Current Status of the LBNL Procurement System Allan DeMello 9/1/2004

1. Current Status of the LBNL Procurement System Allan DeMello 9/1/2004

2. Outline • The LBNL procurement system overview • The Web Job Ordering (WJO) system • Attaching drawings to the WJO • The Engineering Document Control Center (DCC) • eProcurement system • Business to Business system • Current problems with the system • Consequences of the problems • Recommendations • Resources

3. Ideal Procurement Flowchart(from engineering’s point of view) Engineering Personnel Orders Item Engineering Personnel is Notified That Item Has Been Received (on time) Engineering Personnel Puts Item into Service

4. START Process: Engineering Originator Creates a Web Job Order END Process: Engineering Originator Receives the Item Attach Documents from DCC (if necessary) Engineering Approver Approves the WJO LBNL Receiving Transfers the Item to ALS Receiving General Ledger Creates a Project (UC) Number Ordered Item is Received by LBNL Receiving Dept. WJO is Transferred to the ePro Requisition System (usually a 1 day delay) Buyer Submits Purchase Order to the Vendor Buyer Creates the Order in the PCard or regular P.O. System (depending on value or vendor) Buyer Assigned to the Order by a Procurement Supervisor Overview of Current Procurement System

5. The Web Job Order System • Benefits of the Web Job Ordering System • Any LBNL employee with a valid LDAP email address can initiate an order with just a web browser • Many of the input fields have drop down menus to aid in completing the WJO • If input is incorrect the WJO system will not accept it • All specification, notes and attachments stay with the order to provide a central location for all order information • Easy approval system using just an email account and a web browser

6. Overview of WJO System Engineering Originator WJO System JO Distribution Only Off Site Request For Quote On Site Request For Quote Commodity Procurement Off Site Job Order On Site Job Order Sukhon Panomchan John Mehren Tom West ePro System Paper Distribution Buyer Buyer

7. Getting to the Web Job Order Login Page Type ‘engineering’ into the address field of any browser

8. Engineering Division Home Page Click on the A-Z Index link

9. Engineering A-Z Search Page Click on the link to the W index page

10. Engineering A-Z Search, W Page Click on the link to the Web Job Order System

11. Web Job Order Login LBNL Employee’s LDAP (email) user name LBNL Employee’s LDAP (email) password WJO Redirection page

12. Start a New Web Job Order Click on the “New Job Order” link to start

13. Initiating an Order Fill out the Web Job Order ‘Header’ page and SAVE IT! Required fields are marked with RED asterisk

14. Header Complete After filling out the Web Job Order header page and saving it the rest of the selection tabs become available

15. Distribution List People entered in the distribution list will receive paper copies of the WJO attachments (drawings etc.) Click the ‘Add to Distribution List’ button to bring up the distribution list input pop-up box

16. Ordered Items Click the ‘Add Item’ button to bring up the item input pop-up box

17. Ordered Items Pop-Up Box Type a short description of the item being ordered here (maximum of 40 characters) Since PCard only accepts 40 characters in its description field any further information needed to provide a full description should be input into this field

18. Ordered Items Pop-Up Box(Attachments) Click on this ‘Work Manager Users’ link and the system will take you to the DCC to automatically attach drawings, engineering notes, etc.

19. DCC Login Page(from Work Manager Link) LBNL Employee’s LDAP (email) user name LBNL Employee’s LDAP (email) password

20. Adding DCCDrawings Type in the drawing number, the engineering note number or the engineering specification number and click ‘Search’ for the DCC .pdf drawing file

21. Adding DCC Drawings Click the DCC .pdf link to attach the drawing file to the Web Job Order Copy the 3rd title line to the clipboard so it can be pasted into the WJO in the next step

22. Adding DCC Drawings DCC drawing .pdf link is attached to the Web Job Order Most recent Rev is filled in by DCC Paste the third line data (copied into the clipboard) into this field

23. Adding Notes Use the ‘Notes’ tab to add any information/instructions not entered into the ‘Item’ description field Click on the ‘Add Note’ link to get the note pop-up box ‘Send to ePro?’ check box migrates your note from the WJO into the ePro system

24. Adding AttachmentsScanned Drawings For scanned drawings archived in the DCC (non Work Manager) you can add a .tif extension to the drawing number to create a link to the DCC’s scanned copy.

25. Adding Non Controlled Attachments‘LBL Master’ • No system for directly attaching drawings in the ‘LBL’ directory (ME10 files on the x: drive) to a Web Job Order has been established with the DCC. • You will have to create a .pdf file from a ME10 drawing in the ‘LBL’ directory and attach it to the WJO yourself. • This is an issue that the Document Control Center is going to address.

26. Adding Non Controlled Attachments‘LBL Master’ Type in the 3rd title line here Click ‘Browse’ and search for the .pdf file to attach The ‘Send to ePro’ box should be checked to migrate documents to ePro

27. Submit to Approver After all information is input into the WJO click on the ‘Summit to Approver’ option in the blue bar at the top of the page

28. After Submitting to Approver • Wait for a notification email that the order has been approved or that it needs more information • After approval, if the order has no special instructions and is not a fabrication, it is automatically submitted to the procurement ePro system • If special instructions are necessary (or it is a fabrication) it is issued to John Merhen. He will fill out the ePro requisition manually, with the special instruction, and submit it to purchasing

29. Future Implementation CoCreate Work Manager Already Implemented Category Code Master Data Base Engineering Notes Document Control Center Drawing Number Requests Small Projects LBL Master (on the x: drive) Pro/E Interlink ALS Electronic Engineering Current Document Control System Web Job Order System Attachments Scanned Drawings

30. PeopleSoft eProcurement System • The ePro system has replaced the aging Oracle procurement system and the LBNL Accounts Payable system • ePro is a modern web based system that has been integrated with the LBNL Web Job Ordering System

31. Legend: Brown: Division Blue: Procurement Grey: Vendor Pink: Receiving Green: Payables (AP) Requester Receiving creates Receipt & forwards material to Requester Stats: POs/Yr: 28,936 $/Yr: $13.9M Preparer Deliver Materials to LBNL PCard Order $ AP Order phoned to merchant ePro Requisition Merchant Bank: 1) pays merchant, 2) bills LBNL, 3) sends LBNL transactions Requisition $ $ $ $ AP receives bank charge and sends EFT payment to bank Buyer creates PCard Order Buyer matches Orders to Transactions G L RequisitionApprover Procurement Supervisor Assigns to Buyer LBNL division Projects charged Distributed Purchasing Unit PCard Orders

32. Checking on Orders An order can be checked for buyer’s name and PO number under the item tab after the order has been entered into the ePro system Click this icon to get full procurement information

33. Checking on Orders Full procurement buyer, status and PO information is displayed in the ‘View Item’ page

34. Business To Business System • Business to Business agreements are available to Berkeley Lab personnel • These eliminates the need to use the Web Job Order system • Examples of vendors include: • McMaster-Carr, WW Graingers, Newark and MDC • Each vendor has specific requirements for their B2B ordering • Click the company web link available on the procurement web site for the details on how to order http://procurement.lbl.gov/system.htm

35. Problems

36. Problems with the Procurement System • You must fill out the ‘Header’ information before you can move to the next input tabs. • You MUST SAVE the header page any time you edit it BEFORE you move to any of the other selection tabs or your edited header information will be lost. • You are unable to attach more than one drawing to a WJO at a time and the 3rd line title must be entered by hand. • Three data bases for the drawings. With different ways (or no way) to attach drawings.

37. Problems with the Procurement System • No notification from the buyer that there will be a delay in receiving the order. • If you cancel (or cancel and reissue) a Web Job Order after it has entered the ePro system the cancellation from the WJO does not propagate up the system to cancel the ePro order as well. • If the WJO is cancelled the buyer is not automatically informed • PCard does not feed back the buyers information to the WJO.

38. Problems with the Procurement System • Lower limit for the unit cost is $0.51. • The WJO system is being changed without alerting the users. • Revised drawings must be reattached to the WJO. • Approver must login to a new session for every order that needs approval even if a WJO session is currently open.

39. Problems with the Procurement System • Sometimes approver must hunt for the order to approve after the email link takes him/her to the WJO login page • Buyer misplaces or forgets to place the order with no feedback to engineering • PCard description field limited to only first 40 characters with the possibility of lost instructions (from the WJO)

40. Consequences • Engineering division personnel spend large amounts of their time inputting data into the WJOs • Engineering division personnel spend large amounts of their time following up on the status of their Purchase Orders • Engineering division personnel are “beta testing” the WJO to ePro interface to find the bugs • These consequences can negatively impact both a project’s budget and schedule

41. Some Recommendations • For time critical orders call your approver before submitting the WJO to alert them to look for it in their in box. • Look at the WJO after your “approval is granted” to see who the buyer is for that order. • Call the buyer and relay the importance of the order and ask if they would please notify you if there are any delays, problems or questions. • Get as descriptive as you can (within the first 40 characters) in the item ‘Description’ box of the WJO.

42. Some Recommendations • If a WJO is cancelled call the buyer and inform him/her that the order has been canceled. • Create a dummy or drop out account number to allow the WJO to be filled out as much as possible before a project account number is known • Use the Lab’s B2B procurement system whenever possible • If you have problems with the Web Job Order system call John Mehren at ext. 5524

43. Final Note • Engineering personnel can not commit the Lab to any purchasing! • Only Procurement Department personnel are authorized to purchase on behalf of the Berkeley Lab Cardinal Rule Of Procurement

44. Web Site Information • Web Job Order https://isswprod.lbl.gov/wjo/Login.asp • Web Job Order Tutorial http://isswprod.lbl.gov/wjo/general/wjoTutorial.pdf • Berkeley Lab B2B System Contracts http://procurement.lbl.gov/system.htm • Procurement http://procurement.lbl.gov/proc.htm

45. Web Site Information • Procurement Frequently Asked Questions (FAQ) http://procurement.lbl.gov/faq.htm • Procurement Staff http://procurement.lbl.gov/staff.pdf

46. Contact Information Engineering Group • Engineering Liaison (outside contracts) John Mehren x5524 • Engineering Inside Fabrication Tom West x5904 • Document Control Center Sukhon Panomchan x5016 • Document Control Center Dan Pulsifer x5640 Questions about the WJO system John Mehren x5524 Commercial and Fabrication Group • Team Leader Susan Walker-Lam x6687 • Mechanical Fabs. & Equipment Alan Campbell x4592 Edward Anderson x4575 Deanna Ashorobi x4583

47. Contact Information Distributed Purchasing Unit (DPU) Group • Team Leader Sheri Freeman-Matterson x6743 • Advanced Light Source Antony Marquez x5148 • Engineering Lisa Cordova x5521 • Engineering Doug Morton x7920 Web Job Order Maintenance • Engineering Primary Contact John Mehren x5524 • Programmer Jeff Willer x8624 • Programmer Seni Sangujee x6660