P2P Super User Group Updates and Enhancements

P2P Super User Group April 6, 2021

Topics Super User Feedback P2P Updates P2P Tips What Do You Think? Workday Future Enhancements P2P Reminders Marketplace Updates P2P Monthly Workshops P2P Website Updates 2

P2P Super Users What is working well? Suggestions for Improvement 3

P2P Updates Workday Upgrade The Workday Upgrade was successfully completed on March 13. User Interface Changes associated with this upgrade are located on the UR Procurement Website. Jaggaer Upgrade The P2P Marketplace (Jaggaer) is upgraded 3 times each year. The first upgrade for 2021 will take place on April 11th. The system will be unavailable on Friday, April 9 at 9pm until Monday, April 12th at 8am. Additional notifications will be provided this week. Changes that you will see in this upgrade are included in the following slides. 4

P2P Updates Jaggaer Upgrade - Order Confirmation Enhancements For our catalog suppliers who provide order information back to the Marketplace, order acknowledgment and shipment information will now be separated into two tabs to make it easier to view these details. A new Confirmations tab will be added to purchase orders. It will display order acknowledgments sent by suppliers. The Shipments tab will be updated to display only advanced shipping notices sent by suppliers. The table format in the Shipments and Confirmations tabs will be updated for easier viewing of header and line level information. Below is a sample. 5

P2P Updates Jaggaer Upgrade - Promotional Pricing Enhancements Currently, catalog-enabled suppliers have the ability to upload promotional prices, but it is not easily noticeable by our requisitioners when they are shopping. In this release, promotional pricing will be more visible by adding promotional price indicators and details in search results. Requisitioners will be able to easily identify promotional offers and take advantage of this pricing offered by suppliers. This applies to catalog items that appear within the Marketplace (such as premium hosted catalogs and live price items). A sample is included below. 6

P2P Updates Requisition Request Date: This defaults to today s date when creating a requisition. There should be no need to change this date; however, we have experienced ledger reconciliation issues with requisitions when the date is changes to a future date. A validation will be implemented to prevent the ability to put a future date in the Request Date field. 7

P2P Updates Requisition COVID Spending Restrictions removed as of April 1, 2021 The spending restrictions implemented in April 2020, including the review and approval of all requisitions based on the thresholds listed below, have been removed effective April 1, 2021. Non-Clinical Requisitions for Companies 010, 020, 021, 022, 023, 024, 030, 070, 080 >=$25,000 Non-Clinical Requisitions for Companies 040, 060, 090, 091, 092 >= $50,000 Non-Clinical Requisition 050 >=$100,000 8

P2P Updates User Feedback: When we process service POs to serve as blanket POs to bill against, all invoices end up hitting the books with a budget date that refers to the date the PO was created, not the date the service was performed. It makes matching backup difficult. As an example, if there are 20 invoices a month against a service line PO, it is difficult when the ledger has the PO date instead of the invoice date. P2P Response: An enhancement request was submitted to Workday to request an option The University of Rochester would like the capability to default the budget date on a PO invoice to the invoice date, not the PO date. Ideally Workday would deliver a similar tenant-level setting like the screenshot below where we could opt into this budget date treatment similar to how we are able to determine how the budget date on an expense report is derived either from the document (header) date, or the line date. This would more accurately reflect when the goods were ordered or services where performed. 9

P2P Tips Best Practices for Processing Discounts on P2P Non-Catalog Requisitions P2P does not currently allow for negative (-) lines on Purchase Orders. If you are going to be getting a discount the very best method is to ask the supplier to provide you with a credit memo that can be applied against the Purchase Order. If a credit is listed as part of a quote and the supplier will not provide a credit memo you will have to deduct the amount of the credit from one or more of your lines. Indicate in the line memo that the discount was applied in all or part to that line. Please make sure none of the lines are a negative value. Requisition Attachment Size Restrictions Any attachments marked for external (to be sent to the supplier with the PO) should be less than 10MB in total due to an order transmission limitation. To reduce failures and delays in your order reaching the supplier, ensure that the supplier truly needs the attachment and that those attachments are well under 10MB total. 10

What Do You Think? Change OrdersXh13 P2P Report Matrix 11

What Do You Think? Change OrdersXh13 P2P Proposed Website Change 12

Workday Future Enhancement Update Change OrdersXh13 UR is a design partner and early adopter for Supplier Discovery machine learning technology. The focus of the functionality enhancement is to: Help the Requester to efficiently select the best vendor for a given purchase need. Current Status Meeting with Workday to review initial prototype and provide feedback User interviews and usability testing in April-May Interview potential users of the feature to tailor the user experience towards their needs Extensive prototype testing in May: Primary goal of the testing is providing feedback on the quality of the results. Assign a buyer and/or requester to test the feature with real-life examples and work with the product team to iterate on the prototype. 13

P2P Reminders Reminders: The only 312 requisitions you should be submitting to Purchasing are for 3rd party leases (i.e. Banc of America, Pantheon) or patient care/clinical supply items. All other requisitions should be submitted via P2P. The only SOLO orders should be for RR Donnelly and Medline. All other SOLO supplier orders should be done in the P2P Marketplace. F4 Forms should no longer be submitted to Accounts Payable except for Human Subject Payments and multi-company requests. Departments should submit a SIR via P2P instead. Patient-Care/Clinical Supply items should not be processed in P2P. You should continue your current ordering methods outside of P2P. 14

Marketplace Status 29 Live Catalogs in the Marketplace Amazon test has been completed. Final steps including communication and enabling the catalog are in process. A go-live date will be communicated soon. Supplier Catalogs in Progress Thorlabs Newport Corporation Edmund Industrial Optics Horizon Discovery Biosciences Limited (Dharmacon) Audio Video Corp 15

Monthly P2P Workshops Next Monthly Workshop; April 14th 2 3pm To access the workshop utilize the following link: https://rochester.zoom.us/j/91726401106 Passcode: 609916 April Workshop Topics: Tips, Tricks and Shortcuts to streamline P2P Transactions May Workshop Topics: P2P Reporting P2P Report Overview Setting Favorite Reports Setting and Saving Report Filters Scheduling Reports 16

UR Procurement Website Recent updates to the UR Procurement Website: Tip and Trick: Saving My Procurement Card Transactions as a Worklet Feedback: We are looking for feedback on how we can better support you and organize the content 17

Super User Meeting Next Meeting: May 4, 2021 18