Procurement

Procurement is the strategic process of acquiring goods and services from external sources—often referred to as suppliers, vendors, or contractors. It involves sourcing, contracting, and purchasing to meet an organization’s operating needs efficiently and effectively. 

KU has transitioned from a traditional purchasing department to a modern, strategic procurement function that delivers greater value to the University. Whereas purchasing is a transactional subset of procurement focused on meeting quoting and bidding requirements, approving requisitions, and executing supplier contracts, procurement is a broad, strategic function that includes:

• identifying needs
• aligning with institutional goals
• developing suppliers
• managing legal and security risks
• maximizing ROI
• ensuring supplier performance
• mitigating disruptions
• navigating complex expectations; and 
• enabling innovation . . .

. . . all while staying cost-conscious.

A Modern Approach

Traditionally, procurement was primarily about cost savings. Many still see procurement professionals as negotiators focused on driving prices down. But the role of procurement is evolving—both at KU and beyond. At KU, our Procurement team now emphasizes creating value over simply cutting costs. This shift strengthens procurement’s role within the University and enhances the overall purchasing experience.

Here’s how we’re evolving:

• Value Over Savings – It’s not just about reducing costs. We focus on long-term value creation through strategic partnerships, process improvements, and innovation.
• Strategic Approach – Our goals align with KU’s broader objectives, ensuring that procurement decisions support the University’s mission and priorities.
• Collaborative Mindset – We facilitate coordination across KU’s various units, driving efficiencies and positive, lasting impact.

Relationships First

We prioritize relationships—on both sides of the procurement process.

• For KU faculty and staff, we want to be your “first call” for major or complex purchases. Our goal is to find solutions that work within procurement guidelines while delivering excellent customer service, earning our place as your trusted advisor.
• For suppliers, we provide clear communication about KU’s purchasing needs, promote transparency in the supplier selection process, and foster mutually beneficial partnerships. We aim to make KU a client of choice in the marketplace.

The KU Procurement team is here to help you find and purchase the right products and services while ensuring compliance and maximizing value. We guide you through the procurement process, lead supplier discussions, and secure the best possible deals for KU. Our expertise in market research, category management, and campus-wide spending trends allows us to optimize costs and identify savings opportunities.

When Procurement is part of the strategy:

• Risks are designed out early
• Innovation becomes possible
• Total cost goes down – no just unit price
• We drive results before the RFP is drafted or the contract is written 

Given today’s financial landscape, Procurement plays an even more critical role—whether through developing sourcing strategies, negotiating better agreements, or leveraging existing University resources. 

If you are interested in teaming up with Procurement to support a large or complex purchase or for some other assistance, please submit a new Procurement Request at the Finance Service Portal ASAP. 

Strong procurement isn’t reactive.  We need to be involved upstream, fully aligned with your team, and part of the plan.  When Procurement is brought in too late – after decisions are made, budgets are fixed, or suppliers are pre-selected – most value is already lost. So, please engage us early.   

We’re looking forward to partnering with you soon!  

Procurement at KU is more than just a cost center, it’s a strategic value generator and a key competitive advantage for the University. By driving efficiency, fostering innovation, and supporting KU’s mission of educating leaders, building healthy communities, and making discoveries that change the world, our team ensures that every dollar spent advances KU’s goals. We are proud to contribute to KU’s success through high-quality service and meaningful partnerships across campus. 

Check out the Rock Shop Jayhawk newsletter for a look at some of the key results that are making an impact across campus.