What is PCMS?
In this Q+A, we discuss the benefits of PCMS and how the Procurement Team is leveraging PCMS to improve our procurement process with PCMS Product Owner Matt Deschenes.
Q: What is PCMS?
A: Procurement & Contract Management System (PCMS) is a customized software that is utilized for EOTSS’ procurement workflow process. PCMS is the automates EOTSS’ portion procurement to payment (“procure to pay”) model. EOTSS IT personnel use a clearly defined, automated, and transparent process to procure or purchase goods and services in support of their individual units’ mission and goals.
Q: What are the benefits of PCMS for users?
A: With PCMS, key elements that are required to meet procurement requirements are captured in a Procurement/Contract Request (PCR) form. The PCR form proceeds through a defined workflow approval process. This allows for greater transparency, collaboration and accountability. With an automated, electronic process, users can quickly track their request through the entire process until the good or service is received. Each management stakeholder has an opportunity to review, understand and weigh in on purchasing practices.
PCMS also keeps a detailed audit log for each request, indicating what actions were taken, by whom, and at what time. Insights from this data create the ability to understand spending trends, correct common errors, and improve business processes. PCMS facilitates EOTSS’ procurement of products and services in an open, fair, and competitive manner that will provide the best value to the commonwealth.
Q: What are the benefits of PCMS for the Procurement Team?
A: The implementation of PCMS has had numerous tangible benefits. EOTSS can now reliably measure total cycle time for every procurement (submission of a request until issuance of a COMMBUYS Purchase Order)
Prior to PCMS’ implementation, the average number of business days for a procurement varied widely, but took an average of 34 days. Since PCMS was implemented, that average has declined to 19 Days. In 2018, the average has been 13.93 days.
Since PCMS’ introduction, the EOTSS Procurement Team has received 2420 Requests and spend totals equal $194,520,587.29.
Q: What is the significance of using a cloud-based development platform?
A: Using the Hyland OnBase Platform-as-a-Service contract, PCMS has been developed with exceptional speed at an exceptionally low cost. Total expenditure has been $600,000 thus far. Using a commercial off-the-shelf (COTS) cloud-based development platform has allowed the development of the PCMS tool using standard configurations and modifications to the underlying software platform. Leveraging external contractual resources only minimally, the bulk of the work of installing, implementing and maintaining has been performed by EOTSS team members. Finally, since the PCMS development strategy avoided the purchase of expensive perpetual licenses, and high-cost custom development contractors, the ongoing operational cost of the tool will be predictable, stable and comparatively low.
