OSU has implemented a robust online eProcurement System that will enhance processes, advance OSU’s strategic leverage, and support transparency and accountability.

Project Summary

OSU eProcurement Project Goal

The OSU eProcurement Project supports OSU teaching research and outreach efforts through implementation of a robust and user-friendly online procure-to-pay system that integrates and automates purchasing, payments, supplier management, sourcing, contract management and OSU spend analytics that will:

  • Make the processes easier, faster, more effective and more accessible for OSU faculty, staff and researchers.
  • Advance negotiation and strategic leverage of OSU’s collective buying power, allowing OSU to do more with the resources available.
  • Enhance transparency and accountability through automated internal controls and compliance which will better position faculty, staff and researchers.

OSU eProcurement Project Background

The OSU eProcurement Project began as a result of customer feedback from the 2012 PaCS Customer Satisfaction Survey.  Findings from this survey indicate that timeliness, cost savings and use of technology are key areas identified as needing improvement.  In response, PCMM (PaCS) created the eProcurement Project to facilitate end-to-end integration of sourcing and procurement in a manner that strategically starts and ends with spend analysis for improved efficiencies and identification of cost savings. This approach supports the Strategic Plan, specifically the fourth foundational initiative that focuses on lowering costs and risks and specifically mentions that “Oregon State University must purposefully, thoughtfully and systematically migrate to cloud options, such as the move of student email to Google, to lower costs and improve services to the community.”   

A key component of this OSU eProcurement Project is a robust online shopping environment for OSU’s contracted goods and services that provides users simultaneous access to enabled catalogs, allowing for searches across multiple suppliers and catalogs.  In addition to the online marketplace, other important components for the eProcurement system will include: Supplier Information Management, Sourcing and Contract Management, Accounts Payable and Spend and Performance Analysis.

About the System Provider and Implementation Consultant

After extensive research on options and industry standard, as well as consultation with peer institutions, PaCS identified Jaggaer SciQuest* as a superior, fully integrated eProcurement solution that provides not only the online marketplace and electronic catalog for purchases, but also integrates invoicing, suppler management, sourcing, contracting and spend analytics.  Collectively, this suite of solutions could lead to increased efficiencies in inter-connected processes across the university, while also advancing OSU from manual, paper-based processes to automated procurement and routing processes. *In February 2017, SciQuest changed their company name to JAGGAER.

OSU has also contracted with Huron Consulting Group for full implementation and training support of this project.  Huron has led or supported more than 35 eProcurement technology initiatives and has developed effective change management approaches during implementation which would be critical to an eProcurement implementation at OSU.

PCMM is ready to support OSU’s vision to best serve the people of Oregon and be among the top 10 land grant institutions in America by strengthening OSU’s ability to more effectively invest and allocate resources to achieve success.  The new eProcurement technology solution will help OSU procurement practices evolve from tactical to strategic and come into cadence with best practices established by industry and higher education.  Our goal is to establish the entire OSU source-to-settle process as an exemplary procurement model in higher education, characterized by adding value, developing strategic partnerships, creating relevant contracts and utilizing advanced data analytics.

Click on the links below for more detailed information on the eProcurement Source-to-Settle Project

More information on Project Details and Timeline

More information on the Project Modules

More information on the Project Team, including the Executive Steering Committee, Advisory Group and Core Team

More information on Project Communication and Outreach and Training Events


June 25, 2017 BennyBuy Presentation to Pharmacy

June 23, 2017 Intro to BennyBuy for the Pilot Group

May 4, 2017 eProcurement & DocuSign Listening Session

January 27, 2017 Presentation to DCA

About the Project

Project Details

The eProcurement Project is expected to roll out in two phases.

Pre-Planning (August 2016).  To best position OSU for successful implementation, Huron Consulting Group's assigned Implementation Consultant came on campus to conduct a series of pre-planning meetings with groups across campus to surface key business decisions relevant to project success. 

Phase One (December 2016 - August 2017) will bring the implementation of:

  • eProcurement Module
  • Accounts Payable Module
  • Supplier Management Module

Phase Two (August 2017 - November 2017) will bring the implementation of:

  • Contract Management Module
  • Sourcing Module
  • Spend Analytics Module


Full System Go-Live is scheduled for November 2017.

Project Modules

When the new system is complete and fully operational it will provide the following services:

  • eProcurement (ePro)  This module provides the one stop shopping environment for all goods and services. eProcurement is very customizable and scalable based on the needs of the University. Powerful vendor catalogs and punch out functionality create an intuitive environment for online shopping.  eProcurement will often be the landing spot for most of the campus community when first entering the eProcurement Source-to-Settle environment
  • Accounts Payable (AP) This module helps automate invoice processing.  It leverages e-Invoicing technology, a supplier invoicing portal, and a robust advance dynamic workflow engine to fully automate the invoice process.  This module is geared at driving down invoice cycle times, adding transparency for suppliers into the payment process, and automating tedious paper processes where possible, to provide enhanced e-Invoicing accounts payable process, real-time visibility and direct interaction with suppliers, sales orders, and invoices, which can lead to payment discounts.
  • Supplier Management This module handles supplier enrollment and supplier management, allowing for automated vendor communication and onboarding, supplier qualification review, supplier risk management, and alerts for documentation expiration.  Integration of this module with the other modules allows for supplier onboarding to be initiated early on in the procurement cycle instead of at the payment phase to automate supplier management.
  • Contract Management This module provide end-to-end Contract Lifecycle Management, allowing stakeholders greater transparency into the contract process.  This module also provides a single repository for contracts, a large library of standard templates for various contracting needs, and real-time updates to contract documentation.
  • Sourcing This module provides sophisticated tools to help create sourcing events, manage bids, and award contracts, while also offering a configurable workflow to ensure sourcing events, bids, and contracts are routed through proper stakeholders automatically.  This module also offers a self-service access for suppliers so they can easily see events, or bid opportunities to provide a means to create events, manage bids and award contracts automatically.
  • Spend Analytics  This module is the data analytics and reporting module that allows the university to leverage spend data to drive home cost savings for campus users.  Having transparency into purchases during the entire process allows administration to pursue university wide contracts and create strategic partnerships with key suppliers.

The eProcurement Source-to-Settle project will be launched in two phases.

  • Phase I includes eProcurement, Accounts Payable and Supplier Management.  Phase I is scheduled to launch in late November, with a projected pilot period of August 2017.
  • Phase II includes Contract Management, Sourcing and Spend Analytics. Phase II is scheduled to launch during the pilot period of Phase I, with a projected completion of November 2017.

Project Outreach

The eProcurement Project Team structure represents a collaborative effort among shared services, business centers, audit services, information services, and university leadership.

To ensure that we give due consideration to all those who will use the system, our project management approach represents a series of advisory groups, committees and project management groups.

  • The Executive Steering Committee provides the Core Project Team with guidance in areas of project strategy, scope, and other strategic areas.
  • The Core Project Team monitors the overall project and facilitates escalation and resolution of all critical project issues, utilizing guidance from the Advisory Group, Focus Group and Executive Steering Committee.
  • The Advisory Group(s) work provides guidance on issues of functionality, process, and other tactical areas.
  • The Focus Group provides specialized departmental knowledge on University purchasing processes.

This OSU eProcurement Project website has been created to provide information on project status and a means to contact the project team throughout the development, implementation and training of the project.  Additionally, listening sessions, Advisory Group meetings, and Focus Group meetings will be facilitated and coordinated to provide numerous information sharing and feedback gathering opportunities with the entire campus community.  Key considerations that are brought forward at these events will be detailed and presented to the Executive Steering Committee for direction and decision-making, as appropriate.

  • Listening Sessions will be provided throughout the project to give the campus community opportunity to receive project updates and to share their questions, comments and opinions with the project team.
  • Project Updates will be provided by the Core Team throughout the project to Business Center, Business Affairs, and other purchasing, financial and contracting units across campus.
  • A System Training Program will be developed to provide on-going system training opportunities to system users.
  • A System Layer Administrator within PCMM will serve as system help-desk representative to provide on-going user assistance, maintenance and upgrades to the eProcurement System.



Project Team

Executive Steering Committee

The Executive Steering Committee will meet regularly throughout the project to direct decision-making efforts on critical system considerations. Executive Steering Committee members includes:

  • Mike Green, Interim Vice President for Finance/CFO (Project Sponsor)
  • Ron Adams, Interim Provost and Executive Vice President
  • Linda Powell, Director Shared Services
  • Lissa Perrone, Director Business Affairs
  • Lois Brooks, Vice Provost Information Services
  • Patti Snopkowski, Chief Audit Executive (advisory role). 

Core Project Team

This project is housed within the Procurement, Contracts and Materials Management Department of Business Affairs.  Core Project Team members include:

  • Kelly Kozisek, CPO
  • Tamara Gash, Assistant Procurement Director
  • Kent Kuo, Director Enterprise Computing
  • Alex Sims, Manager of Vendor Payment Operations
  • Amy Grainger, System Layer Administrator
  • Michael Gleason (Contracted Implementation Project Manager Consultant)

Project Advisory Groups

Project advisory groups will meet regularly throughout the design and implementation process to allow key stakeholders and subject-matter experts to weigh in on key business decisions. 

Advisory Group Represenation

  • OSU-Cascades BC
  • Agricultural Sciences and Marine Sciences Business Center
  • Arts and Sciences Business Center
  • Auxilliaries and Activities Business Center
  • Business and Engineering Business Center
  • Foresty, Oceanic and Atmospheric Business Center
  • Health Sciences Business Center
  • University Administrative Business Center
  • Business Affairs
  • College of Business
  • Information Services
  • Procurement and Contracting Services (PaCS)
  • Research Committee

IT Advisory Group

  • Resource Assignment
  • Data Integration
  • Identity, Access and Authentications
  • Programming
  • CORE Reporting
  • Systems Auditor

A Project Focus Group that will include Business Center representatives and key system users will be established to meet twice during the configuration phase to provide critical analysis and insight. 

BennyBuy Roles


  • Shoppers: By default, all OSU employees (with a few exceptions) will have access to shop in the BennyBuy marketplace for supplies and services. After creating a “shopping cart” with their selected goods and/or services, a Shopper assigns their cart to their department or Business Center “Requestor” to place the order into workflow.
  • Requestors:  In coordination with the Business Centers, Colleges and Departments assign the Requestors for their unit with the responsibility to submit transactions to requisition workflow.  Requestors review the carts that are sent to them from their respective business areas, ensure account code and other information is accurate, and submit the order to system workflow.  Additionally, Requestors can build and submit carts from scratch without a Shopper's involvement, but only Requestors can submit transactions to workflow.  For orders under $5,000, workflow will send the orders from the Requestor straight to the vendor for fulfillment, except for transactions requiring special approvals.  For orders over $5,000, when a Requestor submits a transaction to workflow, the system will route the transaction through Budget Authority, Business Center and other reviews and/or approvals, as appropriate. 
  • Approvers:  Workflow is configured to invoke Business Center, PaCS, Budget Authority, and other applicable review and approval. To expedite low-dollar transactions, the Requestor role will have purchase authority up to $5,000 and is responsible for ensuring that the purchase meets OSU business expense policies. 

 For more details on BennyBuy roles see the Training Library page



BennyBuy Suppliers

More to come...



Many OSU customers have requested Amazon’s inclusion in the eProcurement system however, until negotiations improve, we are delaying enablement.  Specifically, Amazon is unwilling to consider providing any benefits or incentives to OSU such as Prime Benefits, free two-day shipping, product discounts, or easier payment options even though OSU’s spend with Amazon is anticipated to increase significantly once enabled. We will continue negotiating with Amazon and are partnering with other institutions of higher education to leverage support. OSU encourages departments to support and purchase items from contracted vendors in the eProcurement system who have negotiated in good faith with OSU and provide benefits such as discounted prices, free shipping, increased warranties or additional services.

Training Library


Welcome to BennyBuy Training Library

Authority Thresholds

Commonly Used Terms

Core Reports for eProcurement

  • eProcurement Queue Membership (FIN0065) - Shows eprocurement queue membership for Budget Authority queues only. Parameter is Queue Description (accepts wild card)
  • eProcurement Fund/Org Permissions (FIN0066) - Shows a user's fund / Org permissions for eProcurement. Parameter is ID (multi)
  • eProcurement Requestors (FIN0067) - List of procurement requestors, by Org. Parameters are Business Center (multi select) and Org title (multi select)

Frequently Asked Questions

Frequently Used Account Codes

Register for Training (Additional classes coming soon)

Tip Sheets

Training Videos

Training Site - Contact the BennyBuy HelpDesk for login information


What is eProcurement?

How is eProcurement different from Buy Orange?

It is very different!  First, all of the contracts will be in one marketplace that can be accessed through a single sign-on. You won’t have to enter into each vendor’s website separately.  Second, purchases can be made automatically in the system and will sync with Banner.  Third, all budget authority routing will be done electronically in the system.  Fourth, the system will receive invoices and process payments.  It’s really an outstanding system!

Does this replace Buy Orange? i.e., is eProcurement only for contracted vendors or is it for all vendors?

BennyBuy does replace BuyOrange.  It is for all vendors as this system has many components.  There is a supplier management tool that most suppliers will register in.  There is also an online marketplace where departments can make purchases from catalog vendors or submit requisitions for orders from non-catalog vendors.  It is a comprehensive purchasing tool.

How will this replace Banner or how will this affect the work I currently do in Banner?

The eProcurement system integrates with Banner so that purchase requests, invoices and supplier data entered in BennyBuy does not need to be re-entered in Banner.   Banner Finance module is the only module affected.

Who will have access to BennyBuy?

Who can shop in BennyBuy?

All OSU employees will have “Shopper” access in the system. Shoppers will be able to build a cart, but cannot place the order.  In order to place an order, the Shopper will need to assign the cart to an employee with the Requestor role.  Requestors will be able to place orders.

Are there different roles for shopping and purchasing in BennyBuy?

  • The Shopper Role:  All University Employees default access as a Shopper.  Shoppers can build a ‘draft cart’ for goods/services and have access to the full vendor database. Shoppers cannot submit a request into workflow, but must assign the cart to a Requestor.
  • The Requestor Role: Can build draft carts for goods/services.  Has access to full vendor database.  Can submit a request into workflow for approval
  • The Approver Role: Can build draft carts for goods/services. Has access to full vendor database.  Approves requisitions that are electronically routed to them based on a future-state approval queue design.

Will there be designated purchasers in each unit, or will each faculty member or staff be authorized/expected to do their own purchasing?

A shopper role has been widely deployed to ensure all campus users can build a draft requisition.  However, each unit will need to evaluate if, and when, the Requestor role is deployed.

Can faculty delegate to grad students?

Almost all employees will be given a Shopper role in the system.  Shoppers can build a cart and assign the cart to a Requestor to place the order.

How are orders submitted and approved in BennyBuy?

Will we have the ability in a shopping cart to assign index/funding/accounting detail by line item or is the index/funding /accounting detail based on the total cart value and the user entering the cart?

Yes, shoppers create a cart and assign their cart to a requestor.  The requestor role will review purchases to verify they meet business expense policies and will ensure necessary purchase information is included.  Requestors will also enter the accounting information and monitor the cart to PO completion and vendor submission.  Shoppers are able to check on the status of purchases they initiated.

Will we be able to attribute multiple indexes & approvers for each item purchased through eProcurement, as well as activity codes?


Will split index purchases route to more than one budget authority if necessary?


How can we order items that are offered through a Buy Orange vendor but are not part of the contract?  For example: a buyer recently ordered a computer from Dell that was configured slightly differently than the one Dell had on contract.

Get a quote from the vendor and submit a non-catalog order form.  Additionally, enabled vendors can publish eQuotes to simplify the ordering process.

Will we have a mechanism to escalate approvals that have been delayed without being intrusive or causing an approver or requestor to become frustrated or overwhelmed?


What will happen if an approver is out on extended leave, vacation, or business and they forget to delegate their approvals - How will that be dealt with?

Requestors can pull their requests back to assign to a different approver.  In addition, the help desk is available to resolve these types of exceptions.

Will there be super user roles in the system - people who may support many departments or groups and have a need to enter multiple orders on behalf of others or pay invoices from many groups etc.?


Are there going to be restrictions as to what can be purchased, limits and BOLI?

The system will be designed to replicate many of the existing purchasing policies, while leveraging automated workflow to systematically identify when additional review/consideration may be necessary (including dollar limits, BOLI implications, or restricted services).

What input will departments have on approving invoices for payment for PSC’s and ensuring work is completed?

Departments will still approve invoices for payments and ensure work is completed.

What suppliers or vendors will be available in BennyBuy?

Will I still be able to do business with vendors I have used for years if they are not a supplier in the system or they do not have a supplier catalog in the system?

Yes.  All vendors will be available in the system, regardless of catalog presence.

Will Special Occasions be added?

Yes, Special Occasions will be an accessible vendor in the system, but will not have a catalog in the system for now.

Will PDX hotels be added for events?

Yes. PDX hotels will be accessible vendors in the system, but will not have a catalog.

Should we use eProcurement instead of Amazon?

Oregon State is in negotiations to get Amazon as a catalog supplier.

Will OSU Service offerings be included in the system?


Can we still buy directly from vendors if they aren’t in the system?

All existing vendors will be accessible in the system.  Additionally, the requisitioning process will support adding new vendors during order placement.  This will ensure vendors go through an appropriate review process before goods are delivered or services are rendered.

Can departments/units invite suppliers?

Yes.  This feature will be available to all eProcurement users.

Do we have unlimited suppliers in our customer network?


When a request supplier form is submitted, does the requestor get notified once the action is completed as to the final outcome of the request?


Will there be a mechanism in the system to validate supplier registrations to prevent duplicate profiles?

Yes. The system will validate duplicates by supplier name, tax ID and email addresses.  If the system recognizes a possible duplicate, it will show a list of all the possible duplicates it identified.




Authority Thresholds

BennyBuy Authority Levels:

  • LEVEL 0 / Requestor = $5000 and under
  • LEVEL 1 / Approver = $5000.01 - $25,000
  • LEVEL 2 / Approver = $25,000.01 - $150,000
  • LEVEL 3 / Approver = $150,000.01 and greater

 Purchase Authority:

  • Department = $5,000 and under
  • Business Center = $5,000.01 - $25,000
  • Procurement = $25,000.01 and greater
  • Construction Contracting = BOLI PWR at all levels

Purchasing Thresholds for Competition:

  • Direct = $25,000 and under
  • Informal = $25,000.01 - $150,000
  • Formal = $150,000.01 and greater

Commonly Used Terms

Shopper A University employee that can interact with all of the available procurement opportunities within BennyBuy.  This role can prepare draft carts, but cannot submit a request for approval.  This role must assign a draft cart to a Requestor for a request to be submitted for approval on their behalf
Requestor A University employee delegated purchase authority to submit orders for approval.  Requestors can build carts from scratch or can receive assigned carts from Shoppers. Additionally, Requestors act as the Budget Authority for orders under $5,000.  As a result, orders under this dollar threshold will observe an expedited approval path.
Approver A University employee delegated the authority to approve documents (requisitions, PO Revision, or invoices).  Approver can be assigned to a specific Finance Org and dollar threshold.  Approvers can take action on documents wihtin BennyBuy or using the mobile application or email approval functionality.
Shopping Cart The area of BennyBuy where the Shopper or Requestor places goods or services in advance of submitting for approval.  A shopping cart that is submitted for approval transition into a Requisition.
Requisition A electronic request that has been prepared and submitted for approval.  A fully approved requisition will automatically be assigned a Purchase Order.
Purchase Order A legally binding contract sent to a supplier authorizing shipment of a product to the customer at a specified price and terms.
Catalog Order Contracted items hosted within BennyBuy. Easy platform without the need to visit the supplier’s website. 
Punchout Order Contract and Non-Contract items hosted on the supplier’s website.
Account Code Standardized accounting code to classify the procurement of goods and services.  Required component of the Index & FOAPAL entry.
Non-Catalog Request Form  Traditional requisition request requiring quantities, unit prices, product descriptions, supplier selection, and a procurement checklist.
Supplier Invoice The itemized bill for goods sold or services provided containing individual prices, the total charge and the terms.
e-Invoice Electronically transmitted invoices delivered directly to BennyBuy by suppliers.
Receipt Acknowledgement of goods received/services rendered.
Two-Way Matching vs.
Three-Way Matching
Purchase orders that exceed $500 require a 3-way match.  Defined as requiring a matching 'Receipt' and 'Invoice' that falls within the tolerances of the purchase order.
Purchase orders less than $500 require a 2-way match.  Defined as requiring an 'Invoice' that falls within the tolerances of the purchase order.  No receipt is required.
Payment Request Form  Automated form used for the following types of activity: Memberships, Awards/Prizes, Honoraria/Limited Engagements, Entertainers, Royalties/Licensing, Guest Travel Reimbursements.

Training Videos

Contact Us

System Support

Procurement, Contracts and Materials Management (PCMM) has dedicated positions to provide help desk system support to our campus community.  The BennyBuy help desk can be reached via email or phone and is able to screen share to help with navigation or resolve system issues.  The help desk provides system support and training, resolves system issues, assists with access requests and answers system related questions.  

BennyBuy Help Desk Contact Information:

eProcurement@oregonstate.edu or (541) 737-3830 or send a comment to the help desk within BennyBuy using the User Name BennyBuy.  

Vendor Maintenance: phone tree option 1

Accounts Payable: phone tree option 2

eProcurement: phone tree option 3

PCMM: phone tree option 4


Regular Business Hours

Monday - Friday
8:00 a.m. - Noon, 1:00 P.M. - 5:00 P.M.

*We will be out of the office on all OSU closure days and set Holidays.


For feedback directly to the PCMM department head, please contact Kelly Kozisek