September Procure-to-Pay Project Update
Posted in Announcements Procure-to-Pay
Final Update – September 2025
Project Timeframe: August 2024 – September 2025, OCFO & BDOG
P2P Project Conclusion & Next Steps
Key Recommendations & Changes:
After significant consultation and with approval from university leadership, we plan to shift to a center-led P2P model. This approach is similar to many of our peer institutions and is in alignment with industry best practices. Under the center-led P2P model, strategic decisions on policy, processes, and tools will be set centrally. Transactional work will be handled within the campus-level finance teams with clearly defined roles and responsibilities. This shift will require policy, process, and organizational structure changes, including:
- The Procurement division within the OCFO will transition into a unified Procure-to-Pay operation, bringing together Procurement, Accounts Payable, and ProCard services under a new structure. The central team will continue to focus on contracts, training, strategic sourcing, and travel alongside this expanded portfolio of work.
- Procurement Analysts will continue supporting stakeholders across campuses; however, they will now report to campus-level finance teams rather than the university’s central Procurement division.
Once the foundational work of the implementation phase is complete, we will initiate broader organizational changes in early 2026.
These changes are intended to improve customer service, streamline processes, enhance training and information sharing, and drive cost savings.
We remain open to increasing resources across these teams, including potential new roles or reassignments, to ensure we continue to meet institutional needs.
Implementation & Moving Forward:
In the months ahead, our efforts will focus on developing updated policies, systems, training programs, and a clearly defined organizational structure. A series of advisory committees and working groups — each with specific roles and responsibilities — will guide this work to help ensure it is informed by the staff most affected. Committee members will represent diverse campus perspectives, serve as liaisons to their departments, and help facilitate two-way communication throughout the process.
Overall Coordination
| Overall Coordination(September 2025-February 2026) | |
| Lead: Sheyna Arthur (Procurement) Steering Committee Members: Hari Sastry (OCFO), Alyscia Eisen (Main Campus), Willem Roos (Medical Center), Laura Duke (Law Center), Michelle Dee (University Services), Kristen Consolo (OCOO), Jim Angel (Faculty Senate) | Provide high-level strategic direction and ongoing guidance to the Policy, Process & Systems, and Training & Resources working groups, ensuring alignment with the overarching project objectives. |
| Policy Working Group(September-November 2025) | |
| Lead: Heather Malneritch (Main Campus) Policy Advisory Committee Members: Frank Maggio (Audit), Joconde Gaubert (Legal/Capital Projects), Caitlyn O’Brien (Law Center), Jim Reisert (Medical Center), Eric Gmitter (Controller), John Kotwicki (Tax), Grace Francesca (JORA), Haewon Park (JORA), Abigail Garcia (Main Campus), Miklos Kertesz (Main Campus), Ian Gallicano (Medical Center), Tahir Duckett (Law Center) | Review the relevant existing P2P policies and determine gaps, inconsistencies, and areas for improvement. |
| Process & Systems Working Group(October 2025-January 2026) | |
| Lead: Jon Hendrix (Accounts Payable)Process/Systems Advisory Committee Members: Matt McCollough (Audit), Yan Senouf (Legal/Capital Projects), Matt Huters (Procurement), Amy Gilles (Law Center), Mufti Fahm (Medical Center), Andy Scalise (Controller), Melissa Layman (JORA), Alissa Mutter (JORA), Carlos Soto (University Services), Megan May (OCOO) | Lead the development of standardized process maps for contracts and procurement, ensuring consistency and efficiency across all campuses. |
| Organizational Structure Working Group(September 2025-February 2026) | |
| Lead: Cyndee Pelt (OCFO) & Michelle Healey (BDOG) | Work with HR to update job descriptions/job titles/reporting structures consistent with the new Center-led structure for P2P. |
| Training Working Group (January-February 2026) | |
| Lead: Tammy Robinson (Procurement) | Develop and update standard training materials with new procurement responsibilities and processes. |
Project Accomplishments
- 200+ Stakeholders representing 50+ departments across all university campuses were involved in helping to provide feedback and shape future operations → true university partnership created around P2P!
- “Quick Wins” theme created tracking and drive for immediate doable improvements, including website edits, onboarding materials for future Procurement Analysts, reducing processing times for restaurants and hotels with new checklists, and technology alignments through UIS contracts in Freshservice
- Received overwhelming support regarding the Center-Led model from university leaders
- Current-state insights and benchmarking data, analyzed to guide intentional decision-making and implementation aligned with a shared philosophy
Remaining Timeline
September 2025
- Project close-out and transition for next steps/implementation
NEXT PHASES: September 2025 – February 2026
- New projects begin to address and support implementation efforts