Procurement Pulse - November 2025

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Procurement Pulse

Volume 1, Issue 9 | From the Office of Procurement and Contract management
Publication Date: November 10, 2025

Information Beat

 

Submit a Support Ticket - The Best Way to Get Help Fast

JAGGAER (Marketplace), procurement, and contracting questions

To ensure timely, trackable responses, please submit a ticket for all open questions related to JAGGAER Marketplace, procurement processes, or contracting requirements. Tickets route your request to the right team, create a visible record, and keep updates in one place.

Why tickets work better than email/chat

  • Speed & routing: Auto-routes to the correct category/assignee.
  • Accountability: A visible trail from intake to resolution.
  • Consistency: We apply the latest guidance and policy references.
  • Transparency: You can track status and see updates anytime.

What to include in your ticket

  • Category: Marketplace (JAGGAER), Procurement, or Contracting.
  • Summary: One-sentence description of the issue or question.
  • Details: Steps taken, expected vs. actual results, error text.
  • References: RFP/contract #, requisition/PO #, dates, screenshots.
Submit / Track a Ticket Browse Help Articles

Behind the Buy: The Hidden Role of Contract Clauses

A quick peek at protections most folks never see

When a contract is signed, it can feel like the work is done, but in procurement, the fine print keeps working for us. Some of the strongest protections aren’t about price tags at all. They’re quiet guardrails that preserve fairness, value, and accountability over the life of the agreement.

  • Most Favored Customer (MFC): Ensures Minnesota State gets pricing as good as, or better than, any other customer for the same scope. This clause reduces the need to renegotiate annually and protects long-term value.
  • Assignment & Change-of-Control: Stops a vendor from transferring the contract to another company without approval, maintaining oversight if there is a merger or acquisition.

These clauses often go unnoticed day-to-day, but they quietly safeguard the system’s interests and uphold transparency throughout the contract term. The next time an agreement crosses your desk, remember: every paragraph has a job.

Contract Templates & Forms Contact Procurement Support

From the Office of Procurement and Contract Management

Tim Anderson - System Director, Procurement and Contract Management

The Human Side of Procurement: People, Purpose, and Progress

Recognizing the people who make procurement work across Minnesota State

At its core, procurement is not only about contracts, systems, or approvals, it is about people. Every sourcing event, purchase order, and contract represents collaboration between employees, suppliers, and campuses working toward a shared goal: supporting students and advancing the mission of Minnesota State.

The past few years have challenged procurement professionals to adapt faster than ever before. Whether learning new systems, navigating staffing constraints, or supporting transitions to modern platforms, our team members have demonstrated resilience and professionalism. Their work ensures that purchasing, contracting, and compliance stay aligned with institutional priorities and that campuses receive the services they need without interruption.

As we continue modernizing our tools and processes, it is important to recognize that technology will never replace the judgment, ethics, and dedication that procurement professionals bring to their work. Efficiency begins with systems, but excellence depends on people. To everyone supporting procurement and contract management at campuses across Minnesota State, thank you for your commitment to doing this work with integrity and care.

Visit Procurement & Contract Management

Beyond the Transaction: Procurement as a Strategic Partner

Evolving from purchasing to strategic collaboration

Procurement has traditionally been viewed as a transactional function, focused on purchasing goods and services and ensuring compliance with policy. While these responsibilities remain central, Minnesota State’s procurement model continues to evolve beyond transactions to become a trusted strategic partner across the system.

Each purchase, solicitation, and contract represents more than a process, it is an opportunity to align resources with institutional goals. Strategic procurement means collaborating early with departments to define needs, leveraging systemwide contracts to save time and money, and ensuring that every dollar spent advances the mission of higher education. It also means balancing compliance with flexibility, helping campuses achieve innovation while maintaining accountability.

As the higher education environment grows more complex, procurement’s role as a connector becomes even more valuable. By partnering across IT, Facilities, Finance, and Academic Affairs, procurement professionals help turn institutional priorities into measurable outcomes. The work of procurement is not only about managing spend, it is about shaping the future of how we deliver value across Minnesota State.

Sourcing Sync

Celena Monn - Procurement and Contract System Manager

New Planning Templates for Initiating Your Formal Solicitations

Tools to help campuses streamline sourcing and stay aligned

We are pleased to introduce two new resources designed to support campuses in managing formal solicitation processes. These tools help simplify planning, improve coordination, and promote consistency across the system.

Revised Sourcing Request Form

The updated form simplifies the initiation of sourcing requests by capturing all essential details at the start of the process. This ensures clarity, reduces rework, and helps procurement teams respond more quickly to campus needs.

Formal Solicitation Timeline Guide

The timeline guide outlines recommended steps and estimated durations for each stage of the solicitation process. It serves as a planning tool to help campuses align schedules, manage expectations, and meet deadlines efficiently.

These resources will assist campuses in planning and aligning their procurement needs to ensure that sourcing events are completed accurately and efficiently for faster processing.

Sourcing Stars Committee

  • Thomas Campion, CLC
  • Sherri Daschner, SCC
  • Brian Gelster, SMSU
  • Erica Kantola, DCTC & IHCC
  • Rochelle Krantz, SCTCC
  • Celena Monn, SO
  • Jill Rollings, MSU Mankato
  • Gina Walkup, BSU & NTC

Current Master Solicitations

Supplier Diversity

Mo Yusuf - Supplier Diversity Manager

Connecting Communities: Southwest Minnesota Supplier Outreach Event

Advancing Equity Through Inclusive Sourcing in RFPs

Embedding equity into every step of the procurement process

Minnesota State’s commitment to supplier diversity is rooted in the findings of the 2017 and 2025 Minnesota Joint Disparity Studies, which highlighted systemic barriers faced by Targeted Group Businesses (TGBs) in securing public contracts. In response, Minnesota State implemented policies that prioritize outreach to TGBs, veteran-owned businesses, and economically disadvantaged small enterprises. These policies also encourage the use of inclusive language in Requests for Proposals (RFPs) to signal openness and a commitment to diverse suppliers, while requiring documentation of inclusive sourcing efforts throughout the procurement process.

Inclusive sourcing language in our RFPs has transformed the way we engage with vendors. Our commitment to equity is not just a statement; it is embedded in our processes and begins with how we write and structure our RFPs.

We recognize that public procurement has historically excluded many businesses owned by women, minorities, veterans, and economically disadvantaged individuals. That is why we have made it a priority to ensure our RFPs reflect our values. Every solicitation we issue includes language that encourages participation from Targeted Group Businesses (TGBs) and other certified diverse suppliers. We do not simply welcome them, we actively seek them out. Our team works closely with the State’s Department of Administration and other certifying agencies to identify qualified vendors and make sure they are aware of upcoming opportunities.

In practice, this means our RFPs begin with a clear equity statement, and we evaluate proposals not only on technical merit and cost but also on the vendor’s demonstrated commitment to diversity. We ask vendors to describe how they will include TGBs in their work, whether through direct engagement or subcontracting. We also track those efforts, because accountability matters.

This approach has made a measurable difference. We have seen increased participation from underrepresented businesses, and we have built stronger relationships with vendors who share our values. Inclusive sourcing is not just good policy, it is good practice. It helps us serve our students and communities more effectively, and it ensures that public dollars support a more equitable economy.

Supplier Spotlight

Keystone Automation, Inc.

Keystone Automation, based in the Twin Cities of Minnesota, has established itself as a dynamic and highly specialized supplier in the field of industrial imaging and automation. As a woman-owned and service-disabled veteran-owned business, Keystone brings a unique blend of technical expertise and inclusive values to the marketplace. The company offers a wide range of advanced products, including high-speed and smart cameras, high-resolution video systems, filters, lenses, lighting, cables, and enclosures. Its catalog also extends to robotic systems and components, laboratory-grade imaging equipment, vision systems and sensors, industrial sensors, and comprehensive safety solutions.

What distinguishes Keystone Automation is not only the breadth of its offerings but also the depth of its technical support. The company employs a team of certified vision engineering professionals, accredited by the Automated Imaging Association (AIA), who work closely with clients to identify and integrate the optimal components for each unique application. Whether supporting a manufacturing line, research lab, or automation system, Keystone’s engineers provide tailored guidance that ensures precision, performance, and reliability.

Keystone’s dual certification as both a woman-owned and service-disabled veteran-owned enterprise positions it as a valuable partner for organizations seeking to meet supplier diversity goals. Its commitment to quality, innovation, and customer collaboration makes it a standout in the imaging and automation sector, with a reputation for delivering solutions that are as inclusive as they are technologically advanced.

Learn More About Supplier Diversity Contact Procurement Support

e-Procurement Administration

Dan Ibarra - e-Procurement Administrator

Avoiding Contract Expirations in Marketplace

Two reliable methods to track and manage contract end dates

To help contract managers avoid contract expirations, there are two primary ways to track when contracts are nearing their end dates:

  • Advanced Notifications within the contract setup
  • Saved Search Filters to review contracts approaching expiration

Advanced Notifications

This is the most reliable method for receiving alerts. It works best when it becomes a habit to configure this setting as soon as the contract enters draft status. Setting up notifications early helps prevent missed deadlines and ensures that reminders are delivered directly to your inbox.

To enable Advanced Notifications:

  1. In your draft contract, scroll down to the Notifications tab.
  2. Check the box labeled End Date – Advance Notices to ensure notifications are triggered.
  3. Set up three advance notice intervals (for example: 90 days, 60 days, and 30 days).
screenshot from JAGGAER of notification options on contract record

It is possible to apply this to contracts that are currently in Executed: In Effect status; however, it is strongly recommended to configure notifications while the contract is still in draft status.

Saved Search Filters

Advanced notifications are excellent for automatic alerts, but saved searches allow you to quickly locate all contracts nearing expiration. Although this method requires some initial setup, it becomes an efficient way to monitor contract end dates with just one click.

To create a saved search in Marketplace:

  1. Navigate to Contracts → Contracts → Search for a Contract in the left menu.
  2. Add the following filters: Institution, Status, and End Date.
  3. For Institution, ensure it does not include a specific school code.
  4. Select Status: Executed – In Effect.
  5. For End Date, choose Within: Next X Days (for example: 30, 60, or 90 days).
  6. Once configured, click Save As at the top right.
  7. Choose a shared folder if you plan to share the search with other managers, or a personal folder for individual use.
screenshot from JAGGAER of institution filter results

Accessing Saved Searches

Once a search is saved to a personal folder, it will automatically appear as a favorite under My Searches. To access it:

  1. Go to Contracts → Contracts → Search Contracts → My Searches in the left menu.
  2. Select the saved search to view all expiring contracts.
screenshot from JAGGAER of my searches - favorite searches, highlighting end date 60 days

To access a shared search created by another contract manager:

  1. Navigate to Contracts → Contracts → Search Contracts → My Searches.
  2. Click Manage Searches.
  3. Select the appropriate shared folder.
  4. Click Add Shortcut to make it appear in your favorites.
screenshot from JAGGAER of screenshot from JAGGAER ohighlighting ability to add shared folder as a shortcut

Summary

These two methods, Advanced Notifications and Saved Searches,are the most effective ways to stay informed about upcoming contract expirations. Advanced notifications deliver reminders directly to your inbox, while saved searches offer on-demand visibility with minimal effort. Consistent use of both tools ensures that contract managers remain proactive and prevent any lapse in agreements.

Analytics in Action

Joan Anderl - Business Analyst

Why Analytics Matter in Procurement

Turning purchasing, sourcing, and contract data into decisions

Business analytics in procurement is not just about numbers, it is about insight. By analyzing purchasing patterns, contract utilization, and vendor performance, campuses can transform data into actionable intelligence that drives smarter decisions and stronger outcomes.

What analytics enable

  • Better sourcing: Identify high-performing vendors and underutilized contracts.
  • Budget accuracy: Use historical trends for planning and forecasting.
  • Negotiation leverage: Bring data to supplier conversations.
  • Equity & sustainability: Track diverse and environmentally responsible suppliers.

Where to start (top spend)

  1. Open Workday.
  2. Go to Organization → Dashboards → Procurement.
  3. Review widgets for Top Suppliers, Spend by Category, and Trends.

Use this view to spot consolidation opportunities, quick wins, and categories to target for strategic sourcing.

Apply insights in Workday (Purchasing)

  • Validate drivers: Drill into suppliers, spend categories, and business units.
  • Find quick wins: Look for duplicate suppliers and fragmented category spend.
  • Set targets: Define savings/standardization goals by category or unit.
  • Monitor progress: Revisit the dashboard monthly to track movement.

Go deeper in JAGGAER (Contracts & Sourcing)

  • Contracts: Check utilization and upcoming expirations tied to high-spend areas.
  • Sourcing: Align events to top-spend categories; invite high-performers and new diverse suppliers.
  • Supplier performance: Review cycle times, participation, and award patterns.
  • Pipeline: Build an event roadmap from the categories flagged in Workday.

Procurement Planner

Upcoming training and professional development opportunities

Minnesota State Trainings

  • SMSU Supplier Outreach Event – November 13, 1:30 PM
  • OGC Contract Series - November 13, 10:00 AM
  • Procure-to-Pay Q&A Forum - November 13, 1:30 PM
  • Procure-to-Pay Q&A Forum - December 11, 1:30 PM

Department of Administration – OSP Trainings

Note: This post is informational. The content may or may not relate to Minnesota State. If you have any questions about content and whether it applies, please contact the procurement and contract management team through the service desk: Search - Marketplace (minnstate.edu)

NASPO Training Opportunities

FREE Center for Procurement Excellence (CPE) Hosted Professional Development Opportunities

  • None noted this month

Stay Connected

Questions or Ideas? Email us at procurement@minnstate.edu.
Resource Hub: Access policies, templates, and training materials on our Procurement Community Site (internal employee access only).
Suggest a Topic: What would you like to see in future editions? Share your feedback procurement@minnstate.edu.

Thank you for being part of Minnesota State’s procurement community. Together, we are building a more efficient, equitable, and resilient supply chain that reflects the diversity of our students and communities. Stay tuned for our next edition on December 11, 2025!