Procure to Pay Project EUAT Confirming Meeting
This project involves transforming the procure-to-pay process, including planning, testing, and user acceptance phases, with a focus on efficiency and operational improvements. The schedule includes pilots, training, and a phased rollout plan.
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Presentation Transcript
Procure to Pay Project EUAT Confirming Meeting May 30, 2018 Last Updated: May 29, 2018
Agenda Timeline Benefits Decisions Made Support Exceptions What do you need? Open Discussion 2
Procure to Pay A Level Plan IT, Solution Build Test, Procurement, AP Preparation Jan Nov EUAT Workday Only June 11 Aug 11 UAT adds eMarketplace Nov Dec We are Here Pilot 1 Feb Apr Pilot 2 May Jul Roll out 1 Aug Procure to Pay Transformation two year schedule June 11 2018, First Go Live, Early User Acceptance Test Workday only Non Catalogue ordering Limited number of FAOs, Includes a few Grant FAOs Requisitioner / Initiator instructor led training complete, Approver training in process Gate Review - Go/ No Go June 5 Nov - Dec 2018 adds Jagger/ eMarketplace Same FAOs as June 11 EUAT Feb - July 2019 2 Pilots, test solution, training material and communications Aug - Dec 2019 Roll out in 3 phases Roll out 2 Oct Roll out 3 Dec 3
PROCURE TO PAY IN SCOPE Phase 1 Phase 2 Automates existing Business Processes improving efficiency and allowing some enhancements, improves data accessibility Blue Requisitions used for purchases to suppliers PMM not associated with PMM inventory locations Non Catalogue items Goods and Services Supplier Invoice Request Forms Enables more Efficient Operational Processes, improved customer experience and data accessibility. Starts with the contract eMarketPlace, enhanced user experience Catalogue items SOLO 4
Early User Acceptance Test (EUAT) and User Acceptance Test (UAT) Sites EUAT, UAT locations Simon School Academic Operations CC 11127-202 Physics and Astronomy CC11072 all Grants Speech Pathology - OP137539 UIT Enterprise Applications, Core Technology Services, Security & Policy Directors Office- FAO OP231506, Research Labs Microbiology & Immunology FAO Level OP211400, GF459600, GR500140, GR500373, GR527895, GR500859, GR500852, GR501071, GR500299, GR501263 5
Procure to Pay Benefits to the Sir Initiator, Requistioner and Approver Simplify and enhance the Requisitioner and Approver experience Increased Transparency, visibility to Requisition, PO, Invoice, Payment Request Error reduction Approvals on mobile devices 6
Problem/Bug Fixes Duo approval issue has been addressed Requisitioner and Approver on same FAO Solutioned Cannot be on same transaction Delegate within manager reporting structure Above Peers and peer reporting structure Subordinate Additional Approver Training options MyPath, additional Approver sessions 7
Decisions Made Requisition/ Approvals: Requisition fields to be completed in the entirety, see attached is not sufficient. IT is developing a tool that will allow the Requisitioner to upload multiple line items into a draft requisition. Purchasing will not take on this responsibility within Workday. Selecting Approve replaces the signature, no additional signature needed Approvers need to go into Workday and Approve or Delegate , Signature on File is not sufficient Approvers cannot edit the requisition, instead the requisition will be sent back to the Requisitioner Dates: Start and End Dates are required on all Services requisitions Delivery Date is required for all Goods requisitions 8
Decisions Made Attachments: Attachments are required for non-catalog (goods) requisitions > $2,500 and all services requisitions Attachments are optional when creating receipts Attachment will be required on a requisition related to a supplier contract, in the form of a supplier justification form Change Orders: A requisition to change a purchase order dollar amount is within 10% or $250 whichever is less, it does not need re-approval unless the new amount exceeds the next financial hierarchy approval threshold, it would then go through financial approvals hierarchy. If a change order results in a lower dollar value, will not need financial approval again. 9
Decisions Made Contracts: To prevent overspending: Warning to the Requisitioner that spend is within 10% of contract value Hard stop at 5% or $250 (whichever is less) over value Contracts are valid for the entire University, any requisitioner can requisition against it. They won t be able to drill into the details unless they have company- level access to organization level access to the worktags. Requisition FAO do not need to be the same as contract FAO Spend Category on requisition needs to match the contract Supplier Invoice Request (SIR): Will route to Category Managers as appropriate via spend category Procurement and Account Payable staff will not have edit capability, any changes needed will require it to be sent back to the requestor Can start a new Supplier and complete the Questionnaire as a draft while waiting for New Supplier Approval 10
EUAT Support, Training, Tools, Guidance Complete May 2 Kickoff and Overview meeting Overview of Workday in MyPath May 8 or 9 four hours hands on training System Testing - Requisition and Supplier Invoice Requests 4 hours, May 21 or 23 Ensure requisitions and SIRs flow correctly through the processes Opportunity to continue to test Upcoming Weekly meetings - Wednesdays 10-11 am Work through questions, problems or challenges. P2P Team will be there to support you Develop best practices Cohort support other EUAT members collaborates Daily assessment meetings 4:00-5:00-pm, 6/11- 16 to troubleshoot and develop solutions for any issues that arise during the day 11
For Procure to Pay Access & Issues For Procure to Pay Access & Issues Procurement_service_center@ur.rochester.edu P2P Service Center 275-2012 12
Website https://www.rochester.edu/adminfinance/urprocurement/ 13
If All Else Fails?? As a last resort, you can create a 312 Requisition or a paper F4 BUT FIRST Contact the P2P Service Center Procurement_service_center@ur.rochester.edu P2P Service Center 275-2012 14
Final Question Is there anything else you need to start using P2P to process and approve Requisitions and Supplier Invoice Requests? 15
Questions? 16
Procure to Pay Objectives Transform the Procure to Pay business processes and the organizations supporting these processes to enable more efficient operations Simplify and enhance the Requisitioner and Approver experience Increased Transparency, visibility to Requisition, PO, Invoice, Payment status Leverage total spend at a category level across all departments to negotiate increased contracts and better pricing for everyone Transition from a paper based transactional PO process to an electronic contract level process Improve key internal controls through electronic routing for approvals Consistent and efficient processes Error reduction Transition F4 paper based transactions to electronic View of total spend, enhanced analytical capabilities Improve departmental budget management 18 18
Logging Into Workday - https://wd5.myworkday.com/rochester or 19
