slisupplier r l ti hir elationship management · powl dashboard , the shopper’s home or starting...

S li R l ti hiS li R l ti hiSupplier Relationship Supplier Relationship ManagementManagementManagementManagement

ApproverApproverMM_SRM_APP_300MM_SRM_APP_300

Definition of SRMDefinition of SRM

l l h ( )Supplier Relationship Management (SRM) is an SAP product that facilitates public procurement via a web‐based platform.

•Enables end users to procure goods and services via a “Shopping Cart”Enables end users to procure goods and services via a Shopping Cart environment.

•Generates savings for the University through use of electronicl dcatalogs and contracts.

SRM SRM ‐‐ Approver Approver ‐‐MM_SRM_APP_300MM_SRM_APP_300 22

Implementation PlanningImplementation Planning

SRM Implementation Schedule

Phase 1 Phase 1 – Campus

Pilot Groups Online Training – August 2011

Pilot Groups Go‐Live – September 1, 2011

Campus Online Training – September 2011Campus Online Training September 2011

Campus Go‐Live – October 1, 2011

P t G Li O l b ill b il bl f lk i t i i d i tPost Go‐Live Open labs will be available for walk‐in training and assistance.

Phase 2 Phase 2 – Healthcare

Summer 2012


Role TerminologyRole Terminology

CurrentCurrent SSAP AP TermTermNew SRM New SRM TermTerm

SAP RoleSAP Role SRM RoleSRM Role

Requisition Shopping Cart Requisitioner Shopper

Approve/Release Approve Approver Approver

Receiving Confirming Receiver Confirmer


Role CombinationsRole Combinations

SRM Role CombinationsSRM Role Combinations

Shopper – Approver

Shopper – Confirmer

Approver – Confirmer

For security reasons with Materials Management access,For security reasons with Materials Management access,a person can only have 2 of the 3 roles available. a person can only have 2 of the 3 roles available.


SRM New TerminologySRM New Terminology

TermTerm DefinitionDefinition

Personalized Object Work List, a.k.a. “dashboard”, serves asPOWL

Personalized Object Work List, a.k.a. dashboard , serves as the Shopper’s home or starting point, contains queries, document history, etc.

b d ’ lAttributes End‐user’s personal settings

CatalogAlso known as “punchouts”, catalogs are located on external suppliers’ websites

Contracts Pre‐loaded contracted items available to the Shopper in SRM

Shopping CartInstead of a Requisition, the tool utilized by Shoppers to purchase goods and/or servicespurchase goods and/or services

Workflow Process by which documents route to Inboxes within SRM


Current SAP Purchasing ProcessCurrent SAP Purchasing Process

QuoteQuote ApprovalApprovalRequisitionRequisitionPurchase Purchase Order Order

ProcessingProcessing

Goods Goods ReceiptReceipt

Invoice Invoice PostingPosting

•Departments usually initiate process with vendor quote and requisition entry.

•Requisition arrives at Purchasing after approval.

•Purchasing processes purchase order based on established policies and procedures.

•Goods Receipts and Invoice Postings complete the 3‐way match.

77SRM SRM ‐‐ Approver Approver ‐‐MM_SRM_APP_300MM_SRM_APP_300

New SRM Purchasing Process New SRM Purchasing Process ‐‐ Catalogs/ContractsCatalogs/Contracts

ApprovalApprovalRequisition Requisition

Purchase Purchase Order AutoOrder Auto‐‐sends to sends to SupplierSupplier

Goods Goods ConfirmationConfirmation

Invoice Invoice PostingPosting

SupplierSupplier

•Catalogs and contracts are created and maintained by Purchasing, thus creating the Shopping Cart experience for the end user.

•If a needed good or service is not available from a catalog or contract, the Shopper may obtain a quote and enter a “free text” Shopping Cart.

E b h Sh i C t i d

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•Encumbrance occurs when Shopping Cart is approved.

SRM SRM ‐‐ Approver Approver ‐‐MM_SRM_APP_300MM_SRM_APP_300

Shopping Cart Shopping Cart ‐‐ TypesTypesThere are threethree different types of Shopping CartsShopping Carts:There are threethree different types of Shopping CartsShopping Carts:

Catalog orders Catalog orders – a.k.a. “punchouts” are used for the University’s highest volume suppliers and originate from external websites. The pricing is based on University

t t Aft l t th d t t/ it/C ll l l SRM i di t lcontracts. After approval at the department/unit/College level, SRM immediately creates and transmits a purchase order to the supplier.

Contract ordersContract orders – The Shopper selects line items from established UniversityContract orders Contract orders The Shopper selects line items from established University contracts within the SRM environment. After approval at the department/unit/College level, SRM immediately creates and transmits a purchase order to the supplier.

Free Text orders Free Text orders – are used only when items cannot be found in catalogs or contracts. The Shopper obtains a vendor quote and enters line items into the Shopping Cart via free form All Free Text Shopping Carts should have an electronicShopping Cart via free form. All Free Text Shopping Carts should have an electronic scan of the quote attached. After approval, Shopping Carts are forwarded to Purchasing for manual processing based on established policies and procedures.

99

Purchase orders are the purchase method for all cart types.

SRM SRM ‐‐ Approver Approver ‐‐MM_SRM_APP_300MM_SRM_APP_300

Approver LevelsApprover Levels

ShoppingShopping Cart ValueCart Value Approval(s)Approval(s) RequiredRequired

LessLess than $10,000than $10,000 L1L1

$10,000 or greater$10,000 or greater L1 &L1 & L2L2

Special additional approvals are required for purchases of vehicles and Special additional approvals are required for purchases of vehicles and p pp q pp pp q pcomputer equipment.computer equipment.


Approvers TableApprovers Table

Approvers will continue to receive Approvers will continue to receive Outlook emails Outlook emails notifying the need notifying the need to approve a Shopping Cart.to approve a Shopping Cart.

Approvers TableApprovers Table: SRM moves Shopping Carts to the assigned approvers based on a mechanism known as the “Approvers Table”.

•Approvers must be listed in the table in order to receive Shopping Carts into their Inboxes.

•Back‐up Approvers must also be assigned and listed in the table•Back‐up Approvers must also be assigned and listed in the table.

•Table contains routing information for every unit on campus.

•Table identifies the level approval required and routes carts accordingly.


Approver Approver ‐‐ Personal Settings OverviewPersonal Settings Overview

Personal Settings Personal Settings mustmust be confirmed and setbe confirmed and set‐‐up for all roles during the up for all roles during the first visit in SRM to ensure successful execution of tasks.first visit in SRM to ensure successful execution of tasks.

Personal SettingsPersonal Settings relate to the user’s personal data and are established at Site Navigation. Default information populates into this area based on data from Human Resources org structure.


Log On Log On –– myUKmyUK Portal & Approver Tab Portal & Approver Tab Launch Pad icons are not used with SRM rolesLaunch Pad icons are not used with SRM rolesLaunch Pad icons are not used with SRM rolesLaunch Pad icons are not used with SRM roles

2. Navigate to the Approver Tab

Launch Pad icons are not used with SRM roles. Launch Pad icons are not used with SRM roles.

2. Navigate to the Approver Tab

Launch Pad icons are not used with SRM roles. Launch Pad icons are not used with SRM roles.

1 Login to myUK Portal1 Login to myUK Portal1. Login to myUK Portal1. Login to myUK Portal

The Portal screen view is determined by the end user’s assigned roles.The Portal screen view is determined by the end user’s assigned roles.The Portal screen view is determined by the end user’s assigned roles.The Portal screen view is determined by the end user’s assigned roles.


y gy gy gy g

Approver Approver –– Personal SettingsPersonal Settings

2 Cli k S tti

1. Select Approver tabSite NavigationSite Navigation

2. Click Settings


Personal Settings Personal Settings –– Personal Data Personal Data

4. If changes need to be made to your Personal Data, click Edit and update information

Form of Address is required

3. Review Personal Data on both the Position tab and User Account tab

5. Click Save


Approver Approver –– Inbox and TasksInbox and Tasks

6. Click Inbox to begin the Approval process 7. Click Tasks tab to select a specific

Shopping Cart

Note: Shopping Carts and their assigned tasks are automaticallyNote: Shopping Carts and their assigned tasks are automatically displayed in a scrolling format under the Tasks tab.


Approver Approver –– Filter SettingsFilter SettingsFilters are used to find specific Shopping CartsFilters are used to find specific Shopping Carts

Note: Tab shows or hides Filters as desired

Filters are used to find specific Shopping Carts.Filters are used to find specific Shopping Carts.

8. Select one or more criteria to locate specific Shopping Carts. 9. Click Apply to conduct search or you may scroll p pp g

through the list to find a specific Shopping Cart


Approver Approver –– Select Shopping CartSelect Shopping CartShopping Carts can be approved either directly from the Inbox screenShopping Carts can be approved either directly from the Inbox screenShopping Carts can be approved either directly from the Inbox screen Shopping Carts can be approved either directly from the Inbox screen

(using the Action buttons at the bottom) or by drilling into the Shopping Cart.(using the Action buttons at the bottom) or by drilling into the Shopping Cart.

1. Click on the Shopping Cart to display details

N tN t A A R j t F d “A i t M ” di tl f thiNoteNote: Approver may Approve, Reject, Forward, or “Assign to Me” directly from this area. Assign to Me removes the cart from all other Approvers’ Inboxes.


Shopping Cart Shopping Cart –– Display DetailsDisplay Details

Action ButtonsAction Buttons

2. Select Details

3. Review components tabs of Details section as needed: Account Assignment, Delivery Address, etc.


Shopping Cart Shopping Cart ‐‐ Display & Possible ActionsDisplay & Possible Actions

5. Select: Approve, Reject, Edit, or Inquire

4. Click Add Comment to leave pertinent internal notespertinent internal notes

Available actionsAvailable actions:Available actionsAvailable actions: ApproveApprove: Cart progresses to PO stageRejectReject: Cart returns to ShopperEditEdit: Approver makes needed changes and completes orderInquireInquire: Approver requests more information from Shopper


InquireInquire: Approver requests more information from Shopper

Approver Process Approver Process –– L1L1

Clicking Approve completes task

Once Shopping Carts have been APPROVED: Catalog/Contract Shopping Cart Catalog/Contract Shopping Cart purchase orders transmit directly to the supplier. F T t Sh i C tF T t Sh i C t ill b f d d t P h i f li bl iFree Text Shopping Carts Free Text Shopping Carts will be forwarded to Purchasing for applicable processing.


Shopping Cart Shopping Cart ‐‐ Edit OverviewEdit Overview

•If a Shopping Cart needs to be revised, the Approver can either Reject the Shopping Cart (returning it to the Shopper) or make the edits themselves.

Edit t b l t d i t A i•Edits must be completed prior to Approving.

•Examples of possible edits:

•Add or delete line items•Change cost assignment•Change delivery address•Add attachments


Shopping Cart Shopping Cart ‐‐ Edit CartEdit Cart

1. Click Edit to revise Shopping Cart

2. The following message may appear ‐click OK to continue


Shopping Cart Shopping Cart –– Edit CartEdit Cart

Note:When in edit mode, fields will turn white allowing for possible editing.

3 If needed click Details to view line item detail data3. If needed click Details to view line item detail data

4. Edit Item Data, Account Assignment, Delivery Location, etc. in the Details section


Shopping Cart Shopping Cart –– Complete Edit and ApproveComplete Edit and Approve

6. After editing click Approve



• The previous steps are used for any approval level.

• Shopping Carts totaling $10,000 or greater require an additional (Level 2) Approval.

• Some Approvers hold both Level 1 and Level 2 roles for their areas, in which case the second level approval can be executed within the same session from their Inbox.


Approver Process Approver Process –– L2 (Continued)L2 (Continued)

1 After returning to Approver Inbox1. After returning to Approver Inbox, click Refresh from dropdown menu

2. The same Shopping Cart will return to the task listing



Approver can drill into Shopping Cart if desired to display or edit

Or…Or…simply click Approve from the Task screen to complete L2 approval

Some Approvers hold Level 2 authority only, in which case they may need to display or edit the Shopping Cart. A Level 2 Approver may


p y pp g pp yalso reject a Shopping Cart even though it was approved at Level 1.

Approver Process Approver Process –– AdAd‐‐Hoc RequestHoc Request

The Ad‐Hoc Request is a special tool for Approvers within the SRM environment for forwarding documents on to other Approvers for review.

Ad‐Hoc not only moves documents from one Approver to another, but it facilitates internal communications between the parties and returns documents back to the original Approver via SRM workflow.

A Quick Reference Card (QRC) reflecting the Ad‐Hoc steps will be developed and published on the IRIS – Materials Management website.


Approver Process Approver Process –– Return to InboxReturn to Inbox

1. Select Refresh to remove completed item from the Tasks tab

2. Click Log Off to end myUK session

IMPORTANTIMPORTANT: Do not click the redred “XX” in the upper right hand corner of your screen to exit.

If you do, you will lose all your workIf you do, you will lose all your work.Click “Log Off” link instead.


Fix Query LockFix Query LockWarning:Warning: If a window is closed using the “X” in the upper right hand cornerIf a window is closed using the “X” in the upper right hand corner

You may receive this message in your

Warning:Warning: If a window is closed using the X in the upper right hand corner If a window is closed using the X in the upper right hand corner of the screen, it is possible to become locked out of the system. of the screen, it is possible to become locked out of the system.

POWL if locked out of the system

2 Click any Active Query of your choice2. Click any Active Query of your choice from the POWL to continue working

1. Scroll to bottom of screen and click Fix Query Lock


SRM Help Web SitesSRM Help Web Sites

•• myHelp myHelp –– MM & Purchasing Help web siteMM & Purchasing Help web site: http://myHelp.uky.edu/rwd/HTML/MM.html

– Contains Quick Reference Cards (QRCs), updated and printableContains Quick Reference Cards (QRCs), updated and printable course manuals, Reference Manual, etc.

IRISIRIS MM b iMM b i h // k d /IRIS/MM•• IRISIRIS‐‐MM web siteMM web site: http://www.uky.edu/IRIS/MM


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