Procure to Pay Grant Subcontract Invoice Automation
Streamline entry and approval activities in the Procure to Pay life cycle for increased efficiency and productivity. Transition to electronic transactions, utilize approval workflow, and enhance reporting capabilities. Benefits include increased transparency, decreased turnaround time, and improved internal controls.
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Presentation Transcript
Procure to Pay Grant Subcontract Invoice Automation November 2019
Agenda Objectives and Goals Timeline and Metrics Process Comparison and Enhancements Processing New to P2P Subcontract Questionnaire Remaining Process Communications, Training & Support Demo Questions 2
Procure to Pay Objectives The objective of the P2P implementation is to streamline entry and approval activities within the Procure to Pay life cycle to increase process efficiencies/productivity, standardize purchasing activity and improve cycle and approval times. These objectives are achieved by the following activities: Transition from paper-based to electronic Accounts Payable transactions: F4/Payment Requests, Supplier Invoices Transition from a paper-based transactional (312 requisitions) to an electronic requisition and purchase order process Utilize electronic approval workflow and routing for all P2P transactions Enhance and utilize reporting capabilities for detailed metrics 3
P2P Benefits for Departments Increased Transparency Once a purchase requisition or supplier invoice request (SIR) has been entered in Workday, you will be able to view the transaction throughout its life cycle including the following: Financial approval steps Purchasing review steps Payment to suppliers Linkage from one purchasing document to another (Requisition Purchase Order Receipt Invoice) Decreased Turn Around Time (TAT) Reduction in cycle times for supplier invoice requests and purchase requisitions to the creation of purchase orders Increased Internal Controls Automatic electronic routing to appropriate approvers Email notification and mobile approval capabilities 4
Procure to Pay Remaining Timeline Live/Production: AS&E 20 21 22, Simon 23, Warner 24, ESM 30, SMD 40, SON 60, MAG 70, EIOH 92 Parts of remaining divisions As of December 16, 2019: 74% of FAOs 65% of transactions (POs/Invoices) 31% of dollars January 18 SMH/MFG/HSD Rollout 4 Wave 1 February R4 Wave 2 March 9 March 18 Workday upgrade SMH/MFG/HSD & Any remaining Jaggaer upgrade 5
P2P Metrics Total Turn Around Time 1.6 days 7.5 days 10.8 days Requisition Requisition Requisition Match Exception Match Exception SIR Marketplace Qualified Supplier New Supplier 56% overall 6,091 2,058 566 98% of ME are Needs Receipts 2.5 days 7,211 2.3 days 2.1 days 0.6 days 2.3 days Financial Approval Accounts Payable Supplier Request 6
Grant Subcontract Invoices Grant Subcontract FY2019 2,172 invoices for $32.2m Invoices dated 7/1/2018 - 6/30/2019 Based on usage of SC57150 Subcontracts SC57150 is being inappropriately used for non-grant subcontract activity Commonly mistaken for SC63050 Construction Subcontractors 7
Process Comparison Current Process Department obtains internal approval If final invoice Department completes signoff Department submits to ORACS Future Process SIR Initiation Grant Subcontract Questionnaire Only if Default Payment Type for Supplier = EFT EFT Questionnaire PI Approval Lead PI Approval if required UR Award Portfolio Specialist ORACS reviews for accuracy, codes, and approves ORACS submits to Accounts Payable Accounts Payable enters or forwards to Treasury if needed Only if EFT Treasury UR Cash Specialist UR Cash Manager UR Accounts Payable Supplier Invoice Request Specialist Only if EFT: Treasury Specialist UR Cash Specialist UR Cash Manager 8
Enhancements Standardize submission of invoices for payment Streamline consistent approval process Transition from paper handling to electronic allowing for Increased transparency of process details Who is the invoice awaiting action from When did they get it How long did it take Automated email notifications/reminders for tasks awaiting your action 9
New Process SIR Initiator: Create Supplier Invoice Request New: Supplier 00 Draft available only when SC57150 Subcontracts entered on SIR This allows department to let ORACS identify the correct Supplier ID for you for use on future SIRs If the wrong supplier is selected on the SIR, you will get a red error message preventing your SIR submission The validation ensures that the Supplier matches the Award subcontract recipient 11
New Process SIR Questionnaires SIR Acceptable Use Questionnaire is skipped based on usage of SC57150 on SIR New: Grant Subcontract Questionnaire based on usage of SC57150 on SIR If you are prompted for this questionnaire and you are not submitting a grant subcontract invoice, then you need to Edit your SIR and change the spend category Foreign and EFT Payment Questionnaire required (you will be prompted for it) only when the default payment type of the Supplier is EFT or Foreign Draft 11
Subcontract Questionnaire Questionnaire is the Subaward Closeout Checklist plus the 1st question about if services were performed in US Only the first 2 questions are required Questionnaire cannot be submitted with any responses marked as Disagree If initiator marks Yes for final invoice, but didn t answer the remaining questions, it will get sent back to the initiator to answer all remaining questions and will have to go through entire approval process again ORACS will review responses for final invoice and Send Back as needed 13
Subcontract Questionnaire Supplier Invoice Request - Grants Subcontracts v Oct 2018 Help Text: Based on Supplier Invoice Request selection of Spend Category SC57150 Subcontracts, the following questions must be completed. If you are not submitting a Grant subcontract invoice, go back to your SIR to edit the spend category as needed so that you are prompted for the correct questionnaire and your SIR will route appropriately. If you are submitting the FINAL subcontract invoice, ALL questions must be answered. In addition, you will not be able to send the SIR on for approval until all responses of Disagree are resolved. That is, you should not be submitting the final invoice until final reports and deliverables are submitted and you are satisfied with the performance of the subawardee. 13
Subcontract Questionnaire Supplier Invoice Request - Grants Subcontracts v Oct 2018 This question tells us whether any tax reporting is required. Services performed outside the US by a non-US person/entity do not have to be reported. All other payments for services are generally reported. 13
Subcontract Questionnaire Supplier Invoice Request - Grants Subcontracts v Oct 2018 13
Subcontract Questionnaire Supplier Invoice Request - Grants Subcontracts v Oct 2018 13
Remaining Process Foreign and EFT Questionnaire Required for each/every invoice Provide banking info and payee contact names and phone numbers Treasury requires this because the banks require it Increasingly payments to foreign countries/banks are being delayed because the banks are asking for recorded confirmation of who the bank data was obtained/confirmed with If this info is not gathered at the front end it will delay payment even longer Since there are so many types of payment fraud, this is not just process, this is policy: https://www.rochester.edu/adminfinance/treasury/pdf/ETFpolicy.pdf 14
Remaining Process Financial Approval routing Remember that for GR on transaction that instead of routing to FAO Procurement Manager, routing goes to Principal Investigator If no Principal Investigator, then routes to Lead PI If no Lead PI, then routes to Cost Center Procurement Manager SIRs will route to CCMgr and higher according to the standard financial approval hierarchy for the GR s Company based on dollar amount 14
Remaining Process ORACS UR Award Portfolio Specialist Edit Supplier as appropriate to match the subcontract recipient Other than that, same review as paper process Accounts Payable 1099 Analyst verifies correct configuration for tax reporting if appropriate Subcontractors are performing services Foreign entities performing services outside US do not require tax reporting Some organizations (most commonly universities) do not require tax reporting AP SIR Specialist creates Supplier Invoice from SIR 14
Communications, Training, & Support Grant Subcontract SIR Guide in development to be available at UR Procurement > P2P Self Help > SIR Support Tools Workshops College Town computer training lab For live users to log into production and get help with creating requisitions, creating supplier requests, creating supplier invoice requests, creating change orders, resolving match exceptions, address items in your Workday Inbox (tasks awaiting your action) Ask questions 16
Communications, Training, & Support Procure to Pay Customer Service Center is available to answer questions or provide assistance UR Procurement website: rochester.edu/adminfinance/urprocurement Reference guides & FAQs Service Desk Portal : service.rochester.edu/procurement P2P Service Center: 275-2012 Email: Procurement_service_center@Rochester.edu For System Access & Issues Help Desk: UnivIT: 275-2000, UnivITHelp@ rochester.edu Help Desk URMC: 275-3200, helpdesk_ISD@ urmc.rochester.edu 21
Demo Grant Subcontract SIR 16
