Champions

Meeting # 2

June 2017

Tell me, I will forget.

Show me, I might remember.

Involve me, I will understand.

FINANCIAL SERVICES - PROCUREMENT 2

Procure to Pay

Champion Network Mission

• Recap on last month

• Procure to Pay, Role of Champion

• Demonstration of PurchaseNow

• Workflow Approvals

• Process roles

• Elevator pitch

• P2P Timeline – to be confirmed

FINANCIAL SERVICES - PROCUREMENT 3

Champion Meeting # 2

Objectives for today

– PurchaseNow

FINANCIAL SERVICES - PROCUREMENT 4

Demonstration

PurchaseNow

FINANCIAL SERVICES - PROCUREMENT 5

PurchaseNow

Workflow Approvals

• Workflow Approval Fundamentals:

• Applies the existing TechOne approvals

• Delegations Policy - Financial attachment

FINANCIAL SERVICES 6

BUYER

BROWSER

APPROVER

ADMIN SUPPORT

RECEIVER

All Staff and HDR/PHD students will have access to browse

and raise a request to buy goods or services.

Staff members that have delegated permissions to either

confirm what the browser is requesting; or buy directly from

suppliers. Need an understanding of the chart of accounts.

Workflow approvals are instigated where the transaction exceeds the

buyers financial delegation schedule in line with existing delegation

policy.

Financial Services Team support the entire process.

Includes system support, adding new users, new suppliers

and manages the payment process.

Acknowledges the goods and services have been delivered.

This step effects payment to the supplier.

Receiver = browser and/or buyer.

PurchaseNow

Process Roles

FINANCIAL SERVICES - PROCUREMENT 7

New purchasing processes

- Elevator Pitch

The P2P project is designed to support the University’s Procurement vision

to provide Innovative, Sustainable, Value Adding Procurement, which

includes:

– A consistent procure to pay process across the organisation

– Efficiencies in procure-to-pay processes for staff, PhD students and

suppliers

– Improved management of commercial, financial, and legal risks

– Greater transparency of spend analytics, and

– Achieving savings through the use of aggregated purchases by way of

organisation-wide contractual agreements.

FINANCIAL SERVICES - PROCUREMENT 8

New purchasing processes

- Elevator Pitch “official”

PurchaseNow is the purchasing system that

delivers:

– better selection of products, UTAS registered

suppliers, automated work-flow (pre)

approvals, easier compliance with policy, the

right process, better purchasing visibility,

efficiencies in purchasing, less double

handling, a better way to ……

.

FINANCIAL SERVICES - PROCUREMENT 9

New purchasing processes

- Elevator Pitch “making it real”

• Yammer

Similar to using Facebook

Can receive alerts when people post

FINANCIAL SERVICES - PROCUREMENT 10

Collaboration Spaces

- Suggestion 1/2

• Wiki

SharePoint - opportunity to store documents

FINANCIAL SERVICES - PROCUREMENT 11

Collaboration Spaces

- Suggestion 2/2

• May – Suppliers

Additional suppliers for registering in PurchaseNow

• June – PurchaseNow demo incl. Workflow Approvals

Who will be the buyers in the process? Identify super-users to provision at-desk localised support

• July – Credit Card Transition & PurchaseNow Training Approach

Validate staff #’s for Purchase & Travel Expense cards

• August – Support Model, Pilot Go-Live

Who and where to go for what

FINANCIAL SERVICES - PROCUREMENT 12

Champion Meetings

Aligned to key decisions

FINANCIAL SERVICES - PROCUREMENT 13

Next Steps

• Communications to share – Jane to send through

• Who are the buyers in the purchasing process for your area?

• Who would make great super-users in your area?

• Practice your elevator pitch

• Send through ideas on topics for future meetings