P2P Project Weekly EUAT Meeting - June 27, 2018
This document highlights the status and results of the Procure to Pay project's Early User Acceptance Test (EUAT) conducted from January to November. It covers IT, Solution Build Test, Procurement, and AP Preparation, detailing the progress, key decisions, enhancements, issues addressed, and upcoming steps. The EUAT results include requisitions, Supplier Invoice Requests (SIRs), Turn Around Time metrics, and customer service insights. Decisions are made to streamline processes and enhance efficiency in the P2P system.
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Procure to Pay Project Weekly EUAT meeting June 27, 2018 Last Updated: June 26, 2018
Agenda P2P Status and EUAT Results Bernie Durman Workday Enhancements Recent Decisions and Changes Tips and Tricks Glori Tatro Next Steps Marketplace, adding Jaggaer Open Discussion, Questions 2
P2P Early User Acceptance Test (EUAT) IT, Solution Build Test, Procurement, AP Preparation Jan Nov EUAT Workday June 11 Aug 11 UAT adds eMarketpla ce Only Nov Dec We are Here Pilot 1 Feb Apr Pilot 2 May Jul Roll out 1 Aug Roll out 2 Oct Roll out De 3 c June 11 2018, First Go Live, Early User Acceptance Test Workday only, Non Catalogue ordering Limited number of FAOs, Includes a few Grant FAOs EUAT, UAT locations Simon School Academic Operations Physics and Astronomy Speech Pathology UIT (excludes Inventory) Directors Office Microbiology & Immunology 3
P2P EUAT Results IT, Solution Build Test, Procurement, AP Preparation Jan Nov June 11 Aug 11 adds eMarket place EUAT Workda y Only UAT Nov Dec Pilot 1 Feb Apr Pilot May Jul Roll out 1 Aug 2 Roll out 2 Oc t Roll out 3 D e c EUAT Results to date as of 5:00pm Monday: 27 Requisitions 20 completed 4 in process 2 cancelled 1 Denied 34 Supplier Invoice Request (SIRs) 33 completed 0 in process 1 cancelled Turn Around Time: 2.5 Days all, Purchasing 1.6 Days P2P Customer Service Center to Date 186 inquires to the P2P Customer Service Center 7 (4%) escalated to Level 3 4
Enhancements/ Issues Addressed Week 1 & 2 SIRs pointing to Sandbox Addressed morning of Day 2. Confusion surrounding software with maintenance, applies to any Good with a Service agreement. Met with participants, developed a Best Practice, Tips and Trick and a Template, updating training Lack of Access due to not having a completed authorization form on file, Form now on file How to Questions from Participants Provide answers, updating existing training, QRCs, FAQs, Adjust training plan for future participants Former PMM orders getting hung up in Procurement Policy and procedural update Reporting Procure to Pay Dashboard Report to find all Requisitions and SIRs including Draft or in process 5
Decisions Expand to other FAOs for which the Requisitioner is already trained Reduce the need for the Requisitioner and SIR initiator to use 2 processes Approval training is being tested so any new approver will complete the training and provide feedback Will allow additional activity to flow through P2P If interested contact Bernie Durman (Bernadette_Durman@urmc.Rochester.edu or 276-5188 6
Training Enhancements Identifying increased needs as EUAT progresses Topics that need further explanation Additional guidance for non Workday users Modular approach, Participant selects only the modules needed Training options: In person, Instructor led Virtual in MyPath Sharing Tips and Tricks, Templates On Demand WalkMe, links, videos 7
Future Enhancements WalkMe - System guidance when and where it is needed On line help tool to walk the user step by step walk though the process Initial testing on the Approver process late 2018, testing in 2019 Pilots on other processes after they stabilize 2CFR200 Regulations, Federal Regulations for Grants, Supplier Price Justification and Conflict Information (SSPJCI) form Working to enable the SSPJCI form and business process within Workday, ready for the February 2019 P2P Pilot Information will still be required but process will be automated Required for UR, URMC and HH Purchases Date Phone Req# Vendor Requested by Department must submit a completed SSPJCI Form for all sponsored fund purchases (FAO = GR); however, if the total is less than $3,500, complete Section C, D & E only. This form must be submitted with each 312 Requisition or Payment Request Form for equipment, supplies, and/ or services to communicate and document the reason for recommending a supplier where: 1.No competitive bid was used Date SECTION B Non-Competitive/Low Bid Not Selected Required for all Purchases >$3,500 2.Competitive bidding was used and a supplier other than the lowest bidder is recommended 3.Whenever a perceived or actual Conflict of Interest per the University's Policies exists. Vendor Requested by Phone Req# (Select one and explain) Complete all applicable sections, sign and attach all supporting documentation (proposed contract, all quotes, analyses, etc). Provide full explanation, complete description and/or list all relevant reasons where space has been provided. The rationale must be clear and convincing, avoiding generalities. Incomplete forms or forms lacking sufficient detail cannot be approved and will Description of Product / Service: Vendor Name: Non-Competitive (no other company with known capability, proprietary or patented product/service) be returned possibly delaying issuance of a purchase order. Note: Departments are responsible for retention of all justification and supporting documentation needed to support a compliance audit for all Purchases, whether the purchases are greater or less than $3,500 internal and/or direct made via Contract, Requisition, Request for Payment, SOLO, P-Card, Petty Cash, etc. The item or service is only available from a single source. A public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation The Federal awarding agency or pass-through entity expressly authorizes non-competitive proposals in response to a written request or as identified in the project proposal Note: For purchases between $3,500 - $149,999 multiple written quotes are required Competitive Bids - Purchases >$150,000 require multiple written formalized bids through a competitive proposal process and require a cost price analysis be performed in conjunction with the bid review process. (same item quote by multiple suppliers): Attach bids/quotes/proposals to this form. Record below. SECTION A - Written Quotes, Proposals, and Competitive Bids - Purchases > $150,000 (not required for Micro Purchases <$3,500) After solicitation a number of sources, competition is determined inadequate d Not Selected: (multiple quotes obtained but lowest bid was not selected for the following reasons: Technical ments precision, tooling, reliability, etc., ability to maintain research continuity, past performance of alternative rs (poor performance, service, unavailability of parts, etc.). Identify other sources considered and basis for on (continue on back as necessary) select the reason for recommending the above named supplier: Total/Quoted Price Quote Attached? Small Business? quested product is an integral part or accessory to existing equipment. $ 1 Y N Y N vice requested is for existing equipment, which can only be completed by the original manufacturer, or a acturer s designated service provider. $ Y 2 N Y N quested product or service has a unique design, performance, and/or quality specifications that are essential to a lar research protocol or teaching needs and are not available in comparable products. quested product or service is essential in maintaining research continuity in the following manners (check all that University or Hospital Contracted Standard Supplier? 3 $ Y N Y N Name Requested produce is being used in continuing research experiments Quoted Price Y N For comparability of research results, the same product is required This good/service has been identified an approved in this research grant contract The requested service requires a supplier that can demonstrate unique skills or experience 8
Tips and Tricks - Activity Stream Workday's Activity Stream is now enabled for collaborating on procurement transactions. The activity stream is shown at the bottom of screens such as View Requisition, View Purchase Order, etc., for the following transactions: Requisitions Purchase orders Receipts Returns Supplier Invoice Requests Supplier Invoices Suppliers Everyone with access to the transaction will see the full history of the activity stream. You can also @ mention a user to send a notification with your message. 9
Tips and Tricks - Activity Stream contd cont d Typing an "@" symbol will open a prompt to search for another user. Search for and select a user to insert their name and send a notification when you post your message. 10
Tips and Tricks - Activity Stream contd cont d The mentioned user receives a notification. By default, the notification will be included in a daily digest email. If you would like to receive immediate email notifications for activity stream, you can update your notification preferences by clicking on the cloud icon, then My Account > Change Preferences > System (bottom of page) > Activity Comments. 11
Next Steps: Marketplace ENABLING JAGGAER
PROCURE TO PAY WITH MARKETPLACE PROCURE TO PAY WITH MARKETPLACE FOR CATALOGUE PURCHASES FOR CATALOGUE PURCHASES 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 Marketplace Enables more Efficient Operational Processes, improved customer experience and data accessibility. Start with the contract 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 Marketplace Nov Dec We 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 (EUAT) Workday only Nov - Dec 2018 User Acceptance Test (UAT) Adds Marketplace capability June - Nov 2018, continued Procurement/ 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 14
Procure to Pay Next Steps Marketplace enabled Marketplace enablement Preliminary meetings w and w/o Jaggaer during the month of June Kick Off Meeting with Jaggaer July 12 Workshop with Jaggaer July 16-17 High level timeline requires 16 weeks to Configure and Test User Acceptance Test (UAT) planned to start November 12 Same FAOs as current EUAT Same roll out process with modifications to comprehend learnings Jaggaer Training for UAT participants tentatively planned for mid / late October 15
Questions? 16
