Mountaineer Marketplace will simplify internal purchases from other WVU agencies
Mountaineer Marketplace, the new online procurement tool replacing WVU Buy late this spring, will eliminate the need for internal PCard transactions or “chargebacks” between WVU departments with the use of a simple e-form. It will also save the University $165,000 a year in Visa transaction fees.
The University does $5.4 million worth of these internal transactions a year, such as purchasing catering services or buying business cards and stationery. Each transaction incurs a fee, so the University is spending $165,000 a year to pay itself.
Besides saving money, the automated system will be easier for employees, who will no longer need a PCard or paperwork. Mountaineer Marketplace is fully integrated with MAP (Mountaineer Administrative Processes), so it knows who you are and routes purchases automatically for the proper approvals.
The new system also has simple e-forms for: cash transfers; departmental refunds; direct payments; lease payments; utility payments; new supplier requests; purchase order changes; and transfers between bank accounts.
Mountaineer Marketplace is a key component in a broad transformation of the way WVU buys goods and services. It also aligns with President Gee’s priority of reducing waste, bureaucracy and unnecessary spending long-term and by $45 million in the current budget year alone.
While WVU Buy had shortcomings and problems that discouraged its use, Mountaineer Marketplace is a user-friendly, intuitive tool that works. Users fill shopping carts much as they would on Amazon and check out without the need for a PCard. Health Sciences and the Eberly College of Arts & Sciences will pilot Mountaineer Marketplace beginning in May, with a full campus-wide rollout expected in August 2016.
The automation of purchasing also will eventually reduce WVU’s reliance on PCards. In all, some 4,000 employees currently conduct a total of $90 million a year in card transactions.
By streamlining paper-based, labor-intensive processes and reducing costs by 10 percent, this comprehensive overhaul of the purchasing system will save millions each year. Automation also will result in fewer errors, more discounts, more negotiating power and faster contract renewals. These changes will also allow administrators to think less about paperwork and process, and more about appropriate and cost-effective strategies that can free up employees for more valuable work.