Transition from DocuSign to Adobe Sign

Minnesota State has recently completed the transition from DocuSign to Adobe Sign for use within JAGGAER (Marketplace). This change enables significant cost savings and aligns with our system-wide Adobe Sign master contract.

As a result, our existing DocuSign contract will expire on July 22, 2025, at which point all associated DocuSign accounts will be deactivated. If you require continued access to electronic signature capabilities, please reach out to your local institution to explore available options.

While DocuSign desktop use was initially intended to support contract signatures outside of JAGGAER, we recognize that some campuses have expanded its use beyond that original scope. If you have templates or workflows within DocuSign that may need to be converted, please consult your local campus administrator for support.

For CECT and eBuilder Users:

We are currently working on a contract amendment to maintain DocuSign functionality specifically for CECT and eBuilder applications. Additional details will be shared as they become available.

Behind the Buy: Fun Fact

Exploring the fascinating side of procurement

Did you know? The concept of public procurement dates back to ancient Egypt! Pharaohs relied on a structured procurement process to source materials like limestone, copper tools, and labor for massive state projects—including the Great Pyramids. Records show they even used a form of contract management on papyrus to document supplier terms!

While we’ve traded papyrus for eProcurement systems and pyramids for purchase orders, the principle remains: strategic sourcing powers progress.

In procurement, the phrase “we have always done it this way” is not a policy, it is a habit. With the recent migration of downstream procurement processes from JAGGAER to Workday, it is time to re-examine long-standing practices. That is where requirement busting comes in.

What Is Requirement Busting?

Requirement busting is a methodical approach to evaluating and simplifying outdated or overly complex business requirements. It helps procurement teams ask:

• Is this requirement still needed?
• Does it support current goals?
• Is there a better way to meet the need?

Why Now?

Our shift to Workday introduced new workflows and structures. Legacy requirements may no longer align and could:

• Slow down processing
• Introduce workarounds
• Increase confusion or compliance risk
• Reduce user satisfaction

Preparing for Upstream Transitions

As we consider migrating upstream processes—such as contracts and sourcing into Workday, cleaning up current requirements now will:

• Improve system fit and configuration
• Reduce customization costs
• Accelerate implementation
• Align the system with real business needs

Requirement Busting Process

Visual Process Flow

Final Thought

Modernizing systems isn’t just about software—it’s about improving how we work. Requirement busting ensures that we’re not just replicating outdated processes in new tools, but building better ways to serve our colleges and universities.

Have questions or want to participate? Contact the Procurement and Contract Management team.

Project Success and Partnership: Image360

This month, we are proud to spotlight a successful collaboration between the System Office’s design and construction team and Image360, a woman-owned business certified by WBENC, during the recent renovation project.

Design Collaboration

Image360 was awarded the initial signage design package and partnered closely with both the project team and the Communications and Marketing department over a three-month period to develop signage concepts tailored to the new space.

Procurement Strategy & Execution

Using a sheltered market procurement strategy, the team invited bids from two diverse suppliers for signage packages 2 and 3:

• Package 2: Awarded to Image360
• Package 3: Initially awarded to another diverse supplier, who later withdrew due to fabrication challenges

Image360 stepped in on short notice and successfully completed Package 3 as well. Across all three packages, the total contract value was approximately $27,000.

Partnership and Impact

The project team described their experience with Image360 as exceptional. As a small business, Image360 offered a high degree of personal engagement:

• Gina Kazmerski (Owner) led the design and fabrication efforts
• Mike Kazmerski (Her husband) managed the installation

Their hands-on involvement underscored their commitment and ensured the project’s success. All work was delivered on time and met a high standard of quality. The signage is now a standout feature in the renovated space, earning positive feedback from stakeholders.

Commitment to Supplier Diversity

The System Office Facilities team, led by Ryan Ries, continues to advance our supplier diversity initiative. By proactively engaging diverse suppliers through targeted strategies like the sheltered market approach, the team demonstrates a strong commitment to equity in public contracting.

This project reflects how thoughtful procurement planning and inclusive outreach can support the growth of underrepresented businesses—while also delivering excellent results for our campuses.

Supplier Spotlight: L-Z Truck Equipment

Recognizing excellence in supplier performance and service

L-Z Truck Equipment is a trusted provider of truck and van upfitting services, known for delivering customized solutions that meet the unique needs of each client. With more than 70 years of experience, they’ve earned a strong reputation for installing high-quality components across a wide range of vehicle types and industries.

Contract & Certification

L-Z Truck Equipment is now listed on the Minnesota State Contract (T763 - 264952) for Light Duty Trucks and Van Components and Options. The company is a Certified TG Woman-Owned Small Business led by Yolla Levitt.

After a successful career at 3M, Yolla and her husband, Leon, pursued their entrepreneurial dream. Their journey—from immigrating to the United States from the former Soviet Union in 1989 with only $80—to business ownership reflects resilience, determination, and the realization of the American dream.

Specialized Services

L-Z Truck Equipment transforms standard trucks and vans into efficient, work-ready service vehicles. Proper upfitting:

• Maximizes space
• Enhances organization
• Improves operational efficiency
• Ensures safety

They offer a wide range of products from leading manufacturers including:

For unique needs, L-Z offers in-house fabrication services to deliver fully customized solutions.

Commitment to Quality

Reliability and customer focus are at the core of L-Z’s operations. Their team has an average tenure of 16+ years, providing expert insight at every stage. Each vehicle undergoes a comprehensive inspection and includes a one-year workmanship warranty.

L-Z is also committed to:

• Fast turnaround times
• Proactive communication
• Professional graphics installation
• Vehicle transportation services

Company Info

• Location: Roseville, MN
• SWIFT ID: 0001175338

Adobe Sign Update and Tips for Contract Managers

Following some issues identified during the initial rollout, the Procurement Team has made an important update to Adobe Sign. The automatically placed blue/gray fields have been removed. These fields created an unintended consequence where some suppliers were required to sign irrelevant signature fields, even when those fields were intentionally left blank during editing.

These automated fields were also tied to the “Auto-place fields” button, which was originally intended for use cases involving a single signatory. Since this does not apply to our typical use case, the button and fields have been disabled to give contract managers more precise control over the signature process.

Adobe Sign Update and Tips for Contract Managers

Following some issues identified during the initial rollout, the Procurement Team has made an important update to Adobe Sign. The automatically placed blue/gray fields have been removed. These fields created an unintended consequence where some suppliers were required to sign irrelevant signature fields, even when those fields were intentionally left blank during editing.

These automated fields were also tied to the “Auto-place fields” button, which was originally intended for use cases involving a single signatory. Since this does not apply to our typical use case, the button and fields have been disabled to give contract managers more precise control over the signature process.

Helpful Adobe Sign Features

To support your continued use of Adobe Sign, here are a few helpful tips:

1. Click “View more” at the bottom left of the field menu to access additional field types.
2. Click on any field in the document to change its type (e.g., from text to title).
3. You can also view and change the assigned recipient for each field from the same menu.

We appreciate your patience and flexibility as we continue to refine the Adobe Sign experience.

Upcoming training and professional development opportunities

Minnesota State Trainings

• Adobe Sign Training – July 10
• Procure-to-Pay Training – July 10
• Finance and Facilities Conference – July 15–17
• Procure-to-Pay Training – August 14

Department of Administration – OSP Vendor Trainings

Designed to help potential vendors navigate the portal and communicate effectively

• Supplier Portal Training for Vendors – July 17 (Virtual)
• Supplier Portal Training for Vendors – August 20 (In-Person)
• Supplier Portal Training for Vendors – September 18 (In-Person)

NASPO Training Opportunities

• Ask the RFP Doctor: How to Handle Surprises During Negotiations – July 17
• Strategies for an Evolving Supplier Diversity Landscape – August 4–29
• Better RFPs, Better Projects – August 25–September 19
• Ask the RFP Doctor: Using AI to Analyze Trends in Bid Data – Date TBD