Quarterly Encumbrance Roll
On December 31st, 2015, Procurement will close small balance ($1 and under) encumbrances. This process is the continuation of a quarterly process to help with clean up and fiscal year end tasks. To see which encumbrances will be released please go to info griz and run the encumbrance report for your indexes or grants. If you have any questions or concerns please email email@example.com.
SIGMA ALDRICH ADDED TO GRIZMART
Sigma Aldrich is now available in GrizMart as a punchout catalog vendor under a new University contract that will provide discounts from 5-40% off of list prices. Shipping is free for 2nd day or slower delivery for all orders placed exclusively through GrizMart. There are exceptions for overnight/hazardous and controlled substances. Full details are noted here. Sigma Aldrich is a leading Life Science and High Technology company whose biochemical, organic chemical products, kits and services are used in scientific research, including genomic and proteomic research, biotechnology, pharmaceutical development, the diagnosis of disease and as key components in pharmaceutical, diagnostics and high technology manufacturing. For additional details to include the University's Sigma Aldrich account executive contract information, please visit this link.
PROCUREMENT FISCAL YEAR END DEADLINES
Fiscal year (FY)-end is rapidly approaching. Your cooperation and timely processing of year-end purchases is important. Please distribute the information below to all areas in your department. Clock the picture or the link below for full details on this year's critical purchasing deadlines.
FY2014 Year End Memo
R&D SYSTEMS NOW AVAILABLE THROUGH FISHER SCIENTIFIC
CAROLINA BIOLOGICAL SUPPLY JOINS GRIZMART
Carolina Biological Supply is now available in GrizMart under the National Joint Powers Alliance Contract which means you will save 10% off everything in their catalog as well enjoy free shipping for orders above $200. Carolina Biological Supply is committed to bringing you the highest quality instructional materials, equipment, supplies, and accessories for early childhood education through college/university and beyond. Their science solutions encompass all disciplines—from the physical sciences to genetics and forensics, STEM curriculum, living materials, and other products—to provide you and your students with outstanding inquiry-based resources - for additional information as well as the Account Manager for UM's contact info, please visit this link: http://www.umt.edu/grizmart/Vendors/Carolina%20Biological%20Supply.php
NEW MORE COMPETITIVE STAPLES CONTRACT
We switched to a more competitive contract for Staples to give you even better pricing. Leveraging this new contract will provide even greater savings! In comparing 6 months of previous spend history between the old and the new contracts - the new contract pricing yielded an average savings potential of 6%. One of the greatest areas of savings under this new contract is for copy paper. As an example, Staples copy paper (item #135848, 92 brightness 20lb, carton of 5000) was $36.82 per carton. Under the new contract it's $25.82 which is a 30% savings over the previous pricing!
QUARTERLY ENCUMBRANCE CLEANUP
On January 17th, 2014, Procurement closed small balance ($5 and under) encumbrances. This process is the continuation of a quarterly process to help with clean up and fiscal year end tasks. To see which encumbrances were released please click on the link. If you have any questions or concerns please email firstname.lastname@example.org.
JANITORIAL SUPPLIES $ SAVINGS!
The State of Montana awarded local company Montana Broom and Brush with two very competitive contracts in June of this year for Janitorial Supplies. We realized through a recent audit of pricing that we as a campus were not receiving the new contract pricing. We have engaged MBB and once we conduct a full audit of their transactions there will be credits issued for transactions dating back to June of this year that were for contract items. These credits could be substantial as the difference in price on a recent spot audit was 35% more for what we paid vs. the contract price. We encourage you to utilize Montana Broom and brush for all your janitorial supply needs as this will afford the greatest savings potential for you and for UM overall. For details on specifically what items are covered under the contracts and their respective pricing, please visit these links:
-- Coarse paper (toilet paper, paper towels etc.): http://svc.mt.gov/gsd/apps/Documents/SPB13-2790H-2_Montana%20Broom_Attachment1.pdf
-- Janitorial Products: http://svc.mt.gov/gsd/apps/Documents/SPB13-2788H_Attachment1REVISED.doc
SCIQUEST 13.3 RELEASED
SciQuest has been upgraded to version 13.3 to see the release notes click here.
PHOENIX INTERFACE COMING JANUARY 2014
Starting in January 2014, we'll be switching the way the front end interface looks in GrizMart. SciQuest has titled this version of the interface "Phoenix". This interface will clean up and organize the front end. Functionality will not change. If you'd like to learn more and also try out the new interface (optional until January 2014) follow the link below to the guide we've created http://www.umt.edu/grizmart/Training%20Docs/GrizMart%20Front%20End%20Change.docx. If you have any questions please email us at email@example.com.
QUARTERLY ENCUMBRANCE CLEANUP
On October 4th, 2013, Procurement started closing small balance ($5 and under) encumbrances. This process is the start of a quarterly process to help with clean up and fiscal year end tasks. To see which encumbrances were released please click on the link. If you have any questions or concerns please email firstname.lastname@example.org.
1ST ANNUAL VENDOR FAIR
We hosted our first UM Vendor Fair September 24th. Thank you to all of our vendors who attended. We appreciate your support and participation. CONGRATULATIONS TO MICHELLE ECKERT for winning the Apple iPad Grand Prize! Thank you to the faculty and staff who attended. We hope you enjoyed this year's fair and we appreciate your feedback so that we can make next year's event even better. Send feedback to email@example.com.
UM TO HOST 1ST ANNUAL VENDOR FAIR SEP 24, 2013
We will host our first University of Montana Vendor Fair on the 3rd floor of the University Center September 24 from 9:00 a.m. to 3:00 p.m. This will be an awesome opportunity to introduce our GrizMart vendors as well as our Procure 2 Pay staffs. Each vendor will have its own booth so that you can speak directly to account representatives, ask questions, and/or learn about current and upcoming promotions. This is your chance to meet with our GrizMart vendors face-to-face and also enter to win some cool prizes and pick up some vendor freebies. The grand prize for the event will be an Apple iPad. You must be present to win, so you won’t want to miss it!
FERGUSON ENTERPRISES ADDED AS A PUNCHOUT VENDOR
Ferguson Enterprises is now available as a punchout vendor in GrizMart. Ferguson is the largest supplier of plumbing related construction and maintenance products in the United States with a vast distribution network with over 1,500 locations. Click here to read more about Ferguson.
NEW CHANGES COMING TO GRIZMART 8/1/13
We are pleased to announce that beginning August 1st, we will implement the following changes in GrizMart:
1. Replace receipts with Department Invoice Approvals
- Departments, in lieu of creating receipts, will have the ability to see and approve invoices against POs > $5K before they are paid.
- Detailed steps on this change are included here.
2. Turn-off the ability to use ProCards in GrizMart
- Eliminating ProCards will solve several issues including:
- Vendors sending invoices against ProCard POs
- Vendors not charging ProCards timely
- Partial shipments generating ProCard reconciliation challenges
3. Move the paper-based Check Request Form process to GrizMart
- Currently a paper form is required for royalty payments; referees & officials; refunds; legal services; and honoraria fees for performing artists, speakers, lectures, musicians, writers and artists.
- Moving to GrizMart will create more operational efficiency
4. Simplification of Contract Services - separate into under $5K and Over $5K.
- Current Contract Services form is redundant for CS < $5K
- We will separate Contract Services into under and over 5K, remove any redundancies, and simplify the process for each
We appreciate your support as we continue to improve GrizMart for UM. For the latest GrizMart information including available training, frequently asked questions, participating vendors, and more, please visit the GrizMart Customer Support Portal: http://www.umt.edu/grizmart/
The Leadership Grizmart Team
QIAGEN AND HENRY SCHEIN ADDED AS PUNCHOUT VENDORS
Qiagen is now available as a punchout vendor in GrizMart. Qiagen is the leading global provider of sample and assay technologies. Click here to read more about Qiagen. Henry Schein provides Medical/Dental/Athletic Training Supplies. Click here to read more about Henry Schein.
BIO-RAD LABORATORIES ADDED AS A PUNCHOUT VENDOR
Bio-Rad Laboratories is now available in GrizMart as a punchout catalog vendor. Bio-Rad is a leading provider of life science research and clinical diagnostics equipment and supplies. Click here for Bio-Rad's helpful guide to using their punchout catalog from within GrizMart. Click here to read more about Bio-Rad.
2013 FISCAL YEAR END
Fiscal year (FY)-end is rapidly approaching. Your cooperation and timely processing of year-end purchases is important. Please click here for this year's Procurement year end memo which includes important cut-off dates. Please distribute this information to all relevant areas in your department.
CHANGES TO GRIZMART IN 2013
We just completed an Operational Assessment of our Procurement and Payables functions as well as our utilization of GrizMart with the help of Huron Consulting. I wanted to share with you some of the most noteworthy recommendations relative to GrizMart which we intend to implement in the first half of 2013:
INVOICE STARTING LETTER CHANGING JAN 2, 2013
Effective January 2nd 2013, GrizMart invoices will all start with a “Z”. They will no longer start with a ”G” After working with Research Administration it has been determined that to better track and control invoices versus grant billing transactions we will separate the name formats. No GrizMart processes or workflows will change because of this numbering change; invoices will continue to be the same as they have within the system. Your “G” invoices will still be in the system and searchable.
LOCAL OFFICE SUPPLY VENDORS ADDED TO GRIZMART
Local Missoula, MT Office Supply vendors Office City and Office Solutions and Services are now available in GrizMart.
After careful consideration and feedback from various departments on campus, we have decided to remove the After-the-Fact (ATF) Purchase form from within GrizMart effectively immediately. We are also in the process of changing the term Direct Pay to be more appropriately named a Non-Purchase Order Payment. Within the next two weeks we will rename the Direct Pay form in GrizMart to Non-PO Payment Form. You may now select "After-the-Fact Purchase <$5,000 (vendor does not accept ProCard)" as your type of Non-PO payment on this form.
Please note that the only Authorized buying methods for campus are an Official University Purchase Order (PO) from GrizMart or a University ProCard Number. The only exceptions to these buying methods are noted within our Non-PO Payment Guidelines located here. In accordance with the Administrative Rules of Montana,the payment method used for purchases of $5,000 and below should be the University ProCard, except for the State of Montana interagency purchases (ARM 2.5.603). Using your ProCard saves the University significant processing costs. Statistical Reports available from the Abdereen Group show that the cost to process a single invoice is over $39 as compared to a purchase card transaction of less than $13.
We are now moving into the Assessment phase of GrizMart to ensure we are maximizing it to its fullest potential. We appreciate and value your feedback. Thank you for your continued efforts and for contributing to the University's success.
Office Solutions and Services, Inc of Missoula, Montana is now part of the University of Montana's Vendor Showcase. Please visit their vendor showcase webpage to meet their account team and to learn more about the various products they offer in office supplies, janitorial/break room, office furniture, and Sharp copiers/multi-function devices.
LOCAL OFFICE SUPPLY VENDORS JOIN GRIZMART
The University of Montana has decided to award a contract to both Missoula's Office City and Office Solutions & Services for Office Supplies resulting from Request For Proposal 2913. Both local office supply vendors should have their punchout catalogs operational in GrizMart within the next 45 days.
NEW DOCUMENT SEARCH TRAINING LESSON
Having trouble understanding how to search for documents within GrizMart? Check out the new Document Search Training Lesson 17 on the GrizMart Training webpage by clicking here. Lesson 17 - Document Search replaces Lesson 11 - Order History.
CONTRACT SERVICES TRAINING
Procurement will host a Contract Services Training in the UC, Rm 333 on May 16th. All Department Personnel are welcome to attend and may come to either the a.m. (10-11) or pm (2-3) session.
2012 FISCAL YEAR-END PURCHASING INFORMATION
Click here to view the 2012 FY-end Memo
CDWG, STAPLES & FISHER SCIENTIFIC ADDED TO UM VENDOR SHOWCASE
Click here to view details about these vendors including promotions, contacts, etc.
UM-MISSOULA CAMPUS MOVING TO GRIZMART, MAY 1st
Beginning May 1st, 2012, the procurement of all goods and services must originate in GrizMart unless you are using your ProCard AND the vendor you are procuring the good(s) from is NOT a GrizMart participating vendor. Contracted Services, Maintenance Agreements, Photocopiers, and Software procurements must originate in GrizMart regardless of the payment method. read more
COMPLETE BOOKS & MEDIA SUPPLY VENDOR ADDED TO GRIZMART
Complete Books and Media Supply is a single-source, wholesale distributor of books and publications and has the largest selection of publications exclusively for academic and business markets. For a complete listing of vendors enabled within GrizMart, click here.
NEW LIFE SCIENCES VENDORS ADDED TO GRIZMART
The following vendors were added to GrizMart via the SciQuest Science Catalog: Bio-Rad Laboratories, Carolina Biological Supply Co., New England Biolabs, PerkinElmer Life and Analytical Sciences, Qiagen, Inc, Rainin and Instrument. For a complete listing of vendors enabled within GrizMart, click here.
CDW-G ADDED TO GRIZMART AS A PUNCHOUT VENDOR
CDW-G is a leading technology solutions provider of hardware, software, peripheral products, and professional services to governmental and educational institutions. Set apart by a commitment to deliver the best customer experience, CDW-G assists in providing what you need when you need it in a way that exceeds your expectations. As a national leader in the technology industry, CDW-G will help you choose the solution that best meets your organization's current and future technology needs. Support is provided before, during and after your technology purchase. For a complete listing of vendors enabled within GrizMart, click here.
REGISTRATION FOR GRIZMART TRAINING NOW AVAILABLE
Starting January 4, 2012, training for GrizMart requestors and approvers will be offered in LA139. Sign up through the IT short course page found here.
NEW UPS AND FEDEX CONTRACTS AVAILABLE
Starting August 28, 2011, the State of Montana will be participating in the WSCA Small Package Delivery Services contracts with UPS and FedEx...read more
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