ePro and the GeorgiaFirst Marketplace Thursday September 19 th 1050 to 1140 1 Introductions John Klatt Director of Procurement University of West Georgia George Horn Director Business ServicesCUPO Georgia Southern University ID: 280104
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Getting More From PeopleSoft ePro and the GeorgiaFirst Marketplace:
Thursday, September 19th10:50 to 11:40
1Slide2
IntroductionsJohn
Klatt, Director of Procurement, University of West GeorgiaGeorge Horn, Director, Business Services/CUPO, Georgia Southern UniversityDebbie Lasher, Special Projects, USOTeresa Page, GFM Support, ITS
Kurt Collins, Project Manager, USOAndy Waligowski, Account Manager, SciQuest
2Slide3
AgendaHistory and Status of the GeorgiaFirst Marketplace
University of West Georgia Implementation Experience Data AnalysisGeorgia Southern University Implementation Experience and ResultsSciQuest and the GeorgiaFirst Marketplace
Getting StartedTraining Opportunities
3Slide4
History of the GeorgiaFirst Marketplace (GFM)
What is the GFM?PeopleSoft eProSciQuest software (Amazon like shopping environment)Catalogs, contracts, items, pricing
Purpose to improve efficiency in procurement and increase compliance with State and USG contractsStarted project in 2010 with pilot schools live in early 2011 (7 schools)On-going rollout continuing today
4Slide5
Current Status of the Marketplace14 GeorgiaFirst Institutions Live
1133 POs in last 30 days60+ Suppliers223 ContractsHundreds of Thousands of Items on ContractSciQuest also used by the State, UGA, GA Tech, GRU and Georgia State
5Slide6
University of West GeorgiaUWG Background
Process for Rolling Out the GFMProcurement RoleDepartmentsTrainingHow UWG Benefits from the GeorgiaFirst MarketplaceConclusions and Recommendations
6Slide7
UWG Background
Paper “Purchase and Pay Requests” sent to PurchasingPurchasing decided if they were a check request or POPurchasing created PO in PeopleSoftReceiving by exception to AP’s e-mail notice the invoice would be paidUWG jointed Pilot group with strong support from Controller backed by President’s Advisory Counsel
UWG tasked an ePro Administrator and a Non Purchasing Trainer to implement and provided Administrative support
7Slide8
Roll Out
Get Administration Buy-In firstAttend BOR training, ePro Administrator and Training StaffDefine Security roles for Approvers, Requesters & Buyers
Test a few Catalog and Special requisitions, POs and invoices in the SCITEST
environment
Review existing Ship To codes and make changes
Establish Implementation/Training schedule
Setup in PeopleSoft following training
8Slide9
University of West GeorgiaBenefit of First Full Year Following Implementation
9Slide10
Change in PO Lines & Spend
10Slide11
University of West Georgia
2013 Numbers11
YEAR
2011
2012
2013
Special PO Lines
5,755
6,826
9,030
Catalog PO Lines
483
3,902
9,176
Catalog % of Total
7.7%
36.4%
50.4%
Special PO Spend
$35,288,434
$37,825,030
$38,692,355
Catalog PO Spend
$136,820
$1,148,758
$1,525,985
Catalog % of Total
0.4%
2.9%
3.8%Slide12
Change in Pcard Activity
Year
2011
2012
2013
Pcard Transactions
12,522
13,297
11,145
% Change
6%
-16%
Pcard Spend
$3,236,118
$3,217,003
$3,285,973
% Change
-0.59%
2.14%
12Slide13
Conclusions
Need Strong Management Buy-inSpend a lot of time determining user/approver rollsSchedule roll out after completing Pilot test groupPhase in slowly, only features you want, best users firstHave an active support system – BOR, other schools
Simple to use - Successful Implementation will automate most small dollar purchases, reduce Pcard transactions and increase POs and linesImplementation will increase A/P activity/vouchers
13Slide14
Georgia Southern UniversityGSU Background
Process for Rolling Out the GFMProcurement RoleDepartmentsTrainingHow GSU Benefits from the GeorgiaFirst MarketplaceFY 13 NumbersConclusions and Recommendations
14Slide15
GSU BACKGROUND
Used paper requisitions prior to implementation. Procurement created the PO in PeopleSoftDesired to convert to online requisitioning for better efficiency and accountability.ePro was attractive due to the workflow elementStarted implementation in 2011 with a senior buyer assuming responsibility “part time” with little progress.
2012 assigned one buyer “full time” ePro administrator duties
15Slide16
GSU BACKGROUNDProcurement’s Role
Oversight of the programTrainingRoles and Security assistanceTroubleshootingSecurity and Roles administered by member of IT staff
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PROCESS for ROLLOUT
FY 13 - Of approx. 175 departments, selected 7 for pilot group rollout for catalog ordersPilot group departments were “purchasing knowledgeable” for easeTwo phase implementation after pilot groupJuly – Dec: training on catalog orders in GFMJan – May: training on Special Requests
Training:Five sessions per week with 14 in each classHands on training accessing training database
FY
14
Complete conversion to Special Requests
Cut off all paper requisitions
Addressing “stragglers”, new users and refresher
training
Current
:
Approx
150
depts
using with 300 Requesters
17Slide18
GFM / ePRO BENEFITS
Efficiency: Same system for catalog and non catalog ordersBOR can only use TGM as “window shoppers”GFM
allows us to “shop and buy” in one placeTailored catalogs (ex. Dell)Reduces P-card reconciling effortsRequisition routine much faster
Reduces lost requisitions
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GFM / ePRO BENEFITS
Financials:Allows better control of spending during fiscal year end due to encumbrancesCharges hit financial reports much faster than P-card expendituresWorkflow:Many approval levels available - custom
IT, Dept, Project (PI), Buyer, Amount, AssetsBOR
Grant (Research Accounting)
Hazardous Materials
19Slide20
FY 13 NUMBERS
4,260 purchase orders totaling $70.9M2,190 catalog purchase orders totaling $732K51% of orders were catalog ordersOnly 1% of purchase order spend26,111 P-card transactions totaling $8.2M
Catalog orders only 9% of P-card spend ChallengesWay the
SWCs
are structured (ex. Office Supplies)
P-card “fan base”
Lot of “one off” purchases from non
SWC
vendors using P-card
20Slide21
CONCLUSION: WHAT DO I NEED?
Administration SupportCommitment of ResourcesCommitment of TimeFlexibility as Business Process will need slight changesPatienceWillingness to reach out to other schools to help or be helped
Desire to see positive results
21Slide22
SciQuest and the GFM
Partnership with SciQuestDemo and New User Interface
22Slide23
Getting Started
Business DecisionsIdentify who within the organization will use the GFM as Requesters, Buyers and possibly Shoppers (often a small group initially, then rolling out to larger audience)Choose which electronic approvals to implementChoose receiving approach (central vs. distributed)Peer Support
Discussions on lessons learned and experiences at schools already live
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Getting Started
ImplementationAttend training, share training materials with your teamAssign new Security roles for access to GFM, and ApproversSetup Requesters and Buyers in PeopleSoftReview existing Ship To codes and possibly make minor formatting changes
Test a handful of carts, requisitions, POs and invoices in our SCITEST environment
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Training Opportunities
Classroom TrainingShopper and Requester Training on Oct 8: http://gfmrequesteroct8.eventbrite.comBuyer Training on Oct 9: http://gfmbuyeroct9.eventbrite.com
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Training Opportunities
Documentation and Training Materials:http://www.usg.edu/gafirst-fin/training/epro_georgiafirst_marketplace/
User GuidesJob AidsOnline video sessions
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Question and Answer Period
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How Do I Sign Up????
Contact Debra.Lasher@usg.edu to get started!
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Thank you!
Please send comments or questions to: John Klatt -- jKlatt@westga.edu George Horn
-- ghorn@georgiasouthern.edu Debra.Lasher@usg.edu
Kurt.Collins@usg.edu
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Suppliers / Vendors in GFM
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Supplier Name
ADRENALIN POWERSPORTS INC
Kellogg's Food Away From Home
Agilent Technologies
Laerdal Medical Corporation
AIRGAS SOUTH INC
Lashley Tractor Sales
ALLIGARE LLC
Mayfield Dairy Farms
AMERICAN BIO MEDICA CORP
McKesson Medical Surgical
ATLANTA X-RAY CORP
MEDTOX Scientific, Inc.
Bob Barker
Moridge Manufacturing, Inc.
Canon USA Inc
MSC
CAROLINA BIOLOGICAL SUPPLY CO
Multi Media Services
CDW GOVERNMENT INC
Nebraska Scientific
Complete Book
OfficeMax
CRAIG'S FIREARM SUPPLY, INC.
Onepath Systems
CTS America
Pet Dairy
CWC Chemical, Inc
Physician Sales and Service
Dade Paper
Red River Specialties, Inc.
DAL-KAWA CYCLE CENTER INC
Regency Lighting
Dell (Computers and Software)
Remel Inc.
E. Sam Jones Distributor
RICOH CORPORATION
Fisher Scientific
SHERWIN WILLIAMS CO
Flav-O-Rich Dairies LLC
SIG SAUER INC
Georgia Correctional Industries
SMYRNA POLICE DISTRIBUTORS INC
Georgia Enterprises for Products & Services (GEPS)
SOUTHEASTERN PAPER GROUP
Georgia Industries for the Blind (GIB)
SOUTHERN COMPUTER WAREHOUSE INC
Grainger, Inc.
Staples
Graybar Electric Company
TECHNOLOGY INTEGRATION GROUP
Gulf States Distributors
THE INSTRUMENT HOUSE INC
HD SUPPLY FACILITIES MAINTENANCE LTD
THE WHITSON COMPANY
Helena Chemical Company
TROXELL COMMUNICATIONS INC
Hewlett-Packard Company
Vashaw Scientific, Inc.
Jerry Pate Turf & Irrigation
Voss Lighting
John Deere Company
VWR International
KACO Supply Company
ZEP MANUFACTURING COMPANY INCSlide31
Current Status of the Marketplace
Currently LIVE at:Georgia Perimeter CollegeKennesaw State UniversityValdosta State UniversityUniversity of West Georgia
Georgia Gwinnett CollegeGeorgia Southern UniversityGeorgia Highlands College
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Middle
Georgia
State College
South Georgia
State College
Gordon
State College
Fort Valley State University
College
of Coastal Georgia
Clayton
State
University
Georgia College and State University