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SAC Meeting May 28, 2014

SAC Meeting May 28, 2014. Agenda. Phase 2 Lessons Learned Phase 3 Update Phase 3 Updates New Vendors Registered NBS Release 3.2 Update NBS System Holds Job Aid. Phase 2 Lessons Learned. Overall, Phase 2 went very well for both pilot vendors and the NIH

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SAC Meeting May 28, 2014

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  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

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