Reporting Vendor Diversity Information

I have recently been working with the Kentucky Community and Technical College System (KCTCS) on their Supplier Diversity Initiative. Our overall goal is to ensure that KCTCS meets their 2010-2016 Strategic Plan goals to “reflect the diversity of the students and employees of our 16 colleges and the citizens of the Commonwealth of Kentucky”.

The overall goal was to report to the colleges their overall spend with diverse vendors. The report categories included: African American, Asian, Hispanic, Native American, Other, Woman Owned, Physically Disabled, and Veteran. Our challenge was the fact that the majority of the spend was with the Procurement Card which was not stored in PeopleSoft.  

We had to work with the Procurement Card vendor to obtain the information we needed and develop tables in PeopleSoft to store the information so we could report all of the colleges’ spend instead of just the amounts processed through Accounts Payable. We worked with the Procurement Card vendor to obtain two files, one for all spend for each college by transaction date and one for all spend with diverse vendors for each college by transaction date. This information was then stored in custom tables in PeopleSoft.

Once the Procurement Card spend was in PeopleSoft, it was easy to develop an XML Publisher report, using Connected Query, to report the information on a monthly basis to each college.

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The report is emailed to the colleges each month automatically so they can monitor their spend. They can see what percentage of their overall spend was with diverse vendors. They can also see which diverse vendors they used and what the vendor’s diversity type is.

The Systems Office uses this information to make sure the KCTCS initiative and strategic goals are being met.

Working with KCTCS staff on this project – especially David Holcomb, Director of Purchasing, and Wendell Followell, Director of Business Services – has been a great experience.

Interested in learning more?

I will be co-presenting a session at Alliance 2013 with David Holcomb (Purchasing Director at KCTCS) titled “Vendor Diversity Reporting” (Session #31034) on Tuesday, March 19, 4:15 p.m. to 5:15 p.m.

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