1 / 8

Phase 2 Lessons Learned and Phase 3 Updates from the May 28, 2014 SAC Meeting

The May 28, 2014 SAC meeting provided critical updates on Phase 2 lessons learned and Phase 3 developments regarding the eVIP Working Group and iSupplier system. Phase 2 was successful with positive vendor feedback on its ease of use and effective training. For Phase 3, starting April 2, registered vendors gained 'View Only' access and will transition to 'Invoice Entry' soon. Important enhancements from NBS Release 3.2 were discussed, aimed at improving the invoice approval process. Key areas for improvement were identified for future phases.

thisbe
Download Presentation

Phase 2 Lessons Learned and Phase 3 Updates from the May 28, 2014 SAC Meeting

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. SAC MeetingMay 28, 2014

  2. Agenda • Phase 2 Lessons Learned • Phase 3 Update • Phase 3 Updates • New Vendors Registered • NBS Release 3.2 Update • NBS System Holds Job Aid

  3. Phase 2 Lessons Learned • Overall, Phase 2 went very well for both pilot vendors and the NIH • Vendors found iSupplier easy-to-use and fast; appreciated the training provided on invoice entry • Internally, the eVIP Working Group was highly valued for the knowledge sharing and continuous feedback loop available. • Things we need to work on for Phase 3 roll out included: • Making sure we have the right people involved from the start to cut down on changes. • Having more involvement in UAT from the ICs and OFM CA. • Our vendor clean up process is not scalable and the eVIP contract strategy is not very flexible. • All contracts weren’t modified timely and there is no way to track the mods.

  4. Phase 3 Update • Phase 3 started on April 2nd! • Phase 3.1 vendors that have registered have ‘View Only” access in iSupplier. • Currently 13 vendors are registered in the system and accessing iSupplier. We will be moving to Phase 3.2 shortly. • Phase 3.2 will give the registered vendors “Invoice Entry” access and contracts will be modified prior to vendors receiving “Invoice Entry” access. • Vendors invited to participate in Phase 3 include the entire spectrum of companies (i.e. SBA, Top 10, 8A, Education, & Veteran Owned). • ACTION REQUESTED: • Inform your COs to look out for upcoming OALM communications that will provide specific information & instructions to the Acquisitions community on Phase 3.1 and 3.2.

  5. Who Has Registered?

  6. NBS Release 3.2 Enhancement Update • Based on feedback from the various communities on the eVIP Working Group, some enhancements were created to improve processes and communication in the invoice approval process. • These enhancements stem from the BPR change in December and are mainly for the approval process. They are not eVIP exclusive and apply both to paper and electronic invoices. • Release 3.2 will be deployed on May 24th. • Release 3.2 will address: • Ability for OFM to send comments to the ICs before starting the workflow. • Requiring a description/comment when selecting the “Other” category for a disallowance or cancellation. • Making 2 separate lists for cancellation and disallowance reasons. • Allowing OFM Techs to make upward or downward adjustments to an invoice if asked by an IC or Quality Assurance (QA) for data entry errors. • User Acceptance Training (UAT) for Release 3.2 took place on May 14th – thank you to the ICs & OFM Commercial Accounts volunteers!

  7. NBS System Holds Job Aid • NBS System holds are placed on invoices for a variety of reasons. • A known issue with nVision reporting lists “EVIP” as a reason for a hold i.e. “EVIP_HOLD” or “EVIP_APPROVAL_REQUIRED”. • The term “eVIP” is not relevant to the hold; it is only internal code language. • nVision is working on making the changes to the hold description and hopes to have it resolved soon. • OFM PMO has created a job aid that shows all NBS hold names, reason, description, and the workflow action history code and action required. • ACTION REQUESTED: • Please share this job aid with your IC!

  8. John Ogle, OFM Deputy DirectorMarijke Smith, eVIP Change Management

More Related