PRESENTATION OUTLINE Vendor Cutover Strategy - PowerPoint Presentation

Slide1

PRESENTATION OUTLINE

Vendor Cutover Strategy

December, 2012

VENDOR ENGAGEMENT SESSION

Slide2

Background – Current System

SRM

- SUS

Supplier Self Service (SUS)

Since 1

st

JANUARY 2012

Internet Browser

CURRENT

PePP

/ SAP

PETRONAS e-Procurement Portal / PETRONAS Pintas 1 & Pintas 2

SUPPLIER

Manual Submission

Pintas

1 &

Pintas

2

Internet Browser

PePP

PETRONAS

Holding Co.

PETRONAS

Carigali

Sdn BhdPETRONAS Chemical Group BhdOPTIMAL Chemicals (M) Sdn BhdOPTIMAL Glycols (M) Sdn BhdOPTIMAL Olefins (M) Sdn BhdMITCO Malaysia Sdn BhdMITCO Labuan Sdn Bhd

Other PETRONAS subsidiary companies

See Appendix for Subsidiary Listing

Slide3

January 2013 Petronas System Landscape

SRM

– SUS/ SAP

Supplier Self Service (SUS)/ SAP ECC6

Internet Browser

PETRONAS e-Procurement Portal

SUPPLIER

PePP

Not Available

1

st

JANUARY 2013

PETRONAS

Holding Co.PETRONAS Carigali Sdn BhdPETRONAS Chemical Group BhdOPTIMAL Chemicals (M) Sdn BhdOPTIMAL Glycols (M) Sdn BhdOPTIMAL Olefins (M) Sdn BhdMITCO Malaysia Sdn BhdMITCO Labuan Sdn Bhd

Other PETRONAS subsidiary companies

Manual Submission

See Appendix for Subsidiary Listing

Slide4

P2P Normal Process in Post Jan 2013

SUPPLIER

PETRONAS

SRM

- SUS

PO

Invoice

PO Confirmation

Retrieve

PO

Create Invoice

Confirm PO

Supplier

Self-Service

(SUS)

GR (Material)

Retrieve

GR (Material)

Internet Browser

Create Service Confirmation

Service Entry Sheet

Service Acceptance

Service Accepted

RFQ document

RFQ Submission

Retrieve RFQ

Submit RFQ

Impacted OPUs

All Pilot OPUs Go-Live in Jan 2012 (status quo) for SUS Vendors

Roll Out OPUs in Jan 2013 but only for Purchase Order created after Go-Live for SUS Vendors

Slide5

5

Sourcing

Purchase Order

Purchase order processing

Petronas

SAP ECC6

P2P Interim Process in Post Jan 2013

Open Purchase Order prior Jan 2013 transacted via

PePP

or Manual that migrated to SAP ECC6

Applicable for Open Purchase Order prior Jan 2013

Goods Receipt and Service Entry

Submit manual invoice to

Petronas

FSS

Submit invoice to respective OPU Finance

Invoicing

P2P Interim process :

All converted PO have been processed until payment

Slide6

Cutover Overview: Procure-to-Pay

28 Dec

28

Dec 18:00

Last AP payment run

17 Dec

21 Dec

Communication

to Vendors

1

st

week Dec

1

Jan

4

Jan

17

Dec 18:00

Last submission

of

PePP

SN, SES & Invoice

21 Dec 18:00Last RFQ, PO,GR & SE/SA Last approval of PePP SES Last posting PePP Invoice’Last MM Manual Invoice

GO-LIVE

RTGPO

GO-LIVE PCG & PDB

PCG

RTGP

PDB

31 Dec

28

Dec 18:00

Last AP payment run

26 Dec

27

Dec

14:00

Last RFQ, PO,GR & SE/SA Last approval of PePP SES Last posting PePP Invoice’Last MM Manual Invoice

31

Dec 18:00Last RFQ, PO,GR & SE/SA Last posting Invoice

01 Jan 18:00 Last AP payment run

29

Dec

00:01 – 23:59SRM SUS System Downtime

29 Dec

Slide7

Cutover Scenarios – Converted PO For Materials

Note: (√) denotes ALREADY submitted/done(X) denotes NOT submitted/done.

 Shipping Notifica-tion(SN)Goods Receipt Note (GRN)e-Invoice/ Manual InvoiceIf not done before Cutover Date Vendors will need to:1XXXVendor submit manual Delivery Order when making delivery and manual invoice2√XXPETRONAS create Goods receipt after 1st January 2013 with reference to DO and vendor submit manual invoice3√√XSubmit manual invoiceAttach Delivery Order4√√√No actions required

Note:

(

√

) denotes

ALREADY

done

(X)

denotes

NOT

done.

Slide8

Cutover Scenarios – Converted PO For Services

 PePP ServiceNotifica-tion / Manual Service Entry ServiceAccep-tancePePP Invoice/ Manual invoice If not done before Cutover Date , Vendors will need to:1XXXPETRONAS create Service Acceptance after 1st January 2013 with reference to JCT and vendor submit manual invoice2√XXPETRONAS create Service Acceptance after 1st January 2013 with reference to JCT and vendor submit manual invoice3√√XSubmit manual invoiceAttach Service Completion Certificate or JobComplete Ticket4√√√ No actions required

Note:

(

√

)

denotes

ALREADY

done

(X) denotes

NOT

done.

Slide9

Purchase Order Migrated Number

PROJECTOLD PO NumberNew Converted PO NumberRemarks RTGPO/ PCG4500632707P2456327073rd and 4th digit of RTGP and PCG PO no’s will be ignored and prefix P2 when migrating the PO to new systemPDB45006327084500632708The same PDB PO number when migrated to new system

Strategy for Open POs that are migrated from existing system to new system

Slide10

10

W

hat are vendor responsibilities?

check security access - give to authorised personnel only

r

espond to all notifications

(PO, Service Acceptance & GR) and bid invitations in a timely manner

quickly adapt to new SRM processes; checkout the user guides on the website

immediately communicate new processes to all related personnel

Slide11

11

SRM system: what’s new for vendors

SUSsupplier self service -auto PO-online PO response-trace delivery-online invoicing-check payment status-online bid invitation-online response-online RFQ submission

Auto PO

Please take note:

Attachments must not be more than 10Mb per file

SRM requires Internet Explorer version 8.0 below or

Mozilla

firefox

version 3.6

 

below

Slide12

Processes: Changes impacting Vendors

Advance ShippingNotification

NOT REQUIRED 

Down Payment Functionality

NOT AVAILABLE

 

Slide13

Question and Answer Session

Due to time constraint, we appreciate your attention to

Vendor – Cutover issues

Slide14

Thank You

Slide15

Appendix

Slide16

NoCompany1PETRONAS Penapisan (T) S B2PETRONAS Penapisan (M) S B3PETRONAS Trading Corp.4MALAYSIAN Refining Co S B5MLNG Sdn Bhd6PETRONAS Gas Berhad7Melaka Regasification Terminal 8Sungei Udang Port Sdn Bhd9PETRONAS Aviation Sdn Bhd10PETRONAS NGV Sdn. Bhd.11PAPL (Downstream) Pty Ltd12PETRONAS Australia Pty Lt13PAPL (Upstream) Pty Lt14PAPL (Upstream II) Pty Lt15Inst of Technology Petron16PETRONAS Mgmt Trng S B17Petronas Research S/B18PETRONAS Maritime Service19KLCC (Holdings) Sdn Bhd

Retail, Trading, Gas, Power & Others

No

Company

20

Putrajaya

Holdings

Sdn

Bh

d

21

PrimeSourcing

Intl S/B

22

Petrosains

Sdn

Bhd

23

KLCC PROJEKS SDN BHD

24

Prince Court Medical Ctr

25

KLCC PARKING MGMT SDN BHD

26

Malaysian

Philharmonic

Orchestra

27

Dewan

Filharmonik

Petronas

28

PETRONAS Tech Training SB

29

KLCCPH – KLCC Property Holding

30

LISB –

Layan

Intan

Sdn

Bhd

31

PETRONAS Floating LNG 1 (L) Ltd

32

PETRONAS Floating LNG 2

33

PETRONAS Power Sdn Bhd

34

PETRONAS LNG 9 Sdn Bhd

35

Voltage Renewables Sdn Bhd

36

Regas Term.(Pengerang) SB

37

Regasification

Terminal .(

Lahad

Datu

)SB

Slide17

Petronas Chemicals Group

Item

Company

1

ASEAN

Bintulu

Fertilizer S/B

2

Fertiliser Kedah Sdn Bhd

3

PETRONAS Chemicals Marketing

4

PETRONAS Chemicals Methanol

5

PETRONAS Chemical MTBE Sdn Bhd  

6

PETRONAS Chemical Ethylene

7

PC Polypropylene Sdn Bhd

8

PC Polyethylene Sdn Bhd

9

Kerteh Port Sdn. Bhd

10

Vinyl Chloride (M) Sdn. Bhd.

11

PETRONAS Chemical Aromatics

12

PETRONAS Chemical Ammonia

13

Petlin

(Malaysia)

Sdn

.

Bhd

Slide18

Petronas Dagangan

Item

Company

1

Petronas

Dagangan

Berhad

2

KL Aviation Fuelling System

Slide19

Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards)

Please find the following Petronas Companies under CAPS

Company Name under CAPSVinyl Chloride (M) Sdn Bhd (VCM)PETRONAS Ammonia Sdn Bhd (PASB)Ethylene Malaysia Sdn Bhd (EMSB)Aromatics Malaysia Sdn Bhd (AMSB)Petlin (M) Sdn Bhd (PETLIN)PETRONAS Fertilizer Kedah Sdn Bhd (PCFK)MTBE Malaysia Sdn BhdPolypropylene Malaysia Sdn Bhd (PPMSB)Kertih Port Sdn Bhd (KPSB)Polyethylene Malaysia Sdn Bhd (PEMSB)PMLABFMLNGMLNG (2)MLNG (3)Petronas LNG Ltd

Sg

Udang

Port (SUPSB)

PETRONAS Maritime Services (PMSSB)

Petrosains

University Teknologi Petronas (UTP)

PETRONAS Penapisan (Melaka) Sdn Bhd (PP(M)SB)

Malaysian Refining Co. (MRC)

Petronas Gas Berhad

PETRONAS Penapisan (Terengganu) Sdn Bhd (PPTSB)

PLC

PETRONAS Research Sdn. Bhd.

Prince Court Medical Centre Sdn Bhd

Dewan Filharmomik PETRONAS (DFP)

Malaysian Philharmonic Orchestra (MPO)

PHSB (Petronas HartaBina S.B.)

PASSB (PETRONAS Assets Sdn Bhd)

PLSB ( Petronas LNG Sdn Bhd)

PRBF (PRBF Properties Sdn Bhd)

Slide20

Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards)

Invoices for all OPUs

NOT under CAPS

, please send to

respective OPU Finance Department

.

Invoices for all OPUs

under CAPS

should only be sent to the following address:

Name of the company (OPU)

(OPU Co. Code ***)

c/o PETRONAS Finance Shared Services

Level 5,

Menara

Dayabumi

,

Jalan

Sultan

Hishamudin

, 50050,

Kuala Lumpur, Malaysia

Slide21

Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards)

O

n the hardcopy invoice, please state the following on the first page of the invoice:

Name of the OPU (Company Code)

Attention : User Name

Department : User Department

Telephone Number : User Contact No

Release/Purchase Order No : Compulsory

Project name : (If applicable)

Invoice Number : (Maximum 16 characters)

Bank Account Details :

Total Payable Amount :

The above information is very crucial to ensure prompt payment processing and must be on the

first page

of the invoice.

Slide22

Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards)

All invoices must be printed on A4 size paper, single sided only.

For multi pages invoices, please ensure the total payable is

o

n the

front page

.

Do not staple the invoice and its supporting documents (use rubber band instead) 

If several invoices are to be submitted at the same time, please ensure that a blank paper (as separator) is in between invoice with related supporting documents. 

Each invoice must link to only ONE Purchase Order (PO)/Release Order (RO). PO/RO number must be clearly indicated on the first page of the invoice. The invoice with more than one PO/RO will not be processed.

Handwritten invoice (s), Pro forma invoice (s), Commercial Invoice (s) and Certified True

C

opy of invoice (s) are not acceptable.

 

Failure to comply with the above will result to the invoice(s) being rejected and/or not processed for payment.

 

Slide23

Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards))

 

All payments will be notified via Vendor Payment Notification (VPN) through an email to registered vendors only.

If you have not register your email address, please email to

FS2@petronas.com.my

for your email address to be added/updated in our VPN database.

Any queries please contact FS

2

at:

Email address : FS2@petronas.com.my

FS

2

Call centre : 03-7490 4900

Mondays – Fridays (except Public Holidays)

8.00am – 5.00pm