eEVENT PLANNING PROGRAM

eEVENT PLANNING PROGRAM

e-Event Committee Members

Business Services: Jim Citro

Linda Miller

Procurement: Ina Caplan

Sharon Quinn

eEVENT PLANNING PROGRAM

CURRENT PROCESS:

1. Requisition sent to Procurement with the event details.2. Procurement competitively bids the event and reviews

the results with the department.3. A purchase Order is issued to the selected vendor.4. The department enters a receipt when the event is

complete.5. The vendor receives payment.

eEVENT PLANNING PROGRAM

PROPOSING:

An online process using an outside vendor, Globetrotter.

Online event request sent to the vendor. Vendor bids the event and send results with a

recommendation to Procurement. Procurement and Department reviews the results. Department completes e-Event form to confirm

approval which is automatically sent to vendor and Financial Services.

Procurement executes contract. Payment is made via Diner’s Club e-Event Ghost Card.

eEVENT PLANNING PROGRAM

ADVANTAGES:

1. Enhances efficiency and effectiveness with :

- One-stop shop for event planning.- Fully online process.- Streamlined payment process (no requisition, no PO, no individual payment, & no reimbursements needed).

2. Better focus on customer needs.

3. Utilizes the vendor’s event planning expertise and “buying” power.

eEVENT PLANNING PROGRAM

If approved, Procurement and Business Services will

take the next steps which include:

Test out the system Set up the standard contract Obtain the “Ghost” card Schedule and conduct training Develop and implement a Communications Plan Commence “Go Live” on a sequenced basis

eEVENT PLANNING PROGRAM

QUESTIONS?