June Procure-to-Pay Project Update

Posted in Procure-to-Pay

Update – June 2025

August 2024 – August 2025, OCFO & BDOG

Update 1: Quick Wins

Since our last update, we’ve made steady progress, especially on some of the “Quick Wins” — simple changes that make things faster and easier. (See “April Update” on the Procurement Website.)

  • We’re updating the P2P webpages to make them more user-friendly and adding helpful tools, such as a Scope of Work template, to speed up the process for Master Service Agreements and support longer-term contracts with more favorable pricing.
  • The Procurement team is also creating checklists for restaurant and hotel agreements. These should help reduce the time needed for legal review so you can move ahead with your plans more quickly.
  • On the Accounts Payable side, we’re exploring new tools to improve our communication with stakeholders and suppliers and reduce payment delays by cleaning up duplicate or unclear supplier records.

These efforts, led by teams from all four campuses, are already helping us deliver better service while laying the groundwork for broader improvements.

Update 2: Where We Started & Where We Are Going

As a reminder, we spent October 2024 to February 2025 gathering feedback through intentional stakeholder interviews across all four campuses, focusing on the roles of individuals overseeing and operating through purchasing, which involved almost 200 people. 

We also spent this time benchmarking over 20 institutions based on their operational budgets, institutional comparison (such as COFHE and regional schools), and those deemed as leaders in the P2P space. 

We are now transitioning to reviewing that feedback and analysis to develop recommendations and make decisions surrounding the project’s five key areas: (1) Structure, (2) Policy, (3) Process, (4) Tools and Technology, and (5) Other Applicable Trends. We appreciate your patience as we stepped back to analyze the data and determine these next steps. 

Over the summer, we’ll be working closely with campus leaders to review these recommendations, consider potential options, and make decisions on which changes to advance and how they might be implemented. These discussions will help shape the long-term strategy and ensure that any decisions reflect campus needs and priorities. We aim to provide a more comprehensive update by the fall.

Reminder: Project Updates Are Available

We are committed to keeping the community informed and will continue to post updates on the Procurement Website (see links in the Procure-to-Pay Blue Box) and share updates at the “Procurement and Payables Process Improvements” monthly meetings run by Sheyna Arthur, Executive Director of Procurement, and Jon Hendrix, Interim Associate Vice President of Revenue, Receivables, and Payables.

Remaining Timeline for 2025

July – August 2025

  • Recommendations Testing/Advisory Sessions
  • Implementation Planning
  • Project Transition and Support for Next Steps

NOTE: Federal Government actions may cause project timeline delays due to bandwidth issues.