Since September 2001 we have been able to aggressively move towards on-line purchasing and have processed over 9,000 on-line transactions valued at over $3.27 million by the middle of FY 04. Since the start of FY 04 we have processed over 3600 transactions valued at $1.4 million. So far for the first half of FY 04 we have seen a 42% increase over our entire dollar value for all of FY 03. The number of orders increased by 28% from 2594 to 3600. Over 43% of our increase in order value this year is from our seven new textbook and media catalogs. These seven new catalogs have incorporated our entire approved curriculum for textbooks secondary, middle, elementary and special education as well as instructional media catalogs in secondary, elementary, and special education. We have set a goal of $2 million or more this year in transactions processed. As you can see we have already processed over 50% of our goal after only the first month.

Our eCommerce System was developed through a joint venture between BCPS and US Bank our purchasing card vendor. Since September of 2001 we have expanded the system from a small pilot program of five campuses to over 200 locations and an expansion from the original 5 eCatalogs to 13 eCatalogs during this current FY 03. These 13 catalogs covered supply categories in art, art photo, audiovisual, family studies, athletics, football, music vocal, music instruments, math, science, physical education, unique office supplies, technology education, medical and first aide supplies, and library media. In FY 03 we saw a 33 percent increase in the number of transactions processed and the transaction value of $844,425.30 was 26 percent over what we did in FY 02. As you know Baltimore County Public schools is the 22nd largest school system in the country with over 166 campus locations sitting on over 600 square miles serving 109,000 students and 17,000 administrators, faculty, and staff. Our annual budget is $1 billion dollars per year.

Through out FY 03 we developed 8 new catalogs listing all of our approved textbooks and instructional media materials. In April we sent out over 550 bids each bid containing 8 3.5" diskettes with over 25,000 line items. What we had hoped to accomplish was to empower our campuses and curriculum departments to be able to do all of their textbooks and instructional media ordering online from a campus workstation or from home through us directly to the publishers electronically. We have succeeded beyond our wildest dreams. Grade level, subject area and unit of study sort the catalogs. We are using the ISBN number as the tracking number. In most cases each one of these eCatalogs currently has almost 4500 line items. We were up until this year routinely processing textbook and instructional media orders manually valued at $2.5 million to $3 million annually. We have developed this system for substantially less than what they were hearing from many of the eProcurement Software Companies. Schools and Curriculum Offices are now able to order their materials throughout the school year. This saves everyone time and effort since schools are able to order what they need when they need it. Delivery of supplies can occur within 24 to 96 hours and the vendors receive their payments within 24 to 48 hours after shipping. We have reduced shipping costs from an average of 10% to 15% to anywhere from 4% to 7% currently. This has been accomplished without an increase in budget or an increase in staff.

eCommerce Suite’s technology enabled employees to make purchases online from pre-negotiated contracts and supplier catalogs. Implementation was quick, easy and inexpensive, requiring only a PC and Internet access. eCommerce Suite facilitated the automation and integration of BCPS’s payment processes right into the system. By assigning central purchasing card accounts for each general ledger number, BCPS was better able to manage overall spend and enable payment directly to the supplier. For the program to be successful, employees needed to accept and adopt the new way of placing orders. BCPS managed the challenge by providing hands-on buyer training before giving purchasers access to eCommerce Suite. Training was also offered to participating suppliers. Teachers, staff and administrators received newsletters and e-mails explaining how PCBS would benefit from the new system. And the school system superintendent was kept up-to-date with information regarding program cost savings, expedited delivery times, shorter payment cycles and reduced order backlogs. Once initial results proved the success of the new system, use of eCommerce Suite was made mandatory for some types of purchases.

This past fall we met with schools, the curriculum departments and vendors to discuss how they should edit the catalogs, to review the timeline for editing, and what we hope to accomplish with the editing process. Comments from suppliers and educators were overwhelmingly positive. Suppliers feel that they “have better control of the product needed and appreciate being paid quickly”. Educators “appreciate the ability to order at any time and place and receive the product in days rather than weeks or months”.

BCPS is planning on further expanding its eCommerce Suite program and is targeting additional spend categories, including audio visual equipment and information technology items. BCPS also plans to reengineer its traditional request for quote process by implementing eCommerce Suite’s web-based bidding and response system.

-Rick Gay, Baltimore County Public Schools