P2P Super User Group Meeting Insights and Enhancements

P2P Super User Group February 4, 2020

Topics Team Objectives Update from 1/7/2020 Meeting 2/3/2020 Enhancements SPJCI Form New Design Considerations Workday Upgrade 3/7/2020 Preview of Changes General Feedback 2

Super User Objectives Departmental Support Be able to answer basic P2P questions from departmental users Direct department users to P2P Customer Service Center if unable to answer their questions Provide pertinent information to department users FROM the P2P team Provide feedback from department users TO the P2P team Information Sharing Sharing best practices from either the P2P team, or from each other Review new design considerations that will be delivered (and estimated timeline) New suppliers enabled in P2P Marketplace New job aids or training opportunities What is/is not working well Your opportunity to let the P2P team know where departments are having issues Your opportunity to let the P2P team know what IS working well P2P team sharing the rationale for why certain design components work the way they were designed Enhancement priorities Review enhancement requests and provide recommendations for prioritizing them Discuss options for enhancements, and provide feedback 3

1/7/2020 Super User Meeting Update Reviewing SOLO research issues internally to determine if there are system solutions available or training material that we can develop Concerns Identified that SOLO provides but P2P Does Not: Notifications from suppliers regarding order confirmation Status updates Notifications for back orders Order history Number of steps/clicks to process a SOLO order vs. Marketplace Order Setting up frequent orders (i.e. Airgas) 4

1/7/2020 Super User Meeting Update Currently Available Under Review Notifications from suppliers regarding order confirmation Exploring ability with Jaggaer to send notification to the requester that the order has been received by the supplier. Some suppliers are sending order confirmations (i.e. Fisher) PO Line Item Ship Notice functionality is enabled in Jaggaer How to check if PO has been Sent P2P Self Help on UR Procurement Website PO Sent to Supplier functionality enabled in Jaggaer to send email to the requester confirming the 200 response (order submission confirmation to supplier) Buying and Paying Guide (supplier email confirmation vs Jaggaer order submission confirmation to supplier) Status updates/Notifications for back orders Advanced Ship Notice is enabled in Jaggaer for suppliers who have the capability (We will update the Buying and Paying Guide to identify the suppliers) PO Line Item Backorder Notice is enabled in Jaggaer (We will update the Buying and Paying Guide to identify the suppliers) Supplier sends email confirmation directly to end user (Dependent on supplier s capability) 5

1/7/2020 Super User Meeting Update Order history - Need history of prior purchases through SOLO site (suppliers were unable to do this) Requisitions: Find Requisition Line Distributions URF1037 Find Requisition Line Distributions (NCL) URF1038 Note: A Tip and Trick is located on the UR Procurement Website in Self Help - Looking up Order Detail Information on Requisitions and Purchase Orders 6

1/7/2020 Super User Meeting Update Order history - Need history of prior purchases through SOLO site (suppliers were unable to do this) POs: Find Purchase Order Line Distributions URF1039 Find Purchase Order Line Distributions (NCL) URF1040 Note: A Tip and Trick is located on the UR Procurement Website in Self Help - Looking up Order Detail Information on Requisitions and Purchase Orders 7

1/7/2020 Super User Meeting Update Number of steps/clicks to process a SOLO order vs. Marketplace Order 2020 R1 Workday Upgrade may help this as we understand the checkout process has been streamlined Potential to add Connect to Supplier on the Procurement dashboard to reduce the number of screens and clicks as part of the Workday March 2020 release (Roll out a new dashboard as part of the upgrade) Setting up Frequent Orders (i.e. Airgas) Potential to utilize Favorite/My lists within the supplier site Potential option to develop and save shopping carts; however, if the supplier does not have live price functionality, the pricing may not be current. Delivery Date for Marketplace Orders and Shipping Expenses Delivery date validation is currently in place and required for marketplace Decision approved to remove validation for marketplace orders Update Buying and Paying Guide with supplier delivery time frame to bring awareness of lead times and mitigate the potential for expedited delivery fees. 8

Enhancements as of 2/3/2020 Multi-Company Requisition Functionality Note: At this time this functionality is only available for requisitions. It is not available for Supplier Invoice Requests (SIR). If you have to process a multi- company SIR, you should complete an F4 Form and send it to Accounts Payable. Capital Requisition Routing-Strong Memorial Hospital (SMH)/Medical Faculty Group (MFG) * Only for Company 050 and 091 Requisition Questionnaire Enhancements Personably Identifiable Information (PII) Protected Health Information (PHI) CLEAR Routing (Clinical Lab Equipment Acquisition Review Committee) * Only for Company 050 and 091 Capital Requisition *Only for Company 050 and 091 The questionnaire sent to the Requisitioner after the Submit button is pressed includes the above enhancements. These questions are essential to mitigate risk to the university and medical center. The questionnaire will only be required for non-catalogued requisitions (except SMH/MFG). SMH/MFG questionnaire will be required for non-catalog requisitions and catalog requisitions with any unit cost >=$1,000 9

Enhancements as of 2/3/2020 Multi-Company Requisitions Enable the ability to create multi-company requisitions Each line can be assigned to a different company Cannot split a single line to multiple companies 10

SMH/MFG Capital Routing Automate routing of SMH/MFG capital requisitions for company 050 and 091 Additional question added to the Requisition Questionnaire 11

SMH/MFG Capital Routing Approved Capital Requisition Approval Steps FAO Procurement Manager approval Company 050 $500 - $24,999 Company 091 $500 - $49,999 Cost Center Procurement Manager approval, if applicable Company 050 $25,000- $499,999 Company 091 $50,000 -$ 99,999 Clear Coordinator Approval (Clinical Lab Equipment Acquisition Review) * Company Capital Initiator (for review) Change FAO to PRXXXXXX Company Capital Approval <=$25,000 Company Chief Financial Officer Approval >=$50,000 Purchasing review and approval *If answer yes to CLEAR question in the questionnaire. Note: Change orders need to be initiated by the Company Capital Initiator role so you will need to work with that person to initiate a change. 12

SMH/MFG Capital Routing Emergency Capital Requisition Approval Steps FAO Procurement Manager approval Company 050 $500 - $24,999 Company 091 $500 - $49,999 Cost Center Procurement Manager approval, if applicable Company 050 $25,000- $499,999 Company 091 $50,000 -$ 99,999 Clear Coordinator Approval (Clinical Lab Equipment Acquisition Review)* Company Capital Initiator (for review) Change FAO to PRXXXXXX Company Emergency Capital Approval Company Chief Financial Officer Approval >=$50,000 Purchasing review and approval *If answer yes to CLEAR question in the questionnaire. Note: Change orders need to be initiated by the Company Capital Initiator role so you will need to work with that person to initiate a change. 13

Requisition Questionnaire Enhancements Personally Identifiable Information (PII) and Protected Health Information (PHI) 14

Requisition Questionnaire Enhancements CLEAR (Clinical and Lab Equipment Acquisition Review) Only requisitions in company 050 and 091 will be asked this question. If yes, is selected, the requisition will route to the CLEAR Committee for review after FAO and Cost Center Procurement Manager financial approvals but before capital financial approvals. The function of the CLEAR Committee is as follows: Value Analysis - Reviews all products (disposable) related to the capital purchase. Information Security Risk and Compliance Reviews the following: current operating system and support, type of data being entered and/or accessed, antivirus, network access, authentication, removable storage. Clinical Engineering Investigates the support and service terms for equipment purchases. Decides whether the vendor or clinical engineering will be servicing the equipment. Imaging Sciences Does the product/service capture patient imaging? If yes, reviews licensing, storage of imaging, replacement or new, trials. Networking/Frequency Allocation That the device meets our minimum requirements, that it is not harmful to our Enterprise network, and that it conforms to Enterprise networking standards. RF Technology: That it does not interfere with any existing technology, that it will actually function in our environment, That we don t already have an Enterprise solution for the request that is being reviewed. Integrated Clinical Systems Reviews the following: potential integration with other systems, data implications, ISD support requirements, SMA & HMA. 15

New Design Considerations Supplier Price Justification Conflict Information Form (SPJCI) Questionnaire A questionnaire will be triggered for requisitions =>$25,000 no longer requiring the form to be filled in off-line and attached to the requisition. Grant requisitions =>$25,000 will include additional minority questions. 16

Workday 2020 R1 Upgrade UR Procurement will be upgraded on March 7. Enhancements have been made to the Create Requisition and checkout screen. Following is a preview to the upcoming changes. 17

Workday 2020 R1 Upgrade UR Procurement will be upgraded on March 7. Enhancements have been made to the Create Requisition and checkout screen. The checkout screen is now one page. 18

General Feedback Communication Ideas: Tips of the Week posted on the UR Procurement Website (examples below) Reminder Paper and Toner should be ordered from WB Mason Contact Dave Lang (276-1462) with questions Email reminder for requisition questionnaire is causing confusion. We are working to have the initial reminder removed and only a follow up reminder issued if the questionnaire has not been completed. Workday 2020R1 Upgrade is coming Reporting Feedback Do you use the UR Financials Report Matrix? http://www.rochester.edu/adminfinance/urfinancials/wp-content/uploads/2014/12/Easy-Report-Matrix-121515.color_.pdf Would something like this be helpful for P2P Reports/Information? 19

Super User Meeting Next Meeting: March 3, 2020 20