, End Users and Cyber Security
How It Came About • In order to manage the large volume of microcomputer requests received by Shared Services Canada (SSC) after the Order in Council, we purchased an e-store subscription (Volusion) and set- up “ITPro” for the following reasons: It has an electronic intake tool. It allows for electronic procurement requests in a consistent format, which reduces the workload and manual contract preparation by SSC. It allows for consolidation of same or similar requirements across government, leading to a lower number of contracts and maximizing buying potential. • Store design, process development and implementation was done in less than three months (mid-June to end of August) by a team that averaged three employees over that time period. 2
How It Came About continued • A key element of process changes and ITPro is the virtual inventory. We include additional options in our Request for Volume Discounts (RVDs) that are then posted as inventory in ITPro. Any client can draw from the inventory (effectively exercising contract options) and benefit from the enterprise scale pricing received in the RVDs. This allows for: quick delivery times; known product without directing the purchase as it has already been competed; and lower prices. • ITPro was a large factor in the success of the Workplace Technology Devices Procurement team this past fiscal year. Microcomputer Summary FY 15/16 TOTAL Order Qty $ Completed 3,575 137,900,000 Moved to next FY or Cancelled 60 $830,000 3
What’s Next For ITPro Now that the year-end rush is over, SSC can spend the next few months focusing on improvements. • We have been meeting with vendors over the last few weeks and will update the store based on feedback received. Since the store is managed by Procurement and Vendor Relationships (PVR), changes can be made quickly. We will be adding additional status information for clients. We will be doing a full product and specifications review with vendors. We will be using examples from private sector e-stores to update the format for ease of use. We will be using drop-shipping functionality to enable inventory orders to be immediately and automatically sent to the vendors. • PVR will also be meeting with clients over the next few weeks and will once again update the store based on feedback received. • PVR will also be looking to refresh and update the Microcomputer National Master Standing Offer (NMSO) to maintain a relevant procurement tool. 4
Frequently Asked Questions 1. Is ITPro bilingual? • Yes, there is a Change Language toggle at the top right. 2. How did you pick Volusion? • We looked at data sovereignty and that even Canadian companies use U.S. data centres. • We wanted a product that did not have a “per transaction” price and had everything included in the monthly rate (this narrowed it down to only two products out of the top 10 e-stores). • We wanted customer service and responsiveness, as PVR had little time to set it up. 3. No concerns about privacy, etc.? • All the data from the NMSO is already publically available on CAG, so no. 5
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