FAQ

What is buyW&M and why is W&M changing systems?

Why is W&M Procurement Services changing eProcurement software systems? 
W&M engaged a consultant to assist various digital leaders across the university to collaborate in identifying areas of opportunity and to align W&M with best-in-class universities for administrative operations. A true source to settle system that would be fully integrated with our Enterprise Resource Planning system was identified and proposed to executive leadership and approved. buyW&M will allow W&M to operate more efficiently and leverage the university's overall spend to save money.

What is the system called and what platform does it run on?
The name of the new system is "buyW&M."

The software platform is JAGGAER, formerly SciQuest. JAGGAER software is used across the country in numerous higher education institutions, including Virginia Tech, The University of Virginia and Virginia Commonwealth University.

The software is cloud-based and highly configurable.

What will buyW&M contain?

• supplier management
• sourcing
• contracting
• purchasing
• invoicing
• catalog ordering
• reporting and spend analytics

Who will be impacted or use the system & when?

Who will be impacted by buyW&M?
All persons who interact with Procurement Services will be impacted. Those that have or approve Small Purchase Charge Card (SPCC) orders, America-To-Go orders, eVA orders or submitting new vendors to be added into our systems for payment processing will be impacted.

Who can use the system? Is it required?
buyW&M will be required for use by all W&M and VIMS departments and their designated staff. It will replace W&M's existing procurement tool, eVA. This system will also add functionality that is not currently available – which will include electronic receiving, visibility of payments, and speed of visibility of payment on departments' budgets.

When will W&M launch?
TBD

Who is involved in the planning and implementation of buyW&M? How can I get involved or contribute ideas?
The planning and implementation of buyW&M is under the management of the core project team that consists of members from Procurement Services, IT and Accounts Payable.

To participate and contribute ideas, employees are encouraged to submit ideas to the system email at [[buywm]]. Please also be on the lookout to respond to surveys or attend open demos of the system for review.

What happens to current systems and data?

What happens to eVA?
buyW&M replaces eVA altogether. Immediately prior to launch, pending eVA transactions will be migrated to buyW&M. Users will continue to have access to view historical documents through either eVA or Banner.

Will W&M and our vendors still be required to register in eVA and pay fees on transactions processed in buyW&M?
Yes, vendors will still need to register in eVA and pay fees to the state. W&M will be required to send a daily file of PO transactions to the state. It will be used to bill vendors and W&M for the associated transaction fees. Both fees are required by statute and cannot be avoided.

What happens to Banner?
Banner remains W&M's financial system of record; however, certain transactions, like "receiving" will occur in buyW&M and feed to Banner. Further, Banner payment information will also feed back to JAGGAER to see if a purchase order payment has been processed and to view the invoice associated with the order all in one location.

What happens to historical data?
Immediately prior to launch, open transactions will be moved to buyW&M. Closed transactions will remain in the old systems (i.e., in eVA). Users will have query access to historical records in eVA and Banner.

Will the new system limit who I can buy goods and services from?
buyW&M will provide expanded access to a wide variety of e-Catalogs and pre-negotiated contracts that can be quickly located and directly accessed by departments. While best-in-class universities appreciate the benefit of leveraging their buying power, Procurement Services recognizes that departments will have unique requirements that are not covered by pre-existing contracts.