1000 1100 am P 2P Implementation Business Advisory Group Agenda Introductions Project Overview Project Organization Project Timeline Where Your Help is Needed Critical Role of the Change ID: 755877
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Slide1
Kick-Off MeetingTuesday, January 26, 201610:00 -11:00 am
P
2P Implementation
Business Advisory Group Slide2
AgendaIntroductionsProject Overview
Project Organization
Project Timeline
Where Your Help is NeededCritical Role of the Change AgentDemonstration and QuestionsProject Contact Information
2Slide3
One P2P System for all of Rutgers3
Our new eProcurement system will…
Support the transition from legacy RHBS/Rutgers to a single, unified procurement and payables organization
Facilitate common processes and procedures across all Rutgers
organizations
Be powered by SciQuest, the same application currently used by UMDNJ’s Marketplace
Integrate with Oracle Fusion, the cloud based ERP scheduled to go-live on October 1, 2016Slide4
ScopeRutgers is redesigning and strengthening central procurement and payables infrastructure to process transactions more
efficiently,
reduce risk, and better manage spending.
In addition, we have undertaken an initiative to replace our two legacy Oracle and SciQuest E‐Procurement platforms with a NEW cloud based university-wide purchasing and accounts payable system powered by SciQuest.
The procure to pay functions provided
include
:
Requisitioning and ordering
Contract management
Accounts payable SourcingSupplier management
4Slide5
Objectives & BenefitsTo implement an automated, university-wide purchasing and accounts payable tool that streamlines
the unified
purchasing and payment process at the
UniversityConduct system transformation and enhancement in order to improve client service/process/ satisfaction and Rutgers ability to manage costsBuild on our ability to partner with our customers to better understand their procurement needs
Improve operations,
simplify workflow and administrative processes, increase efficiencies, and provide both end users and administrative staff with full visibility of the complete transaction
lifecycle
Provide the University community with
a comprehensive set of data to measure the effectiveness of the
procure to pay (P2P) process in the areas such as utilization of University contracts, transaction approval cycle time, and utilization of automated invoice processingUnify legacy Rutgers and UMDNJ business processes through both business process realignment and a common technology
platform
Streamline the approval of requisitions prior to the acquisition of the goods and services, minimizing the amount of post-transaction reconciliation
requiredOffer suppliers access to a portal providing real time information related to both the order and resulting payments
5Slide6
Guiding PrinciplesConsistent “best practices” created based on
industry
standards and comprehensive business process review
Focus on system ease of use and comprehensive reporting functionalities Improved transaction and project visibility for departments and impacted usersStreamlined workflows and
processes
that
help achieve
significant process efficiencies and cost savings
Emphasis
on change management, communications, and training throughout project6Slide7
Project Components/Modules
AP
Director Module
Reduction in invoice processing costs and maximize discount opportunities by streamlining
the
entire AP process. Designed to make accounts payable truly
strategic
Contract
Compliance Module
Apply customized contract pricing by user role/department and automatically track spend against contracts to enforce supplier compliance, and stay on top of discount opportunities and renewal dates using business dashboards and reporting tools
Requisition/Order
Manager Module
Drives all purchases through a paperless process allowing the capture of valuable data about
enterprise-wide purchasing
Sourcing
Director Module
On-demand eSourcing and bid management solution that helps achieve significant process efficiencies and cost savings. Ability to create, issue and manage bid requests, supplier response submissions and bid awardsTotal Supplier Manager Module Spans the supplier life cycle, providing a consolidated web-based repository of supplier base. Ability to run effective eSourcing projects, manage supplier spending, and streamline the Procure-to-Pay process
7Slide8
Policy Updates/ Business Process ReviewBy updating business policies and processes, the new P2P system will ensure client
service/process/
satisfaction and efficiencies
Policies to be reviewed include:Review Purchasing AuthorityReview Internal Purchase process
Review when and how to utilize PO v. Non-PO Purchase process
Review when and how to utilize Sole Source Purchase process
Review when and how to utilize P-Card Purchase process
8Slide9
Project Organization
9Slide10
Roles and Responsibilities
10Slide11
Critical Role of the Change Agent
Shares general information about the project through formal channels
Communicates to employees about the project informally
Reports feedback to the project team on how the project is perceived on campus
Participates in periodic Change Network meetings to learn about
SciQuest project
updates
Gathers feedback from peers and directs in functional area regarding their experiences with and thoughts on the project
Listens to and addresses employee questions and concerns
Encourages, coaches, and supports managers and staff to be engaged in program
Presents the
SciQuest solution
in an enthusiastic and positive light
Helps prepare campuses for implementation of the project
Identifies and escalates potential “hot issues” and areas of resistance
Listener
Communicator
SupporterSlide12
High Level Project Timeline
12
January
July
January
October
SciQuest Implementation
(approximately
12 Months in total duration)
Support
Go Live
Business Process Design and Application Configuration
Training and Deployment Readiness
Application Testing
UAT / Deployment Prep
Internal and External Communications
Application SupportSlide13
Where Your Help is Needed
Be a P2P implementation project ambassador
Support
and communicate the vision for procurement Communicate the importance of the project to the overall campus strategyCollect questions or issues from departments to bring back to group for discussion and possible inclusion in FAQs
Promote project by updating campus staff on information learned in Business Advisory meetings
Share talking points and Q&A with colleagues
Encourage participation of campus staff in the School/ Unit Representative group
Help us to change behaviors by….
Encouraging campus staff to give us a chance to show we can change
Encouraging campus staff to take ownership of their role in the procurement process and be willing to changePromoting the use of SciQuest and strategic contractsPromoting the importance of cost savings13Slide14
Demonstration and Questions14Slide15
Appendix
Business
Advisory Group
15Slide16
Business Advisory Group16Slide17
Appendix
School/Unit Representatives Group
17Slide18
School/Unit Representatives Group
18
NAME
DEPARTMENT
TITLE
Aida Martin
Aux - Student Health Services
Business Manager
Aixa Delgado
Facilities Business Administration
Accounting Assistant
Allison Gradina
Graduate School New Brunswick
Administrative Assistant
Allison Pohorence
Business & Admin Services
Secretarial Assistant III
Alysse Congiusta
SN- Business Office
Business Coordinator
Amaris Rose
Stud Affairs Business Office
Unit Administrator/Specialist
Aruna Chadda
IAMDN
Business Manager
Bernie Dieguez
UBHC
Senior Budget & Reimbursement Analyst
Bobbie Jo Bratsano
Laboratory Animal Service
Administrative Assistant
Bonnie Firestein
SAS-DLS-Cell Bio & Neurosci
Professor ACD YR
Bonnie McPeak
NJAES Food Innovation CtrNorth
Secretarial Assistant III
Brenda Coleman
RWJ-Admin Support Group
Staff Assistant
Brian Buckley
EOHSI
Director Analytical Labs
Charles Schittone
Facilities Project Admin
Business Manager
Christian Cardenas
RSDM-Orthodontics
Senior Management Assistant
Christopher Pepsin
FCP-PHYSICAL PLANT-Admin
Campus Manager-Central
Christopher Thomas
SA-Recreation
Coordinator of Administrative
Cynthia Gush
SPH
Program Support Specialist
Danielle Guidetti
Douglass Residential College
Development Assistant
Diana Coudriét-Donegan
Rutgers-Cmd-IT (RCIT)
Administrative Assistant
DJ Polascik
SEBS - Business Office
Business Specialist
Dorothy Keller
University Facilities & Capital Planning
Business Manager
Edith Laurencin
School of Crimial Justice
Sr. Associate Dean
Eleonora McKenzie
NJMS-PHRI CENTER
Sr. Accountant
Elissa Glinn
EMSOP
Administrative Assistant
Elyse Mauger
OIT
Sr. Department Administrator
Erik LopezHousing - New Brunswick, DirAssociate Director SupervisorEva Link Pharm-Pharmacology&ToxicologyClerical AssistantGary RagoSchool of Nursing - CamdenBusiness Manager II SpvrGeorge Gunia SAS-RUCDR Infinite BiologicsLaboratoty Operations CoordinatorGeorgia KyrifidesFacilities Project AdministratorSr. Director Project ServicesHema SuriMGSA - Mason Gross School of Arts - Deans OfficeBusiness Manager III SupervisorHyun-Ja LeeDivision of Continuing Studies, VPBusiness SpecialistJack Schrum SAS-RUCDR Infinite BiologicsSenior Department AdministratorJackie Boland Housing - New Brunswick, DirAdministrative AssistantJacqueline Lassalle-SalasOIT-Enterprise IT Client ServicesAdministrative Analyst IVJean KibalaRutgers Health ServicesAccounting Assistant IJeanette SantoroSEBS - Office of Continuing Professional Education Business ManagerJennifer VanEmburghUCHC NJDOC GroundsStaff Asssistant
NAME
DEPARTMENT
TITLE
Joan Hudock
NJMS-Cell Biology & Molecular Med
Financial Analyst
Julia Bush
OIT-Ofc Instruct & Research Tech
Sr. Management Assistant
Kadeem Williams
Student Affairs Business Office
Business Specialist
Kamlesh Bhatt
Business & Admin Services
Supervisor Business Services
Karen Connaughton
Institute For Health, Health Care Policy and Aging Research
Business Manager
Kimberly Pemberton
GSBS
Program Coordinator
Kristen Bonnani
OIT-VP Info Technology Ofc
Prog Support Specialist
Linda Bachman
Human Genetics Institute
Business Manager
Lisa Orban
RWJ-FPS Finance-Albany St
Financial Analyst
Lisa Stachniewicz
Chancellor's Office - Newark
Senior Budget Manager
Liz Laupa
OIT
Business Analyst II
Liz Matteo
OIT - Telecommunications Division
Department administrator
Lucy Ostrzycki
FCP-HOUSEKEEPING-Pisc
Data Control Clerk I
Lydia Haynes
SAS - Chem & Chemical Biology
Business Specialist
Madrid Moore
Rutgers University Student Health Services
Operations Coordinator
Margaret Liggins
FCP-PHYSICAL PLANT-PISC
Admin Coordinator I
Marge Piechota
Waksman Institute
Accounting Specialist
Marylynn Bianca
Waksman Inst of Microbiology
Administrative Assistant
Maryse Bloom
Athletics Finance & Admin
Business Specialist
Matt Leonardelli
CABM - Center for Adv Biotech and Med
Director Business Operations
Melissa Robinson
Aux - Paul Robeson Campus Center
Asst Dir. Of Budget Mgmt and Admin Serv Acct
Mike Toleno
ORED - ORSP
Research Contract/Grant Specialist
Nahed Assal
SOE -Materials Science & Engn
Administrative Assistant
Nancy Olesinski
RWJUMG-Practice Operations
Program Assistant
Narda Acevedo
SCI - School of Comm and Information
Business Manager 2
Nicole McCray
RU Business School-Nwk
Business Manager
Paula Barbosa
OIT-VP Info Technology Ofc
Principal Management Assistant
Peter Sahu
NJMS
Sr Clinical Department Director
Robin Yarborough
SOE- Biomedical ENG
DEPT Administrator
Saleem Dicks
FCP-CONDITION MONITORING
Data Control Clerk I
Sheryl Heckler
School of Business-Camden
Business Specialist
Stephanie Adair
Rutgers School of Dental Medicine
Program Assistant
Tea Akins
Electrical engineering
Clerical Assistant Seasonal
Ted Johnson
RSDM
Manager, Dental Stores
Todd Slawsky
University Communications and Marketing
Business Manager II Supervisor
Walter Barnes
RWJ-Admin Support Group
Budget Analyst II
Wendy Stellatella
SEBS - Business Office
Business Manager
Wilson Rodriguez
EOHSI
Manager
Winston Watson
SHRP-Dean's Office - Finance
Senior Financial Analyst I
Zenaida Cadorette
NJMS-Anesthesiology
Management AssistantSlide19
Training Method19