SRM Shoppers Training - Revised April 2012

Supplier Relationship Management

Shopper Personal Settings MM_SRM_SPS_200

What is SAP?SAP (Standards, Applications, and Products) is the Enterprise Resource Planning (ERP) software that drives the University’s business processes.

Implemented and maintained by the Enterprise Applications Group (EAG), formerly known as the IRIS Project.

Serves as business foundation for all formal business sectors of the University including Human Resources, Materials Management, Plant Maintenance, Student Lifecycle Management, Faculty Effort System, etc.

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Definition of SRMSupplier Relationship Management (SRM) is an SAP product that facilitates e-procurement via a web-based platform. It is the University’s formal procurement system.

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

• Generates savings for the University through use of electroniccatalogs .

• Integrates with SAP functionality and processes.

• Functional responsibility for SRM is held with the Materials Management (MM) team within the Enterprise Applications Group.

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Who Should Receive Shopper Training?Any persons authorized to perform procurement functions for their department or area are required to complete Shopper training. This includes administrative staff conducting purchases for entire departments/units, as well as individual procurement card holders that may purchase from high volume suppliers such as OfficeMax, Dell, etc.

SRM is a phased implementation. It is currently utilized by all departments and areas within the academic campus.

Phase 2 of SRM implementation is scheduled for Summer 2012 and will include the following areas:

• UK HealthCare• College of Medicine• Facilities personnel using Plant Maintenance (PM)

SRM Shoppers Training - Revised April 2012

SRM Roles

Level SRM Role Role Description Corresponding SRM document

type

Department ShopperResponsible for creating a

“Shopping Cart” to purchase goods and/or services from a

particular supplierShopping Cart

Department / College / Unit Approver Approves Shopping Carts for their

department or area --

Department Confirmer Confirms physical receipt of goods in satisfactory condition

Goods Confirmation

Purchasing BuyerResponsible for university-wide

contracting processes for various commodities

Purchase Order

Accounts Payable -- Posts invoices against purchase

orders Invoice Receipt

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Training Requirements for SRM RolesRole Training Requirements

Shopper Shoppers must fulfill a two-part training requirement:

a. Attend MM_SRM_SHO_300 - Shopper training session sponsored by the Purchasing Division

b. Take and pass web-based training course MM_SRM_SPS_200 - Shopper Personal Settings

Approver Approvers are required to take and pass web-based training course MM_SRM_APP_300 – Approver via myUK Training System

Goods Confirmer Goods Confirmers are required to take and pass web-based training course MM_SRM_CON_300 - Goods Confirmations via myUK Training System

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Payment Request Document – Creator Training

Role CombinationsIn order to maintain checks and balances there is a limit on the number and structure of roles any one person may hold. The following matrix shows all permissible combinations

for various procurement roles within myUK.

The same person is not required to hold all roles within any one option. The combinations reflect the maximum roles within each option any one person may hold.

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SRM TerminologyTerm Definition

Shopping Cart The tool utilized by Shoppers to purchase goods and/or services

Attributes End user default components which flow into every Shopping Cart

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

Punchout Catalog Electronic catalogs located on external suppliers’ websites

UKY Catalog Electronic catalog inside the SRM environment containing items from multiple suppliers

Free Text Used when items are not available from electronic catalogs; entered from a supplier quote

Workflow Process by which documents route to users’ Inboxes within SRM

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Shopper Role OverviewThe Shopper role in SRM is responsible for creating a “Shopping Cart” to purchase goods and/or services from a particular supplier.

Shopping Carts are line item driven, thus allowing the Shopper to:

• In many cases order items from multiple suppliers in one cart• Assign multiple or split account assignments for each line item

Only one delivery address may be selected per Shopping Cart.

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SRM General Process Flow

Create Shopping Cart Approval

Purchase Order Sent to

Supplier

Goods Confirmation Invoice Posting

•The Shopper creates carts for items/services via various Shopping methods.

•Approval is the next step, after which a purchase order is placed with the supplier. Some types of carts have automatic approval.

•Goods Confirmations and invoice postings complete the process. Some types of carts have automatic goods confirmations and invoicing.

•Encumbrance (i.e., funds reservation) occurs when cart is approved.10SRM Shoppers Training - Revised April 2012

Personal Settings and Attributes

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Personal Settings OverviewPersonal Settings relate to the user’s employee data and are established via Site Navigation.

• Default information populates into this area based on data from Human Resources org structure.

• Personal Settings must be confirmed and setup for all roles during the first visit to SRM to ensure a successful Shopping experience.

SRM Shoppers Training - Revised April 2012

Payment Request Document – Creator Training

Login to myUK

3. Login to myUK using your AD and

password

2. Click myUK from the Link

Blue site

1. Click Link Blue from the UK Home Page

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Shopper Tab and Site Navigation

5. Click Settings

Site Navigation

4. Select the Shopper tab

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Personal Settings – Position Tab6. Click Edit to make changes

Data on left side of Position tab is

organization data and not to be edited

8. Email address is the only data on right side

to be edited

7. Form of Address is required

Note: Everything on the Position tab relates to the employee as an

individual. It is not the delivery address for shipment of goods.

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Personal Settings – User Account Tab

10. Confirm User ID and email address are correct and/or edit as necessary

9. Click User Account Tab

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Personal Settings - Designate Substitute ShoppersOptional: Substitute Shoppers are persons allowed to set-up, view and respond on behalf of another Shopper.

• Only Shoppers may designate, in their Personal Settings tab, their own Substitute Shoppers.

• Substitute Shoppers must have the Shopper role before they can be designated.

• Unless a Substitute Shopper is designated, no one will be able to create or view the Shopper’s Shopping Carts.

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Personal Settings - Designate Substitute Shoppers

Note: You are still on the User Account tab within

Personal Settings

1. Click the Possible Entries icon to locate and add a

Substitute Shopper

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Personal Settings - Designate Substitute Shoppers2. To conduct a search

enter last and first name of Substitute Shopper and

click OK

3. Highlight correct selection from search results

4. Click OK

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Personal Settings - Designate Substitute Shoppers

5. Enter date on which substitute role is to

begin

6. Enter date on which substitute role is to end or 12/31/9999 for indefinite

assignment

Note: For best results Substitute Shoppers should

designate each other the same.

Note: If you are designated as a

Substitute by another Shopper, that information will appear in the bottom section.

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Attributes OverviewAttributes are default components which populate into every Shopping Cart to facilitate a more efficient Shopping experience.

The following attributes can be set as defaults:• Account Assignment Category• Cost Center• Building Delivery Address• WBS Element

Not setting attributes will require manual entry of components for every Shopping Cart.

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Attribute – Account Assignment Category

2. Select Account Assignment Category as the Attribute type

The Account Assignment Category determines which type of account assignment will default into each Shopping Cart.

1. Return to Position tab

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Attribute – Account Assignment Category

3. Determine which type of Cost Assignment Category you most

frequently use and click the Standard radio button. Cost

Center will be the most common selection for most Shoppers.

Note: This task only selects the “type” of account assignment to default into each Shopping Cart. The actual cost center or WBS numbers are entered on the

following screens.

Important: Be sure not to check Deactivate for any

selections.

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Attribute – Cost Center1. Select Cost Center from the drop down menu to

assign a default Cost Center number

2. Select Logical System (there is only one choice) 3. Click Add Line

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Attribute – Cost Center

4. Enter the Cost Center number that you will use for most

purchases

If needed a search feature is available

through the Possible Entries icon

5. Click the Standard radio

button

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Attribute – Building Delivery Address1. Select Building Delivery Address drop down menu

The default building delivery address for all first-time

Shoppers is 322 Peterson Service Building. It must be

changed to your building address.

2. Click the Possible Entries icon to search and choose your building

delivery address

Note: If the building delivery address is not changed, any

Shopping Cart orders you place will be delivered to the Peterson

Building address.

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Attribute – Building Delivery Address

3. Locate your building address based on postal

speed-sort code. Highlight and click OK.

4. Click the Standard radio button

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Attribute – WBS Element

1. Select WBS Element from the Attribute dropdown menu

2. Select Logical System from the drop down list (there is only one choice)

Note: A WBS Element is a type of cost object for grants and capital

projects.

3. Click Add Line

If you frequently purchase goods or services charged to a WBS Element, you can also set a default WBS element to flow into your Shopping Carts.

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Attribute – WBS ElementIf needed a search feature is available

through the Possible Entries icon

4. Enter the WBS Element number that you will use for most

purchases

5. Click the Standard radio

button

7. Click Save when finished editing all Personal Settings

and Attributes

6. Click Check for errors

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Sign Off

IMPORTANT: Do not click the red “X” icon in the upper right hand corner of your screen to exit. Be sure to

click “Sign Off” link instead.

Click Sign off to end myUK session

SRM Shoppers Training - Revised April 2012

SRM Help Web Sites

• myHelp – MM & Purchasing Help web site: http://myHelp.uky.edu/rwd/HTML/MM.html – Contains Quick Reference Cards, updated and printable course manuals,

Reference Manual, etc.

• SRM Resource Page on Purchasing web site: http://www.uky.edu/Purchasing/srm.htm

• IRIS-MM web site: http://www.uky.edu/IRIS/MM

• SRM Assistance Email: SRMHelp@uky.edu

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