News & Announcements:
SciQuest, Stony Brook's New eProcurement System

The Operational Excellence Procurement Systems team announces the issuance of the first purchase orders through our new eProcurement system, SciQuest.

The goal of this new eProcurement system, dubbed “WolfMart,” is to make ordering faster and easier than ever before, as well as to create a unified portal from which to order using State, IDC, and RF fund sources. It will provide users an online shopping experience similar to that of other eCommerce sites such as Amazon, Priceline, etc., as well as include intuitive electronic order routing of approvals (workflow) and automated Accounts Payable/Receiving settlement.

Jim FabianThe Procurement Systems team, in conjunction with the Strategic Sourcing team, has worked diligently to include the highest volume vendors in the automated system and will continue to add new vendors as the system rolls out.

As part of a five-year examination process by the Research Foundation of SUNY, SUNY, and several campuses, our Procurement Systems Initiative provides an “all funds” solution to the day-to-day process of ordering goods and services required for the operation of the University. The new system will replace the paper-based RF procurement process and the State E-requisition system, giving end users the ability to track their orders through both the NYS and RF purchasing cycles. It also supports the University’s on-going effort to use spending power to cut costs, support minority and women owned business entities, and be more environmentally friendly.

After conducting a series of focus groups that included end users from varied departments and schools on campus to determine likes and dislikes of the existing systems, as well as determining “wish list” attributes that they would like in any new system, the Procurement team worked on the integration points to feed required information into the existing RF and SUNY systems and began testing. Thorough testing of the system enabled us to confirm that the integration was a success and that the product was ready to “go-live.” The first purchase orders were successfully processed through the system on November 14, 2011.

The pilot phase began on Monday, November 28. It consists of 16 campus departments utilizing the WolfMart system to place requests, requisitions and purchase orders. The Procurement Office will process orders natively through WolfMart as the pilot phase continues. It will utilize the workflow functionality of the system to get orders approved by supervisors, route special orders for other reviews (such as radio-isotopes to EH&S, work orders to CPDC, etc.), and place orders directly with vendors where no intervention from the Purchasing Department is required.

After a successful pilot phase, campus-wide rollout is to commence in mid-February 2012, culminating in a campus-wide implementation by June 30, 2012. The rollout will be accompanied by intensive training and support for all departments during the transition, along with additional testing to exploit the wide range of features and process improvements that the SciQuest product can offer us.

The Procurement Office will continue to provide updates as the planned goals and objectives of the implementation are reached and as we start new planned phases of the process.

Sincerely,
Jim Fabian
Assistant VP for Procurement Services
December 1, 2011