Virginias Total Electronic Procurement Solution

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Virginias Total Electronic Procurement Solution
Its Dynamic! Its Virtual! Its the Way
Virginia Does Business!
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Virginia Wanted . . .
Easier and faster processes Enhanced business
competition Access to more products and
services More efficient purchasing
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Businesses Wanted . . .
Easy access to Virginia purchasing More business
opportunities Easier business processes Equal
business opportunity
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The Charge . . .
Executive Order -- May 24, 2000 focuses on
e-procurement
My vision for a Digital Dominion will
empower state agencies to improve operations.
eVA is just one example of how the
Commonwealth will increase efficiency across
state government.
Governor James S. Gilmore, III
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How We Did It . . .

• Built the right team
• Multi-disciplined
• Multi-agency
• Built the business case
• Invited input via an Internet forum
• Hosted pre-solicitation conferences

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How We Did It . . .

• Hosted stakeholder focus groups
• Distributed RFP electronically
• Evaluated proposal - used team approach
• Selected as the solution provider

• Took eVA on the road

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The Solution . . .
Authentication
Integrity
Efficiency
Completeness
FOUNDATION
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Making Purchasing Processes Faster and Easier
Order Transmitted
U.S. Mail
FAX
Order e-mailed
Purchase Approved
Order Filled by Business
Shopper finds product or service
Product or Service Delivered
Goods or Service Received
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Benefits Business

• One-Stop
• More Opportunities
• Better Processes
• Promotes Access to Virginia Business
• Opportunity Center

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Self-Financing
Model developed by e-procurement finance team
Elements of Model

• Supplier pays annual registration fee
• Basic 25 Premium 200
• Supplier pays transaction fee
• One percent of order value
• Maximum 500 per order
• Virginia and solution provider split fees to pay
  costs

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The Schedule. . .
March 1 Complete
Core Services
StatewidebyJuly 1, 2001
Portal E-Mall On-line Receiving Vendor
Registration/Data Warehouse Electronic Posting
Delivery
Advanced Functionality
By 12/1/2001
Complex Purchasing Reverse/Surplus Auctions
Interfaces Electronic Invoicing Knowledge
Center
Quick Quote Purchasing Data Warehouse
Analytical Reporting
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Lessons Learned
Dont do it alone . . .

• Make e-procurement a top priority
• It will take a lot of resources from you
• It must be pushed at the top
• Establish an agreed-upon project plan

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Lessons Learned
Dont do it in a vacuum . . .

• Appoint a multi-discipline, multi-skilled
  development team of procurement, finance,
  technology and function experts
• Listen to interested vendors -- They will tell
  you what is going on in the market
• Listen to your business partners -- It wont
  work without them

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Lessons Learned
Establish an aggressive schedule . . .

• Do it right, but do it right now
• Be galvanized to make your schedule
• Reward the staff for making it

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Lessons Learned
Fill the shelves . . .

• Get products that are needed
• Focus on marketing to your business partners
• -- You and your contractor are probably not
  marketing experts
• -- Make a plan and stick to it

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Lessons Learned
Stay focused, but be ready to make mid-course
adjustments . . .

• Define your successful model
• S S S S

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Today

• 2,900 vendors have registered with eVA
• 350 catalogs can be searched through eVA
• 1.6 million items can be purchased through eVA
• 123 Virginia agencies use eVA to do business

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Visit . . .
www.eVA.state.va.us