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Indiana University Purchasing Newsletter

In This Issue

September 2011
Volume 7, Issue 3

All Campuses 

Welcome to a new Academic Year

This month marks the beginning of another academic year at IU and another season of transition for IU Purchasing. We bid a fond farewell to three longtime staff members at the end of August; Linda Smith and Claudette Canzian at IUPUI, and Marianne Malyj at IU Northwest. They’ll be joining the recently retired Cindy Kurpis from IU North, and all four will be dearly missed in the halls of IU.

These departures will lead to some new additions and alterations to our structure, all while our IUPUI staff completes an exodus from the soon to be demolished Union building. That means new people and places for this fall, though our directors are working to ensure a smooth transition for all buying functions.

As always, let us know if you have any questions or suggestions, and be sure to leverage IU’s contracts for your department’s back to school needs. We look forward to working with you over another year of efficient and effective procurement at Indiana University!

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Purchasing Bob, “Bidding with Bob”

Purchasing Bob returns from his summer vacation to explain the benefits of bidding to an eager buyer. Watch as Bob explains the purpose and procedure behind RFQs and RFPs, and offers some helpful tips for requisitioning a competitive bid order.

Video, Purchasing Bob, Bidding with Bob

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Deb Richards Wins Campus Sustainability Award

We are pleased to announce Deb Richards, a Purchasing Contract Manager, as a winner of IU South Bend’s Sustainability Award. The award, given earlier this year, recognizes individuals, organizations and businesses that have made a deep and lasting contribution to a sustainable future in Michiana.

Deb was recognized for her tireless efforts in sourcing energy efficient products, recycled content items, and “cradle-to-cradle” furniture. She has shown that purchasing decisions can assist innovative markets and reduce the university’s carbon footprint, and we are proud of her accomplishments.

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Be Green: Order in Bulk

Many contracted vendors provide free shipping as part of their agreement with IU, but it’s worth remembering that every shipment comes at a cost. The shipping charges may be absorbed by the vendor, but each delivery consumes more fuel and packaging materials, taking its toll on the environment. Excessive deliveries can also hinder campus traffic and make it more difficult for IU to negotiate aggressive contract prices in the future.

You can make a stand for sustainability by avoiding single item orders whenever possible. Accumulate your department’s needs and requisition frequently used items like office supplies in bulk. By ordering efficiently, you can make a positive difference for your campus, your university, and the planet!

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Procurement Training Hits the Road

Procurement Services offers three separate training courses to cover IU’s travel and purchasing systems, and we’re taking them on the road!

We enjoyed a visit to Kokomo over the summer and we have classes scheduled for South Bend and Northwest at the end of September. We’ll also be returning to a regular schedule at Bloomington and IUPUI, though a new location for our IUPUI classes is still being established. We hope to have an IUPUI schedule and visits for the remaining campuses finalized soon. Look to this listserv for further updates.

If you have any questions about our training classes or online resources, please contact Travis Waugh.

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New and Improved Purchasing Website

The official online home of IU purchasing, www.indiana.edu/~purchase, has just completed a renovation. The changes listed below build upon the wealth of procedural, policy, and contact information already available, solidifying the site as the one-stop location for answers to all your purchasing questions.

  • The Home page has been expanded and streamlined, including more room for recent purchasing news and a new “Popular Searches” section with direct links to key content.
  • A new Resources section consolidates procedural instructions, troubleshooting tips, frequently asked questions, EPIC status definitions, and more.
  • The Buying page continues to answer the “How do I know who to call?” question with continuously updated commodity responsibilities to reflect our ongoing staff transitions.
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One Million EPIC Orders

Last May, IU’s online purchasing system celebrated its 1,000,000th requisition. This staggering number was achieved in just over six years of purchasing, since the 2005 implementation of EPIC.

The landmark requisition, a “Shop Contracts” (B2B) order placed through an E&I contracted supplier, was created and approved by the Kelly School of Business. It resulted in an Automatic Purchase Order, and that moved us one step closer to a figure that will make us even prouder: EPIC’s 1,000,000th purchase order!

The current purchase order count has surpassed 985,000, so PO number 1,000,000 will likely come from one of this semester’s requisitions. Look to the next newsletter for an update on this IU Purchasing milestone.

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Office of Procurement Services

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Content Editor: Travis Waugh

Design Editor: Brian Becker

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Purchasing Department
Poplars Building
400 East Seventh Street
Bloomington, IN 47405

Copyright©2011, The Trustees of Indiana University