SRM Shoppers PowerPoint REV

Supplier Relationship Management

Shopper Personal Settings MM_SRM_SPS_200

SRM Shoppers Training - Revised April 2012What is SAP?SAP (Standards, Applications, and Products) is the Enterprise Resource Planning (ERP) software that drives the Universitys 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.

2SRM Shoppers Training - Revised April 2012HR_PA_310 Personnel Admin Actions - LSO V1Definition of SRMSupplier Relationship Management (SRM) is an SAP product that facilitates e-procurement via a web-based platform. It is the Universitys 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.3SRM Shoppers Training - Revised April 2012HR_PA_310 Personnel Admin Actions - LSO V1Who 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 HealthCareCollege of MedicineFacilities personnel using Plant Maintenance (PM)4SRM Shoppers Training - Revised April 2012SRM RolesLevelSRM RoleRole Description

Corresponding SRM document typeDepartmentShopperResponsible for creating a Shopping Cart to purchase goods and/or services from a particular supplierShopping CartDepartment / College / UnitApproverApproves Shopping Carts for their department or area--DepartmentConfirmerConfirms physical receipt of goods in satisfactory conditionGoods ConfirmationPurchasingBuyerResponsible for university-wide contracting processes for various commoditiesPurchase OrderAccounts Payable--Posts invoices against purchase ordersInvoice Receipt5SRM Shoppers Training - Revised April 2012HR_PA_310 Personnel Admin Actions - LSO V1Training Requirements for SRM RolesRoleTraining RequirementsShopperShoppers must fulfill a two-part training requirement:

Attend MM_SRM_SHO_300 - Shopper training session sponsored by the Purchasing DivisionTake and pass web-based training course MM_SRM_SPS_200 - Shopper Personal Settings

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

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

6SRM Shoppers Training - Revised April 2012Role CombinationsPayment Request Document Creator TrainingIn 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.7HR_PA_310 Personnel Admin Actions - LSO V1SRM TerminologyTermDefinitionShopping CartThe tool utilized by Shoppers to purchase goods and/or servicesAttributesEnd user default components which flow into every Shopping CartPOWLPersonalized Object Work List, a.k.a. , dashboard serves as the Shoppers home or starting point and contains queries, document history, etc.Punchout CatalogElectronic catalogs located on external suppliers websitesUKY CatalogElectronic catalog inside the SRM environment containing items from multiple suppliersFree TextUsed when items are not available from electronic catalogs; entered from a supplier quoteWorkflow

Process by which documents route to users Inboxes within SRM8SRM Shoppers Training - Revised April 2012HR_PA_310 Personnel Admin Actions - LSO V18Shopper 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 cartAssign multiple or split account assignments for each line item

Only one delivery address may be selected per Shopping Cart.9SRM Shoppers Training - Revised April 2012SRM General Process FlowThe 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 2012HR_PA_310 Personnel Admin Actions - LSO V1Personal Settings and Attributes

11SRM Shoppers Training - Revised April 2012HR_PA_310 Personnel Admin Actions - LSO V1Personal Settings OverviewPersonal Settings relate to the users 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.

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Login to myUKPayment Request Document Creator Training

3. Login to myUK using your AD and password2. Click myUK from the Link Blue site1. Click Link Blue from the UK Home Page13

Shopper Tab and Site Navigation5. Click Settings Site Navigation4. Select the Shopper tab14SRM Shoppers Training - Revised April 2012

Personal Settings Position Tab6. Click Edit to make changesData on left side of Position tab is organization data and not to be edited8. Email address is the only data on right side to be edited7. Form of Address is requiredNote: Everything on the Position tab relates to the employee as an individual. It is not the delivery address for shipment of goods.15SRM Shoppers Training - Revised April 2012

Personal Settings User Account Tab10. Confirm User ID and email address are correct and/or edit as necessary9. Click User Account Tab16SRM Shoppers Training - Revised April 2012Personal 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 Shoppers Shopping Carts. 17SRM Shoppers Training - Revised April 2012

Personal Settings - Designate Substitute ShoppersNote: You are still on the User Account tab within Personal Settings1. Click the Possible Entries icon to locate and add a Substitute Shopper18SRM Shoppers Training - Revised April 2012

Personal Settings - Designate Substitute Shoppers2. To conduct a search enter last and first name of Substitute Shopper and click OK3. Highlight correct selection from search results4. Click OK19SRM Shoppers Training - Revised April 2012

Personal Settings - Designate Substitute Shoppers5. Enter date on which substitute role is to begin6. Enter date on which substitute role is to end or 12/31/9999 for indefinite assignmentNote: 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.20SRM Shoppers Training - Revised April 2012Attributes 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 CategoryCost CenterBuilding Delivery AddressWBS Element

Not setting attributes will require manual entry of components for every Shopping Cart.21SRM Shoppers Training - Revised April 2012

Attribute Account Assignment Category2. Select Account Assignment Category as the Attribute typeThe Account Assignment Category determines which type of account assignment will default into each Shopping Cart.1. Return to Position tab22SRM Shoppers Training - Revised April 2012

Attribute Account Assignment Category3. 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.23SRM Shoppers Training - Revised April 2012

Attribute Cost Center1. Select Cost Center from the drop down menu to assign a default Cost Center number2. Select Logical System (there is only one choice)3. Click Add Line24SRM Shoppers Training - Revised April 2012

Attribute Cost Center4. Enter the Cost Center number that you will use for most purchasesIf needed a search feature is available through the Possible Entries icon5. Click the Standard radio button25SRM Shoppers Training - Revised April 2012

Attribute Building Delivery Address1. Select Building Delivery Address drop down menuThe 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 addressNote: If the building delivery address is not changed, any Shopping Cart orders you place will be delivered to the Peterson Building address.26SRM Shoppers Training - Revised April 2012

Attribute Building Delivery Address3. Locate your building address based on postal speed-sort code. Highlight and click OK.4. Click the Standard radio button27SRM Shoppers Training - Revised April 2012

Attribute WBS Element1. Select WBS Element from the Attribute dropdown menu2. 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 LineIf 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.28SRM Shoppers Training - Revised April 2012

Attribute WBS ElementIf needed a search feature is available through the Possible Entries icon4. Enter the WBS Element number that you will use for most purchases5. Click the Standard radio button7. Click Save when finished editing all Personal Settings and Attributes6. Click Check for errors29SRM Shoppers Training - Revised April 2012

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 session30SRM Shoppers Training - Revised April 2012SRM Help Web SitesmyHelp 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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