Contract Migration Reaps Benefits

Progress Chart “A central contract database” – the one-line statement from the State Auditor that sparked a huge initiative across UC Procurement. Over the past six months, we have worked as a team to accomplish the audit deadline of a central contract repository in CalUsource by December 2018, and we are excited to report we are on track to meet that goal!

Gone are the days of contracts residing in shared folders, as attachments to emails and POs, or in paper filing cabinets. Without a central repository, it was difficult (and sometimes impossible) to recall where a contract was saved or filed – a risky situation for such important documents.

The accompanying chart showcases our status in the migration process. Upon completion, we will have loaded over 5,500 contracts into CalUsource. That number is more astounding when you consider that before CalUsource, many campuses did not have a technology system for contract repository.

We greatly appreciate the enormous amount of time and effort each campus has committed to this project – it takes a village and we have risen to the challenge. We deeply thank every person who has worked diligently to make the central contract database across UC procurement a reality, and extend special recognition to the lead facilitators of the contracts migration process at their campus:

  • UC Berkeley: Luis Diaz
  • UC Davis: Steven Kobayashi
  • UC Irvine: Alexander Tiquia
  • UC Los Angeles: Ty Haubrich & Joe Andreu
  • UC Office of the President (Local): Rick Greene
  • UC Merced: Yasmeen Jewel
  • UC Riverside: Gae Purvis
  • UC San Diego: Greg Muller
  • UC San Francisco: Lian Sussmann
  • UC Santa Barbara: Calli Price
  • UC Santa Cruz: Mike Steele
  • Systemwide: Christina Jones

Once all UC procurement systemwide and campus contracts are contained in CalUsource, the larger impact of this historical contract migration will unfold as we reap the fruits of our labor through shared visibility and further collaboration across the UC system. This effort is a perfect example of technology serving as a catalyst to drive partnership among our ten campuses, and another testament to the strong “One UC Procurement” we are collectively building.

By Christina Jones, Product Manager, Contract Technology, UC Procurement Services

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