SciQuest Lessons LearnedWelcome!

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SciQuest Lessons Learned

• Kevin Carraway • Director of Materials Management, East Carolina University

• Elizabeth Johnson Bryant• Accounts Payable Manager, UNC Wilmington

• Elizabeth Palian• 49er Mart System Administrator, UNC Charlotte

East Carolina University- SciQuest PORT Timeline

• February, 2006-ECU initial implementation of SciQuest of PORT

• October, 2006-Workflow step-pending approval; Change to a behind the scenes process; Skip the buyer to expedite the ability to change the vendor price to the order becoming a PO

• March, 2007-Supplies Manager implemented; Full electronic inventory tracking and order entry for ECU Storerooms

East Carolina University- SciQuest PORT Timeline• June, 2007-Regular Athletic orders creation

implemented• June/July, 2008-Workflow for ECU Foundations,

Medical Foundations, and Athletic Foundations implemented; Foundations could use PORT for creating orders and electronic approvals.

• January, 2010-Contract/Forms Package initiated

East Carolina University- SciQuest PORT Timeline• May, 2010-GO Live in Production; Contract/Blanket

entry processed and gradual release to end users as needed

• 2010-Ability to create New Forms for use• September, 2010-Computer Request form with

workflow to include State Level approvals added• April, 2011-Ship Code Maintenance Form in

production

East Carolina University- SciQuest PORT Timeline• Currently there are 775 active contracts/blanket orders

being tracked in Contract Manager; Growing daily as end users learn how much time is saved for them by using this system.

• December, 2010-Settlement Manager was implemented on a limited basis; Some suppliers send invoices/credit memos electronically through PORT; End users have expressed they would like to see all invoices in PORT for simplicity of tracking payments

East Carolina University- SciQuest PORT Timeline• September, 2011-PROCARD available as a method

of payment for office supplies• On going-Grants project to determine how they

would be able to track subcontracts

East Carolina University- SciQuest PORT Statistics• 778 active users in PORT• Quarterly upgrades adding features and updating existing

features • First year usage resulted in the creation of 25,309 purchase

orders processed via PORT• Last fiscal year resulted in 38,158 purchase orders via PORT• Current fiscal year to date there are 28,599 purchase orders

UNC Wilmington Ushop• Elizabeth Johnson Bryant, Accounts Payable

Manager• Accounts Payable 6 member staff• Checks printed once a week (Wednesdays) paper

checks and ACH payments

UNC Wilmington UshopA/P Process• Code payment due dates to closest Wednesday• Monitor Remit Address• Vendor updates in Banner prior to completion of

invoice in uShop• Invoice, Receipts, Notes, and File copy of Check

stored in ImageNow system

UNC Wilmington UshopWork Flow Applications• Queue to Hold All• Matched invoices / no automatic submissions to

Banner• Capital Fund invoices• General Fund invoices as needed

UNC Wilmington UshopProblem Areas• Default address in Banner• Credit memos after order closed in Banner

UNC Charlotte 49er Mart• Elizabeth Palian, System Administrator• 25,000+ Students, 5,000+ of those are

Graduate Students• 3,000+ Faculty & Staff• Began phased Implementation July 2010• Completed Implementation December 2010• Implemented Settlement in January 2011

UNC Charlotte 49er Mart• Suppliers• 11 cXML Invoicing• 15 cXML POs• 16 Punchouts

• 21,218 POs FYTD• 25,843Invoices FYTD (7,742 einvoices)

UNC Charlotte 49er Mart• Users• All Active Employees have access to be Requesters• 1,617 Users• 439 Approvers• Average 722 Unique Users per Month FYTD (High of

808)

UNC Charlotte 49er Mart• Training Methods

• Videos• Classroom hands-on training• Classroom Assistance• Moodle on-line Training/ Reference • Monthly User Forums• Monthly Support Forums that include: Purchasing, Accounts

Payable; Travel & Complex Payments; and others as topics pertain, example” Fixed Assets)

• User Emails (49er Mart Smart / 49er Mart Alert)• Organization Message on the home/shop screen