cause10 presentation on e procurement einvoice 11 9-10
DESCRIPTION
Implementation of eProcurement and eInvoice at UNCC - A Case StudyTRANSCRIPT
Implementation of eProcurement/eInvoicing at UNC Charlotte
A Case Study
Presenter
Bill Pace UNC Charlotte
Manager – Business Systems ITS/Enterprise Information Management
Agenda
oProject SummaryoPhases OverviewoIntegration ProcessoSupporting
InfrastructureoRedesigning
ProcessesoWorking with VendorsoTraining and SupportoDealing with
UpgradesoLessons Learned oHousekeepingoQ & A
Project Summary
oInitiative from UNC GA in Summer 2009oImprove the Purchasing PoweroPurchase More EfficientlyoReplace Functionality in Banner Purchasing
and APoReengineer ProcessesoImplement eProcurement, then eInvoiceoPhased Roll-Out
Phases Overview
SciQuest Selected Summer 2009
Project Kick-Off Nov 2009
Sungard Integration Software Dec 2009
Order Equipment Dec 2009
Install/Configure eProcurement Test Feb 2010
Design Workflows/Reengineer eProc Processes Feb – June 2010
Install/Configure eInvoice Jun 2010
eProcurement Go-Live Jul – Dec 2010
Design Workflows/Reengineer eInvoice Processes Aug – Oct 2010
eInvoice Go-Live Jan 2011
Integration Process
oFlow of Information SciQuest to Banner Banner to SciQuest
oTypes of Information Vendor FOAP (accounting structure)
oSpecial Integration Parent-Child (Fund/Organization/Program) Login Authorization (Authorized Funds, profile
info)
Supporting Infrastructure
oThree SciQuest Sites Test Prod Training (no integration)
oTest and Prod Separate Database InstancesoIntegration Software Between SciQuest and
BanneroProcesses to Provide Special Integration and
Login Authentication/AuthorizationoSciQuest Provides Catalog Support and
Invoicing
Supporting Infrastructure - eProcurement
DMZ FW
FW
eProcurement
Repository
Refresh
ODS Stage UserInfo
LoginXML
Process
AD
FW
DMZ FW
SciQuest Banner Production
eProcurement
Repository
Refresh
ODS Stage User Info
eProcurement User
LoginXML
Process
AD
FW
Virtual ServerLinux Red Hat 4.0
JDK 1.5Tomcat
Intel P4 1.8GHZDisk 30GB
Memory 4GB
Supporting Infrastructure - Invoice
Redesigning Purchasing Process
oChose to NOT Implement Existing Manual ProcessesoEngaged Consultant to Assist in RedesignoDeveloped Purchase Work Flows Based on RedesignoWork Flow Fits Most Purchasing Scenarios Replaces Phone Calls and Emails Allows for Notifications, Reviews, and Approvals
Electronically Special Forms for:
• EH&S• Live Animals• Services
Redesigned Purchasing Process
Redesigned Purchasing Process
Shopper Fills Cart
and Assigns to Requestor
Requestor applies
FOAPAL codesRequisition
Created
Step 1: Assign Cart Step 2: Create PR
Is Fund a Designated Departmental Exception
Fund?
Approve
Yes
Fund Z -ApproverFund Y -
ApproverFund X -Approver
Step 4: “Exception” Fund Approval
Step 9: Grant Approval
Is a Grant purchase
containing commodity >$5000 or
services > $0?
Yes
Is Purchase <= $2,500?
Financial Approver Level 2
Yes Approve
Is Purchase <= $5,000?
Financial Approver Level 3
YesApprove
No Is Purchase <= $25,000?
Financial Approver Level 4
YesApprove
Is Purchase over $25,000?
Financial Approver Level 5
Yes
ApproveNoNo
Step 3: Org Financial Approval
Purchase Order Created
User Step
System Step
Manual Approval
Step
KEY
Non Catalog PR with Contracted Supplier
> $2,500?
Step 12: Purchasing Buyer Review
Yes
Buyer Review
Is Purchase <= $500?
Financial Approver Level 1
Yes
No No
Approve
No
Step 8: PC Purchase Approval
Is a non-catalog PC Purchase?
Yes
ITS ApproverOffice of
Sponsored Programs
Is a Service PR?
Yes
No
Approve
No
Approve
No
Approve
Buyer Review
Step 13: Tax Department
Is a Service Requisition w/
Non-US Citizen or OOS Vendor?
Yes
Tax Manager Approver
Approve
FromStep 5
Step 10: Special Funds Approval
Is a Foundation or other Special
Fund and Account?
Yes
Financial Services Approver
Approve
Step 11: Fixed Assets Account Code Review
Any line item >= $5,000 or
Capital Account?
Yes
Fixed Assets Reviewer
Approve
FromStep 11
Step 15: 49ER Mart PO Create
Step 5: 2nd Level Budget Approval
Is Budget Freeze in Effect?
Yes
Budget Approver
Approve
Go ToStep 6
No
Step 14: Accounts Payable Approval
Is a Food Account?
Yes
Accounts Payable Approver
Approve
Go ToStep 12
Product of Interest?
EH&S Approver
Step 7: EH&S Approval
Radioactive
Notification to EH&S
Hazardous Approve
eProcurement Requisition Approval Workflow
Step 6: Live Animal Approval
Is a Live Animal Purchase?
Yes
Vivarium Approver
Approve
Microsoft Office Visio Drawing
Steps in Purchasing Process
oAssign CartoCreate PRoOrg Financial ApprovaloException Fund Approvalo2nd Level Financial ApprovaloLive Animal ApprovaloEH & S ApprovaloPC Purchase ApprovaloGrant ApprovaloSpecial Fund ApprovaloFixed Asset Account Code ReviewoPurchasing Buyer ReviewoTax Department ReviewoAccounts Payable Reviewo49er Mart PO Creation
Redesigned Invoicing Process
Microsoft Office Visio Drawing
Steps in Invoicing Process
oUser Receives Goods or ServiceoVendor Sends InvoiceoAP Reviews o49er Mart Matching
Invoice Received• Electronic • Paper (Flip PO)• Email Reminder to Receive Goods/Services
Sales Tax Review Auto Matching during grace period (exceptions for review)
• Shipping charges• Quantity• Line Item (Lesser of 10% or $50)• 3-Way
oOK to Pay – Send to Banner
Working with Vendors
oSciQuest and Sungard Support is Off-SiteoPartnership RelationshipoDifferent Approaches to Implementation
SciQuest• Standard 26-week schedule broken into 2-week sprints• Series of Web-Based Work Sessions• What Do You Want? • Demos and Prototypes• Documentation
Sungard• Must schedule remote installation via Webex• Highly leveraged support staff• Integration in a Box• Documentation
Training and Support
oDesign Training Materials Classroom Video
oMaterial Structured by Role• Shopper• Requestor• Approver• AP
oSystem Administrator
Dealing with Upgrades
oDependencies Between Banner and SciQuestoSungard
Currently Finance 8.3 Testing Finance 8.4
oSciQuest Currently 10.3
oYOU manage Banner UpgradesoSciQuest Upgrades 3 times/year
Published schedule 3-4 week window
oDuring project, managed 3 SciQuest upgrades, 2 Banner upgrades, new data center, introduction of Linux servers, virtualization
Lessons Learned
oTeam Make-Up is CriticaloProcess Improvement Rather than ImplementationoTalk to Other InstitutionsoCoordination, Coordination, Coordination…oKnow Your Decision MakersoSophistication Requires Careful Analysis and Process
Know-HowoFull-Time Project Manager and Project BoardoInvolve Users Early and Often
Lessons Learned (continued)
oUse Your Own Methodology – create own WorkplanoTreat this as a Business AND Technology ProjectoExploit the Features of SciQuest (ADW, LoginXML)oLeverage Banner for Authorization oMuch thought into Sponsorship and Marketing oNo Big BangoCreate Your Own BrandoStart early on Data Mapping, Workflow Design, TestingoConsider Impact on Training and HelpDesk Resources
Housekeeping
oVerify that the Units of Measure between SciQuest and Banner agree (HigherMarkets-UnitOfMeasureModification and Banner-UnitOfMeasureModification)
oFollow instructions provided by Sungard when cloning Banner instances (Stop Integration Services during clone)
oProvide for the resynching of data after a cloneoBack-up the Integration ServersoStop and Start the Integration Services periodicallyoPurge the log files (LDILOG) periodicallyoMonitor the Integration Console and learn its functionsoMinimize the level of logging in the Console for productionoProvide monitoring of server and services (GroundWorks)oLate-breaking news
Provision all faculty and staff as requestors Plan for migration of Authentication/Authorization from LoginXML to
Shibboleth
Screenshot
Screenshot
Screenshot
Screenshot
Screenshot
Screenshot
Screenshot
######################################################################## OPENEAI Log categorylog4j.logger.org.openeai=WARN > BannerP2PConsumer componentlog4j.logger.openeaiObjType=INFO #######################################################################
######################################################################## Application Specific Loggers log4j.logger.Banner=WARN > BannerAQGateway componentlog4j.logger.EnterpriseLoggingService=WARN > EnterpriseLoggingService componentlog4j.logger.EnterpriseTransRouter=WARN > EnterpriseTransRouter component This routes the messages between Higher markets and Banner and vice versalog4j.logger.ErrorManager=WARN > ErrorManager componentlog4j.logger.HigherMarkets=WARN > SciQuestRelayConsumer componentlog4j.logger.SciQuestRelayProducer=WARN > SciQuestRelayProducer component#######################################################################
• Logging options in Console (Debug, Info, Warn, Error, Fatal)
Sample of LoginXML Post<?xml version="1.0" encoding="UTF-8"?><!DOCTYPE LoginRequest SYSTEM "https://usertest.sciquest.com/app_docs/dtd/loginxml/Login.dtd"><LoginRequest version="1.0"> <Header> <MessageId>1</MessageId> <Timestamp>2007-03-30T09:16:03</Timestamp> <Authentication> <Identity>XXXXX</Identity> <SharedSecret>XXXXXX</SharedSecret> </Authentication> </Header> <UserProfile username="wpace3"> <FirstName>Bill</FirstName> <LastName>Pace</LastName> <Email>[email protected]</Email> <Phone>7046875461</Phone> <Department> Enterprise Information Mgmt</Department><CustomFields> <CustomFieldValueSet name="Fund"> <CustomFieldValue> <Value>102210</Value> <Description>Fund 102210 desc</Description>
</CustomFieldValue><CustomFieldValue>
<Value>102211</Value> <Description>Fund 102210 desc</Description> </CustomFieldValue> </CustomFieldValueSet> </CustomFields> </UserProfile></LoginRequest>
Microsoft Office Word Document
Sample of Parent-Child Post
<?xml version="1.0" encoding="UTF-8" ?> <!DOCTYPE CFBudget (View Source for full doctype...)> <CFBudget version="7.3"> <Header> <MessageId>2110-04-29 0000002</MessageId> <Timestamp>2110-04-29 02:01</Timestamp> <Authentication> <Identity>XXXXXXXX</Identity> <SharedSecret>99999999</SharedSecret> </Authentication> </Header> <CFRelationship> <Relationship childcfname="Organization" parentcfname="Fund"> <ParentCustomFieldValueRef value="101700"> <ChildCustomFieldValueSet action="delete"> <ChildCustomFieldValueRef value="12600" /> </ChildCustomFieldValueSet> </ParentCustomFieldValueRef> </Relationship> <Relationship childcfname="Organization" parentcfname="Fund"> <ParentCustomFieldValueRef value="101700"> <ChildCustomFieldValueSet action="add"> <ChildCustomFieldValueRef value="17400" /> </ChildCustomFieldValueSet> </ParentCustomFieldValueRef> </Relationship> <Relationship childcfname="Organization" parentcfname="Fund"> <ParentCustomFieldValueRef value="101016"> <ChildCustomFieldValueSet action="add"> <ChildCustomFieldValueRef value="17400" /> </ChildCustomFieldValueSet> </ParentCustomFieldValueRef></Relationship>
Microsoft Office Word Document
Sample of Parent-Child Post (cont)
<Relationship childcfname="Program" parentcfname="Fund"> <ParentCustomFieldValueRef value="101700"> <ChildCustomFieldValueSet action="delete"> <ChildCustomFieldValueRef value="17000" /> </ChildCustomFieldValueSet></ParentCustomFieldValueRef></Relationship> <Relationship childcfname="Program" parentcfname="Fund"> <ParentCustomFieldValueRef value="101700"> <ChildCustomFieldValueSet action="add"> <ChildCustomFieldValueRef value="10100" /> </ChildCustomFieldValueSet> </ParentCustomFieldValueRef></Relationship> <Relationship childcfname="Program" parentcfname="Fund"> <ParentCustomFieldValueRef value="101016"> <ChildCustomFieldValueSet action="add"> <ChildCustomFieldValueRef value="10100" /> </ChildCustomFieldValueSet> </ParentCustomFieldValueRef> </Relationship> </CFRelationship></CFBudget>
Q & A
o???
