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eProcurement

eProcurement. Project Overview. Admin Forum – September 16 , 2010. Agenda. What is eProcurement? Why are we doing it? Who has been involved? How does it work? How do the different roles work? When is my area going to start using it? Opportunity for Q&A. eProcurement.

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eProcurement

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  1. eProcurement Project Overview AdminForum – September 16, 2010

  2. Agenda • What is eProcurement? • Why are we doing it? • Who has been involved? • How does it work? • How do the different roles work? • When is my area going to start using it? • Opportunity for Q&A

  3. eProcurement • What is eProcurement? • e-Procurement is the use of electronic systems using internet technology to purchase goods and services, and process payments while reducing cost • Why eProcurement? • Directive from Chancellor’s Office / UNC-GA • Financial Pressures – Need for Cost Savings • Problems / Challenges with Current Process • What is SciQuest? • SciQuest is an online requisitioning, purchasing and settlement management tool featuring online catalogs designed to direct spend, maximize savings and simplify the ordering process

  4. Purchasing BPA Study Results • Reduce Cycle Time • Eliminate Paper – Slows Down Process, Can’t Track Status • Develop Consistent Processes Across Departments • Use a Single Approval Hierarchy • Use Electronic Workflow for Approvals • Fully Utilize Available Technology • Ensure the Right Controls are in the Right Place

  5. Project “Core Team” Connie Bixler – Systems Development Scott Brechtel – Materials Management Gale Helms – Financial Data Control Annette Heller – Travel/Complex Payments Bill Pace – ITS Jerri Painter – Accounts Payable C.E. Pierce – ITS Tina Sheets – Financial Data Control Mike Shemancik – ITS (Project Manager) Project Board Randy Duncan Beth Hardin Susan Brooks Jay Dominick Project Team • Ad Hoc Members (Invoice Processes) • Kendra Cooks • Carol Lee • Heather McLendon • Mary Alice Boyd • John Ives • Lucy Mullens

  6. Project Leadership Changing • October 1 • From Mike Shemancik, ITS to John Champion, Business Affairs

  7. eProcurement Process How Does It All Work?

  8. eProcurement “Roles” • Shopper • Identifies the items to be purchased and initiates the purchasing process • Requestor • Provides additional information (FOAPAL, ship-to address) and formally submits a requisition • Approver • Approves requisitions for defined scenarios

  9. Division of Roles • The Approver Must Be an Individual Separate from either the Shopper OR Requestor

  10. Approval Workflow • Review of Workflow • See Separate PDF

  11. Accessing 49er Mart

  12. Project Timeline and Milestones July August September October November December January System Functionality Phase 1 Phase 2 07/12 Online Requisitions / Catalogs / Forms 01/01 (est.) Invoicing/Receiving / Matching User Deployment Wave 1 Wave 2 Wave 3 Wave 4 Wave 5 Wave 6 New Emps

  13. Next Steps - Wave Deployments • Apply Lessons Learned from Early Waves to Improve User Experience and Process Efficiency • Automation of User Provisioning Process • Non Classroom-based Training • What Will You Need To Do? • Provide Revised Template with User/Role Information • Complete Training • Go Live • Note: Banner Requisitioning No Longer Available Once a User is Live on 49er Mart

  14. Q&A • Additional Questions?

  15. Catalogs (Phase I) • Hosted • Fisher • VWR • Grainger • Invitrogen • Sigma-Aldrich • Alphanumeric Systems • Southern Business Communications • Impact Plus • Punch-Out • Staples • Dell • MSC Industrial Supply • Graybar Electric • McMaster Carr • Level 2 • CDWG • Gov Connection

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