Empowering Procurement Teams & Navigating Change: Insights & Strategies

Procure to Pay Update May 1, 2018 Last Updated: May 1, 2018

Agenda STAFFING UPDATE PROCURE TO PAY SOLUTION OVERVIEW SCHEDULE WHERE WE ARE NOW EARLY USER ACCEPTANCE TEST WHAT DOES THE EUAT MEAN TO US? SUPPORT PROVIDED WHAT DO WE NEED FROM YOU? TRAINING UPDATE QUESTIONS 2

EVERYONE HAS A JOB!!! Image result for trust icon 3

Staffing Position Counts Senior Category Manager Category Managers Assistant Category Managers Procurement Analysts Senior Customer Service Rep. Customer Service Rep. Total Department Total Current Department Net Increase Image result for staffing icon = 4 = 12 = 6 = 5 = 4 = 2 = 44 = 40 = 4 Department is Growing not Shrinking! Exciting Time to be in Procurement 4

Procurement - HR Meetings Weekly Meetings with Human Resources Encompass Work with Compensation Seventeen distinct positions within the department Defining Process for Job Transition If job grade remains unchanged then no posting is necessary If job grade changes then we may need to post internal to the department (still being determined need to understand grading impacts) Positions in Process 5

What Should I Be Doing? Discuss With Your Managers Open Door Policy Areas of Interest Opportunities Desire to remain in similar role Desire to change Currently 4 open positions through attrition Training (but spaced over months) Goal is to develop skills Managers should also be talking with you Take Control of Your Career Path!! 6

What Can You Do? Stay Focused We are heading into Year-End Keep the business moving forward (THIS IS VERY IMPORTANT) Avoid Rumors If you hear something approach a project lead Stay Positive!!! Support and be positive about the project with others 7

P2P Staffing Next Steps Staffing Complete internal grading Share approved job descriptions Begin market surveys Transition plan and timetable Continue bi-weekly staff meetings Training Finalize training plan Ongoing training to stay current 8

Questions 9

Thank You 10

Procure to Pay Update

PROCURE TO PAY WITH PROCURE TO PAY WITH e eMARKETPLACE FOR CATALOGUE PURCHASES FOR CATALOGUE PURCHASES MARKETPLACE Workday Contract Management Request Purchase Purchase Requisition Financial Approval Purchase Order Payment 3 Way Match Purchasing Approval Receipt of Goods & Invoice Suppliers Purchase Order Build Shopping Cart Receipt of Goods & Invoice eMarketplace Phase 2 adds eMarketPlace, enhanced user experience Enables more Efficient Operational Processes, improved customer experience and data accessibility. Starts with the contract! 12

PROCURE TO PAY IN SCOPE Phase 1 Phase 2 Automates existing Business Processes improving efficiency and allowing some enhancements, improves data accessibility Blue Requisitions used for purchases to suppliers PMM not associated with PMM inventory locations Non Catalogue items Goods and Services Enables more Efficient Operational Processes, improved customer experience and data accessibility. Starts with the contract eMarketPlace, enhanced user experience Catalogue items 13

Procure to Pay A Level Plan IT, Solution Build Test, Procurement, AP Preparation Jan Nov EUAT Workday Only June 11 Aug 11 UAT adds eMarketplace Nov Dec You are Here Pilot 1 Feb Apr Pilot 2 May Jul Roll out 1 Aug Roll out 2 Oct Roll out 3 Dec Procure to Pay Transformation two year schedule Jan - Oct 2018 Procurement, AP Readiness, IT Design and Configure, Training Build, Test June 11 2018, First Go Live, Early User Acceptance Test Workday only Nov - Dec 2018 User Acceptance Test Adds eMarketplace capability June - Dec 2018, continued Procurement and AP readiness, Training, IT Design and Configure. Feb - July 2019 2 pilots, test solution, training material and communications Aug - Dec 2019 Roll out in 3 phase 14

EUAT EUAT TEST NON CATALOGUE ONLY TEST NON CATALOGUE ONLY Workday Request Purchase Purchase Requisition Financial Approval Purchase Order Payment 3 Way Match Purchasing Approval Build Shopping Car t Receipt of Goods & Invoice Phase 1: Automates existing Business Processes improving efficiency and allowing some enhancements, improves data accessibility 15

Early User Acceptance Test (EUAT) and User Acceptance Test (UAT) Pilot Sites Pilot Criteria High 312 req % of all activity Low SOLO, PMM activity Consider number of Blanket Orders Consider contracts: goods and services Considerations Size Cost Center level vs FAO level Who volunteered Same sites for both EUAT and UAT EUAT, UAT locations Simon School Academic Operations CC 11127-202 Physics and Astronomy CC11072 Speech Pathology - OP137539 UIT Enterprise Applications, Inventory Account, Core Technology Services Directors Office- FAO OP231506 Research Labs Microbiology & Immunology OP211400 16

2018 Functionality November UAT June 11 UAT Jaggaer eMarketplace Internal stores Automated PO transmission to suppliers Adds EDI vendors SOLO orders Workday email to suppliers 17

Our Journey starts with one small step Everyone will see some activity Test sites span all teams Non catalogue items Small volumes, low risk 18

EUAT Help, Support and Guidance for Procurement Training: Overview of Workday in MyPath May 15 or 23 select 1 four hours hands on training session Support: Procure to Pay Customer Service Team Quick Reference Material: Buying and Paying Guide, & Handouts provide direction, tips and tricks. 19

What we need from You Active Participation Embrace Procure to Pay philosophy, processes Accept that there will be changes Take advantage of the benefits Provide Feedback Advocate for Procure to Pay If you like it tell everyone If there is a problem tell the P2P Team so we can address it 20

Questions? 21

Procure to Pay Project Leadership and Development May 1, 2018

Change Management Improved work processes involves change Changes to how we work Changes to how we think Changes to how we interact with suppliers, with customers, with each other Change requires: A different way of leading A different way of thinking A different way of working A different tool set A different skill set Results Status Quo Zone of Disruption Zone of Adoption Zone of Innovation Successful Change Requires: An investment in People! 23

Tools to successfully adopt Change Microsoft Applications Excel PowerPoints Outlook Word Procure to Pay Workday Jaggaer Training Leadership Training Status Quo Zone of Disruption Zone of Adoption Zone of Innovation 24

Leadership Training Managers, Assistant Mgrs Only Procurement and Accounts Payable New Horizons Worldwide All employees Procurement and Accounts Payable All employees Procurement and Accounts Payable 25

Includes all employees in Procurement and Accounts Payable Configurable, flexible Library of courses and material 23 content areas, 7 assessments 25 e Learning courses Take the relevant courses Take as many courses as desired One Day Covey certified consultant led workshop to provide initial guidance attend as a cohort with peer group recommend appropriate courses based on role and challenges faced. Can retain for follow up sessions.

Virtual Classes and Instructor led On line courses, self paced Instructor led training, in person and virtual Webinars Videos Articles, self help Prepackaged materials Assessments Can do as a cohort, peer group progress together, Cross Team, Cross org, AP and Procurement 27

All employees All Access Pass Includes 3 days of facilitation 1 day per peer group Will require proactive leadership Sr Leaders to Provide Coaching Planning, Monitor course completion, desired behaviors and outcomes Develop a plan to facilitate across workgroups I.e. all category mgrs. complete same models as a cohort Barb Saat, Chris Ludwig willing to help, perhaps become Covey Certified Option to purchase additional coaching from Covey 28

Questions? 29

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