Transforming Georgia Tech s Procure to Pay Process

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What is BuzzMart?. Georgia Tech has launched the most advanced integrated eBusiness system in the Georgia state offices and University System of Georgia.BuzzMart is Georgia Tech's new eBusiness system. The system is available 24/7, internet accessible with electronic workflows and processes reduci

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Transforming Georgia Tech s Procure to Pay Process

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2. What is BuzzMart? Georgia Tech has launched the most advanced integrated eBusiness system in the Georgia state offices and University System of Georgia. BuzzMart is Georgia Tech’s new eBusiness system.  The system is available 24/7, internet accessible with electronic workflows and processes reducing email, Post-it notes and paperwork. BuzzMart is more than an eProcurement system - it is an eBusiness system.  The Georgia Tech solution provides a single point of access using SciQuest and PeopleSoft incorporating eProcurement, eCatalogs, ePayables (including eInvoicing, eCheck Requests,  ePayment/ACH), eReceipt of goods & services, electronic workflows and approvals all linked to the Georgia Tech imaging system.

3. Information - First month Operating information for the 1st four weeks since campus rollout 1860 users trained and in the system Approximately 150 Training Classes were taught Move than 6000 venders have been updated and synced 3000 requisitions have been submitted More than 1100 invoices processed. 660 electronic

4. Strategic Objectives Provide a single portal for Procure to Pay process Enhance user experience Support purchase, payment, eCheck requests, internal services Streamline electronic processes Utilize electronic approval routing Improve process efficiency and data access Increase order-to-payment visibility Shift the Procurement focus Transition from transaction-based model to more strategic approach Reduce PCard spend and supporting paperwork Leverage spend across Institute & create value/savings Implement state of the art technology

5. Key Benefits Improved Efficiency Internet based, 24/7 access “One Stop” shop Process visibility Real time processing On demand reporting/history Increased Access Student and affiliate access Electronic approval and workflow Cost Savings Reduced transactional costs Reduced maverick spend Increased contract compliance

6. GT Project Implementation MIT California Institute of Technology Virginia Tech Emory Harvard University of Pittsburgh Yale University of Michigan University of Chicago University of Missouri System University of Notre Dame University of Pennsylvania Penn State University Johns Hopkins University

7. GT Project Implementation Collaborative Approach

8. What’s Changing? Transition PO and Payables from PeopleSoft to BuzzMart Designated roles, electronic workflow & approvals Transition from PCard to BuzzMart for catalogs Catalog ordering process and expedited electronic approval Change from the DPO and PO decision process to catalog or non-catalog PO managed by the system Receiving for orders $3,000 and over Electronic invoicing and match exceptions

9. BuzzMart Roles BuzzMart is a role-based system and want to take some time to really describe theseBuzzMart is a role-based system and want to take some time to really describe these

10. Access to BuzzMart Roles Security and Access is determined by the Department Your Department must submit a role authorization form. Once you have both an authorization and completed training you will receive access within 4 days Check with your department to determine if your authorization was submitted. If not complete the Access Form found the Business Services website Get your Supervisor’s signature and fax the form to Business Services

11. Campus User Access Access BuzzMart from TechWorks

12. Home Page http://usertest.sciquest.com/apps/Router/Login?OrgName=GIT Pick 2 of the following scenarios: NonCatalog Requisitions Receiving ePayment http://usertest.sciquest.com/apps/Router/Login?OrgName=GIT Pick 2 of the following scenarios: NonCatalog Requisitions Receiving ePayment

13. Go Live: Top Vendors (based on volume of transactions) Post Go Live: Additional catalogs added on regular basis Catalog Suppliers

14. Key Policies Segregation of duties: Requesters and Approvers are not allowed to approve their own requisitions Catalog items <$3000 will not require Financial or Spend Approvals Spend Authority will review <$3,000 catalog purchases during month-end report or via PI Confirmation Non-Catalog items of any amount and all purchases and services >$3,000 will require Financial and Spend Approvals Vendors on PO’s cannot be changed for invoice payments Requester must cancel the PO and resubmit with new vendor

15. Key Policies All PO’s over $3,000 will require a BuzzMart Receipt Cost Receipt or Quantity Receipt PO’s less than $3K can be received in BuzzMart, but not required for payment PO-related Invoices that do not match the PO will require approvals to pay – 3 reasons for this match exception: Invoice states a different price Invoice states a different quantity Items need to be received in BuzzMart NIGP codes must be add on all Non-Catalog purchases to designate the commodity Ex: 90626-Electronics, Architectural Services Ex: 60071-Multi-function Office Machine

16. Key Policies BuzzMart Change Request form can only be submitted for Non-catalog/Non-contract on PO’s Journal Entry Transfers or Electronic Cost Transfers will be used for all catalog orders that require accounting and/or funding changes Campus Users should encourage vendors they use for planned purchases and services to complete a vendor profile form to become an available BuzzMart vendor Pcard remains a viable tool to utilize when vendors are not hosted in BuzzMart Individual departments may have unique requirements that further elaborate these policies

17. Segregation of Duties BuzzMart will put off-line processes associated with the procurement process into an electronic workflowBuzzMart will put off-line processes associated with the procurement process into an electronic workflow

18. Role Based Training BuzzMart Training Role-based Roles assigned at Department/Unit Level Required for access and authorization (similar to PCard) Training is critical to success Training alone does not get you access – role must be assigned What happens if you don’t go to training by the time the system goes live? Training is critical to success Training alone does not get you access – role must be assigned What happens if you don’t go to training by the time the system goes live?

19. Questions/Feedback

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