Procurement and Contract Management has issued updated guidance reinforcing the required use of approved systems when creating and managing Minnesota State contracts. Contracts must be created, routed, approved, executed, and retained in the appropriate e-procurement or contract management system.

Following these processes supports consistent approvals, segregation of duties, transparency, contract visibility, records retention, reporting, and audit readiness.

Use the Appropriate System

• JAGGAER, also known as Marketplace: Non-construction contracts
• e-Builder, now known as Trimble Unity Construct: Construction, capital project, renovation, and facilities-related contracts
• Salesforce: Workforce Development contracts

Cooperative Contracts Still Require Documentation

Using a cooperative contract may satisfy or replace the need for a separate sourcing event. However, it does not eliminate Minnesota State contract documentation, review, approval, or system-record requirements.

Employees should review the full memo before initiating a contract or making a commitment to a supplier or contractor.

Read the Contract Creation Guidelines

The “As to Form and Execution” signer reviews whether required contracting procedures have been followed and the agreement has been properly signed. This review is distinct from legal review during drafting.

Reviewing the Form

Confirm that an approved template was used or that a non-standard agreement received the required legal review. Verify that required funds have been encumbered.

Reviewing the Execution

Confirm that required signatures are present and dated, and that the individuals signing have authority to do so. The person completing this review must also be authorized to perform the form and execution approval.

Resolve Questions Before Signing

If documentation, authority, or signatures are unclear, seek assistance from Procurement and Contract Management before completing the approval.

When we think of cashiering, a card reader at a service counter may come to mind. But processing student payments involves much more than accepting a card. Behind each transaction are processes that help ensure payments are secure, recorded accurately, and connected to the correct student account and financial records.

Minnesota State's Cashiering Services RFP is currently open. The sourcing event is exploring a solution that supports the broader payment needs of our colleges and universities and the employees who manage these transactions.

Payment Options and Convenience

Students and other customers make payments online and in person. Cashiering needs span cash, checks, cards, electronic bank payments, and digital wallets, along with tuition, fees, and other campus transactions. A future solution should make these experiences easier to navigate while supporting campus business processes.

Reconciliation and Visibility

Accepting a payment is only the beginning. Business offices must match transactions to deposits and account records, process refunds, investigate discrepancies, and manage chargebacks. Clear reporting and reliable reconciliation tools help staff resolve exceptions and maintain accurate financial records.

Security and Accountability

Protecting payment and student information is essential. Important capabilities include payment security, appropriate access controls, approval workflows, and audit trails that document who processed or changed a transaction.

Integration with Institutional Systems

Cashiering must connect with the systems campuses use to manage student accounts and finances. Integration with Workday and other institutional platforms is a key consideration for reducing duplicate entry, improving accuracy, and giving staff timely access to payment information.

Each June, Pride Month provides an opportunity to recognize the contributions of LGBTQ+ communities and reflect on how procurement can support broader participation in the economy. While supplier diversity efforts often focus on expanding opportunities for historically underrepresented businesses, they also help strengthen competition, increase innovation, and build more resilient supply chains.

Procurement decisions influence economic opportunity. The suppliers we engage, the outreach we conduct, and the procurement practices we implement all affect who has the opportunity to compete for public business. By creating inclusive sourcing environments, institutions can encourage broader participation while maintaining a commitment to fairness, transparency, and best value.

Why Supplier Diversity Matters

• Expands competition and increases supplier participation.
• Introduces new ideas, products, and services into the marketplace.
• Strengthens supply chain resiliency by broadening supplier networks.
• Supports economic development and opportunity across diverse communities.
• Advances Minnesota State's commitment to equity and inclusion.

These efforts support Minnesota State's broader strategic objectives, including strengthening resources, expanding opportunity, and reducing equity gaps across the system.

Supplier diversity is not limited to a single month or outreach event. It is reflected in the day-to-day decisions procurement professionals make when developing sourcing strategies, conducting supplier outreach, evaluating barriers to participation, and creating opportunities for businesses to compete.

Building an inclusive supplier ecosystem requires consistent action. Procurement professionals can make meaningful impacts throughout the year by intentionally creating opportunities for diverse suppliers to learn about and compete for business opportunities.

Practical Strategies

• Expand supplier outreach when planning sourcing events.
• Review requirements for unnecessary barriers to participation.
• Leverage certified supplier directories and outreach networks.
• Encourage diverse supplier participation in informational sessions and pre-bid meetings.
• Evaluate procurement processes for unintended bias.
• Track supplier diversity outcomes to identify opportunities for improvement.

Supplier diversity is most successful when it becomes part of everyday procurement planning, not just a single initiative. Consistent outreach and thoughtful sourcing practices help create broader awareness of opportunities while maintaining fair and open competition.

Minnesota State is introducing an enhanced JAGGAER home page alongside a new contract dashboard to help institutions monitor expiring contracts. Users who have not selected a custom home page will see the dashboard view as their default home page.

Find Your Contract Dashboard

Contract administrators, managers, and approvers will see a new tab titled Contract Dashboard - [CODE], such as Contract Dashboard - SYSOFF. This tab provides a centralized location to monitor contracts and manage responsibilities within your organization.

See What Needs Attention

• Upcoming expirations: Contracts set to expire within 90 days appear below the Organization Message, helping users plan for renewals and maintain continuity of services.
• Pending approvals: Approvals requiring your attention are highlighted for quick action, supporting timely processing.
• Additional details: Select the Total Contracts link at the top right of the widget to open the contract search page, where you can further filter or export contract information.

The dashboard brings key contract information together on the home page, making it easier to find important items and take action. Customize your view to match your responsibilities and workload.

Customize Your View

• Adjust the number of contracts displayed on your home page.
• Sort contracts by fields such as end date or contract manager to identify items requiring attention.
• Select Total Contracts to access the full search page and additional filtering options.

Support Proactive Contract Management

By keeping upcoming expirations and pending approvals visible, the dashboard helps users focus on priorities, manage contracts proactively, and reduce the risk of delays, missed renewals, or contract lapses.

Users who have completed requisitions for goods or services now have access to a new dashboard through the Quick Receipts task.

The dashboard displays your purchase orders with remaining balances and allows you to create a receipt directly on the screen.

Requisition requestors can now initiate their own change orders from a completed purchase order to add or change quantities or amounts.

Getting Started

1. Search for your purchase order in Workday.
2. Open the purchase order's Related Actions.
3. Initiate a change order to add or change quantities or amounts.

• Admin – OSP Opportunities
• E&I Virtual Exchange
• Center for Procurement Excellence – The RFP Doctor
• NASPO Webinars
• NAEP Events
• NIGP Webinars & MNNIGP Webinars

How can we better manage contracts, measure vendor performance, and turn stakeholder feedback into meaningful improvements? Join the Center for Procurement Excellence's Ask the RFP Doctor for the conversation.

After the Award: Project Performance, Customer Surveys, & Closeouts

Whether you're a procurement professional, contract administrator, project manager, or campus stakeholder, your perspective is essential.