1. CAS Supplier Summit Presentation
2009

2. Agenda What is CAS? CAS Process Overview Benefits of CAS Plan
Service Contract Cycle
Benefits of CAS
Plan
Training Plan
Data Conversion Plan
Transition Plan
Implementation Plan
CAS Support
Comments & Questions
Supplier Breakout Session

3. What is CAS?
CAS (Contract Administration System) is the new global online system for contract requests and administration of contracts
Users can track the status of contract requests, contract budget, service orders, service receipts, and service invoices
Suppliers will be paid correctly and timely (if instructions are followed)

4. Service Contract Cycle
Initiation
Management
Payment
Emphasize
Authorization
of Service Commitments
Actualization & Efficient Management of Service Commitments
Correct & Timely
Service Payments
Contract
Request
Contract
Service
Order
Service
Receipt
Proforma
Invoice
Contractor
Invoice
Contractor Invoice
Contractor Invoice match PI number and amount.
Contractor to contact the person listed as “contact”

5. Service Contract Cycle
Initiation
Management
Payment
Emphasize
Authorization
of Service Commitments
Actualization & Efficient Management of Service Commitments
Correct & Timely
Service Payments
Contract
Request
Contract
Service
Order
Service
Receipt
Proforma
Invoice
Contractor
Invoice
Business Process:
Contract Request
1. FCX identifies need for a service and end user enters Contract Request
Contract
2. FCX issues Contract to the Supplier

6. Service Contract Cycle
Initiation
Management
Payment
Emphasize
Authorization
of Service Commitments
Actualization & Efficient Management of Service Commitments
Correct & Timely
Service Payments
Contract
Request
Contract
Service
Order
Service
Receipt
Proforma
Invoice
Contractor
Invoice
Business Process:
Service Order (SO)
1. FCX generates SO against the Contract and notifies Supplier to commence work
2. Supplier completes work
Receipt of Services
3. FCX confirms work has been completed and updates work completed in CAS
Contractor Invoice
Contractor Invoice match PI number and amount.
Contractor to contact the person listed as “contact”

7. Service Contract Cycle
Initiation
Management
Payment
Emphasize
Authorization
of Service Commitments
Actualization & Efficient Management of Service Commitments
Correct & Timely
Service Payments
Contract
Request
Contract
Service
Order
Service
Receipt
Proforma
Invoice
Contractor
Invoice
Business Process:
Proforma Invoice (PI)
1. CAS generates a PI based upon Receipt of Services
2. PI is ed to Supplier
Contractor Invoice
3. Supplier receives and reviews PI prior to invoicing FCX
4. If PI matches Contractor Invoice:
• Contractor sends invoice to FCX (Invoice must reference FCX’s PI No. and match amount)
• FCX receives invoice & pays Supplier
5. If PI does not match Invoice:
• Reconciliation required prior to invoicing
Contractor Invoice
Contractor Invoice match PI number and amount.
Contractor to contact the person listed as “contact”

8. Service Contract Cycle
Initiation
Management
Payment
Emphasize
Authorization
of Service Commitments
Actualization & Efficient Management of Service Commitments
Correct & Timely
Service Payments
Contract
Request
Contract
Service
Order
Service
Receipt
Proforma
Invoice
Contractor
Invoice
Business Process:
Contract Request
1. FCX identifies need for a
service and end user
enters Contract Request
Contract
2. FCX issues Contract to
the Supplier
Business Process:
Service Order (SO)
1. FCX generates SO against
the Contract and notifies
Supplier to commence work
2. Supplier completes work
Receipt of Services
3. FCX confirms work has been
completed and updates work
completed in CAS
Business Process:
Proforma Invoice (PI)
1. CAS generates a PI based upon
Receipt of Services
2. PI is ed to Supplier
Contractor Invoice
3. Supplier receives and reviews PI
prior to invoicing FCX
4. If PI matches Contractor invoice:
• Contractor sends invoice to FCX
(Invoice must reference FCX’s PI No.)
• FCX receives invoice & pays Supplier
5. If PI does not match invoice:
• Reconciliation required prior to invoicing
Contractor Invoice 3.
Contractor Invoice match PI number and amount.
Contractor to contact the person listed as “contact”

9. Benefits of CAS Supplier Benefits
Less reconciliation effort due to proforma validation prior to invoicing
Match between Contractor Invoice and Proforma Invoice prompts automatic load of invoice with timely and accurate payment to supplier
Improved communication with FCX on contract milestones such as upcoming expiration dates
Direct communication with FCX End User for contract transactions and services rendered

10. Data Conversion Plan
Active Contracts, Service Orders, and Invoices will be converted into the new system
No action is required by supplier for conversion
To ensure FCX has correct addresses for existing Service Orders, Suppliers should fill out form before leaving summit today
All invoices that are approved for payment in Ellipse prior to the go-live date will be loaded into CAS
Existing invoices converted
All invoices that are not approved in the Ellipse system by the go-live date will be backed out of Ellipse and loaded into CAS after they are validated by the approver
Therefore, it is imperative for the end users to clear their invoice approval queues before the go-live date.

11. Transition Plan
Suppliers should work with FCX users to get open invoices approved prior to Go-Live Date
Services performed prior to Go-Live Date can still be invoiced with Service Order Number
Services performed after Go-Live Date must include Proforma Invoice Number
Invoices without a PI number will be returned to Supplier (to listed on Contractor invoice)
Invoices with mismatch will be sent to Supplier and Contract Responsible for resolution
All invoices that are approved for payment in Ellipse prior to the go-live date will be loaded into CAS
Existing invoices converted
All invoices that are not approved in the Ellipse system by the go-live date will be backed out of Ellipse and loaded into CAS after they are validated by the approver
Therefore, it is imperative for the end users to clear their invoice approval queues before the go-live date.

12. Training Plan Step 1 Step 2 Step 3 Supplier Summit Meetings
Quick Reference Guide
Service Contract Hierarchy
Sample Service Order
Sample Proforma Invoice
Invoice Submission
Invoice Inquiry
Discrepancy Resolution
Step 3
Contact Local Contract Administration Team

13. Implementation Plan Supplier Summits: July 13th – 28th
FCX User Training:  July 7th – August 15th
North America Go-Live: August 17th

14. CAS Support
General questions about the CAS project can be ed to the
CAS training material
(Electronic version of Supplier Quick Reference Guide)
Will be posted shortly at
If needed earlier contact Veronica Rosell at

15. Comments
&
Questions

16. Supplier Breakout Session

17. Service Contract Hierarchy
End
User
Contract Administrator
End
User
Contract Responsible
CAS
Supplier
Contract Request(s)
Service Agreement
Service Order
Service Receipt
Proforma Invoice
Contractor Invoice
Service Receipt
Service Order
Service Order
End user will create contract request
Contract Admin will determine which see if an existing service MSA exists and create a supplement agreement to that MSA or
CA will create a new MSA AND a supplement agreement or
CA will create a stand alone service agreement.
End user will then create one or multiple Service Order against the contract
Once work is completed, Contract responsible will enter service receipt in CAS. Multiple service receipts can be entered against a contract, as long as the SO amount is not exceeded.
CAS will auto generate one PI per Service Receipt which will be ed to supplier.
Supplier must invoice 1 invoice for every PI. Multiple invoices to 1 PI is not allowed.
Service Orders can have multiple Service Receipts
Each Service Order will have a Contract Responsible person who is designated as the person that will approve Service Receipts for that Service Order and resolve invoice discrepancies.
Contract Responsible and End User will often be the same person
Multiple End Users can create multiple Service Orders against a contract
Once Service Receipt is created CAS will automatically generate one Proforma Invoice, and Supplier will only be allowed to submit one invoice for each Proforma Invoice.
Supplier will not be able to combine several invoices into one. Supplier invoice must match Proforma Invoice amount.
However, if Supplier believes Proforma Invoice is incorrect. Supplier should contact person listed on the Proforma Invoice to resolve discrepancy.

18. Sample Service Order (Work Authorization)
FCX contact to resolve discrepancies

19. Sample Proforma Invoice
Contractor Invoice must include PI number & match amount
Proforma Invoice will be sent to listed

20. Invoice Submission Contractor Invoices
Must include Proforma Invoice Number
(Invoices without a PI number will be rejected)
Should include Supplier’s address
Must match amounts from Proforma Invoice
Does not need to have Service Order listed
Should be submitted to

21. Invoice Inquiry Approved Invoices Unapproved Invoices
Status can be viewed in VIP portal at
Unapproved Invoices
Status will not be visible through VIP Portal
Questions regarding unapproved Invoices can be directed to:
Phone:
Fax:

22. Discrepancy Resolution
Discrepancy resolution should take place before Supplier submits invoice
If Supplier submits an invoice with a PI number, but it does not match PI, the following steps will be taken:
Invoice will be loaded but not paid
Contract Responsible person will be notified of discrepancy
Contract Responsible can choose to:
Reject Invoice - Supplier will be notified and will need to send corrected invoice
Modify Service Receipt in the system and approve invoice
Create a new Service Receipt/Proforma Invoice and tie the invoice to the new PI
If Contract Responsible modifies or creates a new service receipt, then Contract Responsible has the option to send the revised Proforma Invoice to the supplier.
A modified PI will still contain the same PI number but different version number
A new Proforma Invoice will contain a new Proforma invoice number
Talking points
Return to Training Plan