eProcurementProject 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

eProcurementWhat 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-GAFinancial Pressures – Need for Cost SavingsProblems / 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

Purchasing BPA Study ResultsReduce Cycle TimeEliminate Paper – Slows Down Process, Can’t Track StatusDevelop Consistent Processes Across DepartmentsUse a Single Approval HierarchyUse Electronic Workflow for ApprovalsFully Utilize Available TechnologyEnsure the Right Controls are in the Right Place

Project TeamProject “Core Team”

Connie Bixler – Systems DevelopmentScott Brechtel – Materials ManagementGale Helms – Financial Data ControlAnnette Heller – Travel/Complex PaymentsBill Pace – ITSJerri Painter – Accounts PayableC.E. Pierce – ITSTina Sheets – Financial Data ControlMike Shemancik – ITS (Project Manager)

Project BoardRandy DuncanBeth HardinSusan BrooksJay Dominick

Ad Hoc Members (Invoice Processes)Kendra CooksCarol LeeHeather McLendonMary Alice BoydJohn IvesLucy Mullens

Project Leadership Changing

October 1From Mike Shemancik, ITS to John Champion, Business Affairs

eProcurement Process

How Does It All Work?

eProcurement “Roles”Shopper

Identifies the items to be purchased and initiates the purchasing process

RequestorProvides additional information (FOAPAL, ship-to address) and formally submits a requisition

ApproverApproves requisitions for defined scenarios

Division of Roles

The Approver Must Be an Individual Separate from either the Shopper OR Requestor

Approval Workflow

Review of WorkflowSee Separate PDF

Accessing 49er Mart

Project Timeline and Milestones

System Functionality

Wave 2

User Deployment

07/12

Online Requisitions / Catalogs / Forms

Phase 1

Wave 1

Phase 2

AugustJuly OctoberSeptember DecemberNovember

01/01 (est.)

Invoicing/Receiving / Matching

Wave 3 Wave 4 Wave 5 Wave 6

January

New Emps

Next Steps - Wave Deployments

Apply Lessons Learned from Early Waves to Improve User Experience and Process EfficiencyAutomation of User Provisioning ProcessNon Classroom-based TrainingWhat Will You Need To Do?

Provide Revised Template with User/Role InformationComplete TrainingGo Live

Note: Banner Requisitioning No Longer Available Once a User is Live on 49er Mart

Q&A

Additional Questions?

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