Procure to Pay Project Demo Days Overview
This content provides an overview of the Procure to Pay project demo days held in February 2019, including information for Zoom participants, project objectives, phases, purchasing methods, and systems. It outlines the transition to electronic transactions, improved transparency, streamlined activities, standardized purchasing, and more. The content also covers topics like project review, P2P methods and systems, training, special interest groups, and future demo day dates.
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Presentation Transcript
Procure to Pay Project Demo Days February, 2019
Are You On the Zoom? Information for Zoom Participants For those joining the Zoom: 1) Phones will be muted. Due to the volume of content to be shared, we may not have time for questions. 2) Send your questions to URProcurement@Rochester.edu They will be summarized and posted to the UR Procurement Website 3) P2P Frequently Asked Questions can also be found on the UR Procurement Website. 2
Topics Project Review Overview of P2P Methods and Systems Demonstration: Placing a Catalogue Purchase Requisition Pilot 2 Participants Draft Roll Out Schedule Training Overview P2P Special Interest Groups P2P Support Organization Future Demo Day Dates Questions 3
Procure to Pay Objectives Transition from paper-based to electronic transactions Provide full transparency and visibility into all P2P transactions from entry to payment (procure-to-pay!) Streamline entry and approval activities to enable better internal controls Standardize purchasing activity Improve cycle and approval times Enable data driven price negotiations and strategic sourcing 4
P2P Project Phases System Roll Out 1, 2, 3, July - Dec 2019 User Pilot Groups 1 and 2 Prepare Acceptance Test 1, 2 Nov 2017 - May 2018 June - Dec 2018 Feb - June 2019 June 11, 2018: Early Users - Workday for non-catalogue goods and services November 19, 2018: Adds Marketplace (Jaggaer) for creating shopping carts for catalogue items and purchase order distribution (Amazon look and feel) February 18, 2019: Pilot 1 Add additional departments/users, refine P2P design April, 2019: Pilot 2 Add additional departments/users, refine P2P design June/July 2019: Start phased roll out to remaining departments and users 5
P2P Purchasing Methods and Systems The following purchasing methods and systems are only applicable for FAOs that are currently live on the P2P implementation. Type of Purchase Workday Jaggaer PMM Non-Catalogue Items (Goods and Services) Non-Catalogue/Jaggaer Enabled Suppliers Requisition begins in Workday and transitions to Jaggaer Marketplace for shopping Catalogue Items Enabled Catalog Suppliers (Example: Staples) Inventoriable Items (Includes recalls, expirations, and chargebacks) Invoices Only (In accordance with existing policy http://www.rochester.edu/adminfinance/fi nance/FinanceForms.html) Acceptable Use Items for Invoice Payments Current US Bank Website Future - Workday PCard Note: As of November 19, 2018, requisition processes for Medical Center under discussion with Medical SIG 6
P2P Workday and Jaggaer Marketplace Solution Workday Goods / Services Receipt Contract Management Contract Management Purchase Request Purchase Requisition Financial Approval Purchase Order 3 Way Match Purchasing Approval Payment Jaggaer Marketplace Supplier Create Shopping Cart PO Dispatch Purchase Order Invoice This enables more efficient operational processes, improved customer experience, significant costs savings and data accessibility. 7
P2P Demonstration Catalogue Orders Currently, all orders require at least one financial approval Where applicable, university contract pricing will be available All catalogue orders from the Marketplace less than $50,000 do not get reviewed by Procurement If you do not see your supplier in the Marketplace, you should do a non-catalogue order in Workday (to be demonstrated at the March Demo Day) Additional supplier catalogues will be continually added to the Marketplace based on certain criteria Once your department is using the Procure to Pay solution, you will no longer need to use SOLO 9
Procure to Pay: Supplier Catalogues 1. Airgas USA LLC 2. Beckman Coulter 3. Bio-Rad Laboratories 4. EMD Millipore Corp 5. Dupli Graphics 6. Fisher Scientific 7. Graybar Electronics 8. Henry Schein 9. Hill and Markes, Inc. 10.Illumina 11.Integrated DNA Technologies Inc. 12.Johnston Paper 13.Krackeler Scientific 14.Laboratory Products Sales 15.Life Technologies 16.McMaster-Carr Supply Company 17.Sedgwick 18.Sigma-Aldrich 19.Staples 20.VWR International 21.Workplace Interiors If you would like to request the setup of a supplier catalog that you routinely order from, submit the request to the P2P Service Center: service.rochester.edu/procurement 10
Roles and Responsibilities Purchase Requisitioner / Supplier Invoice Requester Complete purchase requisition Build shopping cart for catalogued items Complete supplier invoice requests (SIR) and answer questionnaire FAO Manager Approve all purchases Recommend only assigning 1 FAO manager For Grants, Principal Investigators will assume this role Cost Center Manager Approve all purchases above the FAO manager s threshold Company Financial Approver Approve all purchases above the Cost Center manager s threshold If no approver is assigned at a lower level (i.e. FAO Manager), the next level up becomes the approver 11
P2P Deployment Assumptions Academic companies will need to be deployed prior to July 2019 to reduce the impact to the Workday Student deployment (scheduled for late 2019) All users that initiate P2P transactions will be given both the Requisitioner role and the Supplier Invoice Requester role Initiator roles will be granted access to entire cost center / department. This reduces the number of user change requests that need to be processed Learn from pilots, adjust design, ready for general roll out 12
Pilot 2 Draft Schedule Academic and General Organizations: Advancement Athletics Center for Entrepreneurship Earth & Environmental Sciences Institute for Data Science Electrical and Computer Engineering Biomedical Engineering Complete Simon School (023) Warner School (024) Memorial Art Gallery (070) University General (080) Student Health Insurance Plan (011) URMC Organizations: Biophysics & Biochemistry Radiation Oncology Complete Cancer Center SMH Materials Management Complete School of Nursing (060) EIOH (092) Pilot 2 includes parts of these departments 1,880 FAOs 82,000 FY18 transactions with spend of approx. $94M Daily Check In Meetings 4-4:30pm 13
P2P Draft Roll Out Schedule FY2018 Transaction and Amounts reflect TOTAL spend, not spend that is in project scope Draft Go- Live Date Rollout Wave Companies FY 2018 Transactions for ALL Spend # of FY 2018 Amount for ALL Spend FY 2018 # of FAOs # of Requisitio ners and SIRs # People to Train Approve rs Simon FAOs, Physics & Astronomy, Med Center Dir. In Prod. UAT 1,884 40,649,521 211 25 18 43 A&F, Some SMH FAOs, Chemistry, Biology, 3 Cancer Ctr FAOs 2/18/19 Pilot 1 822 62 32 94 46,996 74,593,098 All SIRs: Payroll taxes, TIAA CREF, Benefit Plan Funding 4/01/19 Expedited 2,811 688,756,488 233 Small academic companies, some medical center cost centers 4/15/19 Pilot 2 83,182 94,512,374 1,967 Remaining AS&E, SMD, and ESM Some MC Cost Centers 6/03/19 Rollout 1 219,060 778,878,949 4,758 7/22/19 Rollout 2 Additional MC Cost Centers 153,187 186,960,220 2,288 9/16/19 Rollout 3 Additional MC Cost Centers 402,862 652,312,983 2,305 12/2/19 Rollout 4 Additional MC Cost Centers 48,208 35,366,612 416 12/31/19 Rollout 5 Any slippage and Other 1,884 7,538,903 7,220 Total Company 969,230 2,559,569,148 20,290 14
Training Required Online training mini-courses available in MyPath Optional additional training to include: In person classroom sessions Recordings of in person classroom events Additional Job Aids (i.e. Walkme) Quick Reference Cards Newsletters 15
Training Curriculum Role Required Module(s) Duration (minutes) 15 15 20 20 Requisitioner (Blue 312 Reqs) Buying and Paying Guide Overview P2P: UR Procurement Basic Navigation P2P: Create Requisition Overview P2P: Marketplace Overview SIR Requestor (F4 Payments) Buying and Paying Guide Overview P2P: UR Procurement Basic Navigation P2P: Supplier Invoice Request (SIR) Overview 15 15 20 Approver P2P: UR Procurement Basic Navigation P2P: UR Procurement Approver Overview 15 15 16
Support Organization Procure to Pay Customer Service Center is available to answer questions or provide assistance UR Procurement website: rochester.edu/adminfinance/urprocurement Service Desk Requests: https://service.rochester.edu/procurement For System Access & Issues Help Desk: UnivIT: 275 - 2000, UnivITHelp@ rochester.edu Help Desk URMC: 275-3200, helpdesk_ISD@ urmc.rochester.edu 17
Special Interest Groups and Leaders Special Interest Groups Leader Requisition and Receiving Invoicing Matching Medical Center Research Capital If you are interested in participating in one of the Special Interest Groups, please contact the leader for the group. Debbie Flotteron Marta Herman Carl Tietjen, Katie Oleksyn Debbie Flotteron, Mike Ritz Mike Altobelli, Carrie Ballou 18
Future Demo Day Meetings Additional River Campus Demo Days in process of being scheduled Future Demo Day Topics Non-Catalog Order Service Order Supplier Invoice Request (Formerly F4) 19
Next Steps Visit the P2P Website UR Procurement Website Questions? Please reach out to: URProcurement@Rochester.edu See FAQs on the UR Procurement website. Some are on the following slides 20
Questions? When do we get our Login ID s to access Workday after training? You will be granted rights on your go live date. Your NetID will be required to access Workday. I use 312 requisitions internally. How will P2P affect this? This is out of scope. You will continue to use 312 requisitions for internal purchases. If I have an existing role in Workday, will I have another role based on Procure to Pay? Yes Could people have multiple roles in Procure to Pay? Yes, someone could have multiple roles. As an example, someone could be a Requisitioner and a Supplier Invoice Requestor. Will my P2P login be the same as UR Financials login? Yes, it will be your NetID If there are multiple FAO s in a department, could someone prepare the information (requisition or SIR) and leave the FAO information for someone else to complete? No, the Requisitioner or Supplier Invoice Requestor are required to complete all information including FAO and Spend Category before they can submit the request. Can you have multiple people assigned to an FAO as a Requisitioner or Supplier Invoice Requestor? Yes Will approvals be needed for approval of all transactions currently in SOLO (i.e. Dupli Business Cards)? This is currently under review. 21
Questions? What are my options for ordering if I use blanket purchase orders today? Workday Function Workday Non-Catalog Goods Requisition Workday Catalog Goods Requisition Workday Non-Catalog Service Requisition PMM Blanket Order Create Requisition Against Contract Clinical Supply (i.e. medical supplies) Blanket Order Non Clinical Supply (i.e. lab supplies) Blanket Order Consultant/Independent Contractor Blanket Order Equipment Maintenance/Service Blanket Order 22
Questions? Will there be different training for Supplier Invoice Requestors from Workday Training? Yes, there is MyPath Training and Instructor Led Training specific to roles. If the FAO Manager does not agree with the FAO or Spend Category assigned by the requestor, can they change it? No, they can send it back with a note indicating to change it to a different FAO or Spend Category. How do I request a supplier catalog be created in the Marketplace? Submit an ticket to the P2P Service Center https://service.rochester.edu/procurement Will Principal Investigators have to be trained to do approvals for Research Grants? Yes What if the supplier is not in Workday, will I be able to create a requisition? Yes, you can create a requisition without a supplier; however, the current Supplier Qualification process will not change and will delay release of the purchase order. Can a Principal Investigator assign a delegate? Yes, a permanent or temporary delegate can be assigned in Workday; however, in assigning a delegate they are assuming fiduciary responsibility for the transaction. 23
Questions? If you have a Supplier Invoice Request (SIR) or Requisition with multiple FAO s, will it route to the individual FAO Manager for approval? Each FAO will route to the assigned FAO Manager for approval. How many FAO splits are allowed on a line? There is no limit. Will the Supplier Price Justification Conflict Information Form (SPJCI) still be required if transaction is > $25,000? Yes, this form will still be required. A form within Workday is being developed in place of the paper form and will be available sometime in 2019. Will access to the Marketplace Suppliers be restricted to specific departments? Not at this time 24
