November 19, 2014 Procurement Council Meeting: MarketPlace Catalog/eInvoicing Project Update Susan...

November 19, 2014

Procurement Council Meeting:

MarketPlace Catalog/eInvoicing Project Update

Susan FilburnDirectorNYS Procurement

2SERVICE · ACCOUNTABILITY · VALUE · EFFICIENCY

Agenda

• Marketplace Catalog/eInvoicing Vision

• MarketPlace Catalog/eInvoicing Scope and Outcomes

• Catalog Timeline

• High-Level Process

• Example Site

• Findings

• eInvoicing Summary

• Project Team

• Project Plan

• Questions


Marketplace Catalog/eInvoicing Vision

VISION

• A Marketplace Site for New York State agencies, municipalities and other authorized users, to seamlessly purchase goods and services from statewide contract suppliers in one collaborative online environment; an “Amazon” like purchasing experience.

• Electronic PO dispatch and supplier invoice submission capabilities integrated with the Statewide Financial System (SFS); reduce paper invoices.

Many States have already incorporated Marketplace Catalog sites within their

eProcurement solutions, i.e., GA, AZ, VA and TN.


Marketplace Catalog/eInvoicing Overview

SCOPE

• Marketplace site of NYSPro statewide contract supplier catalogs

• Electronic invoicing to support Business Service Center agency transaction processing

OUTCOMES• A more efficient and streamlined procurement business process

• Ability to access and purchase from statewide contracted supplier catalogs via an online site

• Better management of statewide contract suppliers, items and pricing

• Ability to analyze spend data to identify best savings opportunities

• Paperless invoicing processing by enabling suppliers to submit invoices electronically

• Ability to process invoices with greater efficiency and accuracy, supporting timely payment settlement

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MarketPlace Catalog Summary


NYSPro began its planning for Marketplace Catalog Hosting Sites and Management Services for statewide contracts and Electronic Invoice Management Services (eInvoicing) in Spring 2013.

NYSPro conducted Request for Information (RFI), a Request for Comment (RFC) and two Request for Proposals (RFP).

NYSPro awarded the contract to Perfect Commerce in Fall of 2014.

The Catalog kick-off meeting was held November 12th, 2014. Attendees included staff from ITS, SFS, OSC, DOB, BSC and OGS.

Perfect Commerce has begun the Discovery phase of the project.

Marketplace Catalog/eInvoicing Timeline

The Catalog/eInvoicing solution is a cloud-based solution


Various types of catalogs can be hosted on the Marketplace Site. Users can shop the site directly from SFS (Agencies) or from the site/internet (Agencies/Locals).

High-Level MarketPlace Catalog Process Integration

Warehoused Items

Hosted Catalogs

Supplier Data Sources

• Local governments will have the ability to shop, settle with a P-Card, or export a shopping list.

NYS Marketplace

Supplier Punchout

• Interfaces with SFS to for PO processing

• Automates A/P through eInvoicing


Marketplace Shopping Site Perfect Commerce Page

Example Marketplace Shopping Site

Identified shopping cart

Search Features Amazon-like Ability to compare

similar items Ability to filter by

attributes Shows detailed item

description and pricing

Shopping Lists


Marketplace Catalog Update

Marketplace Catalog Findings

• Purchased a SaaS (cloud-based technology) solution with a access to a robust supplier network with thousands of suppliers; assists with setting up PO dispatch and eInvoicing

• NYSPro is coordinating with SFS and its EE1 project throughout implementation plan.

• NYSPro is also coordinating the Item Master with the launch of eCatalogs.

• NYSPro will coordinate with Perfect Commerce on Catalog launch priority, definition of Item numbers and whether the catalog is “punch-out” or “hosted”

• Users will have the ability to search across punch-out catalogs and/or hosted catalogs from within the Marketplace Catalog without having to access the supplier site directly

• Catalog managers will have the ability to associate distinct attributes with a supplier and/or catalog items; e.g., MWBE, Green, Preferred Sources, etc.

• Authorized users (i.e., localities) will have the ability to purchase on the site and pay via a procurement card.

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eInvoicing Summary


eInvoicingHigh-Level eInvoicing Process

Suppliers

PO Dispatching

eInvoicing

EDI, XML, cXML

Integrated Suppliers

PO Flip

Portal Suppliers

Email, Fax

Manual Suppliers

Supplier Portal

SFS sends the following information to the provider system to maintain data continuity:• Vendor Information

(State Vendor ID, Vendor Name, etc.)

• Contract Numbers• Purchase Order

Numbers

Suppliers can receive POs and submit invoices in various electronic formats to the State via Cloud technology.


Procurement Transformation

eInvoicing Updates

eInvoicing Key Findings

• Perfect Commerce coordinates with vendors to enable suppliers to receive purchase orders, and submit purchase order acknowledgements and invoices electronically

• Suppliers can submit invoices to a supplier portal via XML/EDI file, PO Flip (Purchase order to an invoice), and/or manual entry; invoices are subsequently integrated to the eSettlements module within SFS

• NYSPro is coordinating with OSC and SFS to manage eInvoicing project

• SFS EE1 is planning rollout of eSettlements module

• eInvoicing project includes transmitting invoices through FileNet (BSC agencies) and SFS (Other agencies)


NYS Project Sponsor – Sergio Paneque NYS Project Sponsor – Sergio Paneque

Team Participation• Procurement – Erin Boyce (NYSPro)• Invoice/AP – Patrick Hall (OSC)• Integration – Paul Kalinowski (SFS)• BSC/FileNet – Adam Brown (BSC)

Team Participation• Procurement – Erin Boyce (NYSPro)• Invoice/AP – Patrick Hall (OSC)• Integration – Paul Kalinowski (SFS)• BSC/FileNet – Adam Brown (BSC)

SME by Business AreaSME by Business Area

Perfect Commerce Cross-functional team• Procurement Lead – Jim Galichia• Catalog Lead – Melanie Saunders• Integration Lead – David Bates• End-User Training – Deidre Lines

Perfect Commerce Cross-functional team• Procurement Lead – Jim Galichia• Catalog Lead – Melanie Saunders• Integration Lead – David Bates• End-User Training – Deidre Lines

Extended Team

Steering CommitteeSteering Committee

PC Exec Sponsor – Michael EreliPC Exec Sponsor – Michael Ereli

NYS Proj Mgr– Susan FilburnNYS Proj Mgr– Susan FilburnPC Project Manager – Carol CapekPC Project Manager – Carol Capek

SME’s as neededSME’s as needed

Project Team Structure

MarketPlace Catalog Project Team


Implementation Timeline

2014

1 5 9

2015

13 17 21 25 29 33 37 41 2015

System Go-Live7/31/15

POC Sign Off - eInvoicing4/30/15

POC Sign Off - Catalog3/27/15

System Interfaces Complete1/30/15

Design Document and Implementation Plan1/2/15

eInvoicing Rollout 4/27/15 - 8/24/15

Catalog Marketplace Rollout

3/30/15 - 7/27/15

eInvoicing Proof of Concept 3/2/15 - 4/15/15

Catalog Marketplace Proof of Concept

2/2/15 - 3/18/15

Interface Development 12/15/14 - 1/28/15

Discovery and Design 11/3/14 - 1/1/15

MarketPlace Catalog Proposed Implementation Plan


Questions?

November 19, 2014 Procurement Council Meeting: MarketPlace Catalog/eInvoicing Project Update Susan...

Documents

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