1. Introduction to ePro and the GeorgiaFIRST Marketplace 1© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

2. Objectives Identify the purpose of eProcurement (ePro) Identify the purpose of the GeorgiaFIRST Marketplace Detail the process flow of Marketplace Requisitions List roles involved with ePro and the GeorgiaFIRST Marketplace 2© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

3. What is ePro? PSFIN module for requisition creation and management – Request goods and services Electronic approvals via Workflow ePro Requisitions are routed to various approvers, are budget checked, and then sourced into Purchase Orders 3© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

4. ePro Requisitions Marketplace Requisitions – Contract/Catalog items selected from the GeorgiaFIRST Marketplace Special Request Requisitions – Non-contract/catalog items manually entered onto requisition 4© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

5. What is the GAFirst Marketplace? Online catalog system accessed from PSFIN SciQuest is the managing company of the Marketplace Shop online from State, USG, and Institution- approved suppliers/contracts 5© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

6. Types of Catalogs in Marketplace Hosted Catalogs – Online version of a supplier’s printed catalog Punch-out Catalogs – Integrated external links to a supplier’s web-based catalog dedicated to contract items/pricing 6© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

7. Process Flow Shopper logs into PSFIN Shopper enters GAFIRST Marketplace Shopper searches for and selects items for their Shopping Cart Shopper assigns cart to default Requester System notifies Requester of cart assignment via email Requester enters PSFIN and begins creation of requisition in ePro Requester enters GAFIRST Marketplace and retrieves cart Requester makes any necessary updates to shopping cart Requester “issues requisition” to pull cart into ePro 7© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

8. Process Flow Requester inputs Shopper’s User ID onto Requisition Requester makes updates to Distribution/Schedule information if needed Requester previews approvals and inserts ad hoc approvers if necessary Requester submits requisition for approval; system notifies approver(s) via email Approvers log into PSFIN Core to access Worklist Approvers can approve or deny requisition; some can make edits Once fully approved, requisition is available for further processing; shopper is notified via email Marketplace Requisition can be fully processed through SCIQUEST batch job (run 5x each day) After item(s) is delivered, receipt is created in PSFIN 8© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

9. Roles Involved – Shoppers Can search for and select items in the GeorgiaFIRST Marketplace Assign carts to Requesters 9© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

10. Roles Involved – Requesters Create Marketplace Requisitions from assigned carts and from their own carts Create Special Request Requisitions Manage requisitions by editing or canceling View where requisition is in its lifecycle May be responsible for completing their own Desktop Receiving 10© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

11. Roles Involved – Approvers UWG has identified Workflow stages and paths Minimum approval required by Department and Project Managers (if project Chartfield is included) Special approvals for different commodities will also be required (i.e. IT/AV, chemicals and assets) 11© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

12. Summary Identified the purpose of eProcurement (ePro) Identified the purpose of the GeorgiaFIRST Marketplace Detailed the process flow of Marketplace Requisitions Listed roles involved with ePro and the GeorgiaFIRST Marketplace 12© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

13. Being a Shopper in the GeorgiaFIRST Marketplace 13© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

14. Objectives Define Shopper responsibilities Identify tasks necessary to begin shopping in the GeorgiaFIRST Marketplace Navigate the GeorgiaFIRST Marketplace Home Page 14© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

15. What does a GeorgiaFIRST Marketplace Shopper do? Responsible for shopping for contract/catalog items in the Marketplace in support of their office/department After selecting items for a cart, Shoppers then assign the cart to their Requester Each Shopper should have at least one Requester specified Requester creates requisition from cart and submits it for approval through Workflow 15© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

16. What does a GeorgiaFIRST Marketplace Shopper do? If a requisition is denied, you may receive the email notification – If so, forward it to your Requester – Work with your Requester to determine if you are allowed to make corrections and resubmit it 16© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

17. Entering the GeorgiaFIRST Marketplace Enter through the Self-Service Portal Also known as the Travel Portal Click on the GeorgiaFirst Marketplace Link To exit the Marketplace, click a PeopleSoft link or Sign Out link © 2011 Board of Regents of the University System of Georgia. All Rights Reserved17

18. Entering the GeorgiaFIRST Marketplace © 2011 Board of Regents of the University System of Georgia. All Rights Reserved18

19. Entering the GeorgiaFIRST Marketplace © 2011 Board of Regents of the University System of Georgia. All Rights Reserved19

20. Entering the GeorgiaFIRST Marketplace © 2011 Board of Regents of the University System of Georgia. All Rights Reserved20

21. Activity: Enter the GeorgiaFIRST Marketplace Log into PSFIN – Self Service Portal Select GeorgiaFIRST Marketplace Link Select the GeorgiaFIRST Marketplace button Security window will pop-up…Click “Show All Content.” © 2011 Board of Regents of the University System of Georgia. All Rights Reserved21

22. Getting Started as a Shopper Know who your Default and Back Up Requesters are Verify your personal information in the Marketplace – Notify your ePro Admin if it is incorrect View “My Profile” (name drop down) > User’s Name, Phone Number, Email, etc. 22© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

23. Activity: Verify Profile Information 23© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

24. Specify Default Requester You will be able to set up a requester that all carts will default to Good idea to have a back-up Requester as well View My Profile > User Information and Settings > Show All > Cart Assignees 24© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

25. Activity: Specify Default Requester 25© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

26. Activity: Specify Default Requester © 2011 Board of Regents of the University System of Georgia. All Rights Reserved26

27. Activity: Specify Default Requester © 2011 Board of Regents of the University System of Georgia. All Rights Reserved27

28. Marketplace Home Page 28© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

29. Summary Defined Shopper responsibilities Identified tasks necessary to begin shopping in the GeorgiaFIRST Marketplace Navigated the GeorgiaFIRST Marketplace Home Page 29© 2011 Board of Regents of the University System of Georgia. All Rights Reserved

30. Searching and Selecting Items in the Marketplace 30© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

31. Objectives Perform a basic search in the GeorgiaFIRST Marketplace Define Product Categories in the GeorgiaFIRST Marketplace Use the Advanced search in the GeorgiaFIRST Marketplace Identify how to browse by category Identify how to browse by supplier Identify how to search for items from the Purchasing showcase 31© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

32. Objectives (cont) Identify how to use the filter results to narrow down search results Add items to your shopping cart from the Search Results page Add items to your shopping cart from Product Description Add items to your shopping cart from Product Comparison page Add items to your shopping cart from a punch- out supplier 32© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

33. Basic Search in the Marketplace Completed in the “Shop at the Top” section Similar to a Google-type search Keywords that you enter will be used to search all item fields, including product name, description, SKU number, supplier and manufacturer name After entering a keyword(s), click the Go button to initiate the search 33© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

34. Basic Search in the Marketplace 34© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

35. Marketplace Product Categories Use to help narrow down your search results Select via drop down list 35 © 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

36. Advanced Search in the Marketplace Select the Advanced Search link Can still use product category Under “Find Results that Have”: – All of these words; Part number of SKU; Supplier; Manufacturer Name Under “Other Options”: – Exact Phrase; Any of these Words; Exclude Words 36© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

37. Advanced Search in the Marketplace 37© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

38. Advanced Search in the Marketplace 38© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

39. Browse by Category May be helpful if you do not know exactly what you are looking for and want to see all items under a particular category Select browse by “category” Expand categories and sub-categories by clicking on the (+) sign To see all items under a categories and its sub- categories, click the “View all items under the sub-category” link 39© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

40. Browse by Category 40© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

41. Browse by Category 41© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

42. Browse by Supplier Similar to browsing by category, but can narrow down supplier first Select Browse by “Suppliers” link Below supplier’s information, search through all product categories that apply to the Supplier View/expand categories in the same way you did with Browse by Category 42© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

43. Browse by Supplier 43© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

44. Browse by Supplier 44© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

45. Filter Results After searching or browsing, all matching items will be listed on Product Results page Use Filter Results option to narrow down your results Can add an additional search keyword to be applied to the existing search results Can filter by: – Custom Attribute – Product Flag – Supplier – Category – Packaging UOM – Manufacturer Name 45© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

46. Filter Results 46© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

47. Filter Results Click a single link to filter by one option 47 © 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

48. Filter Results Select the filter icon (funnel with green plus sign) to select multiple options 48 © 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

49. Demonstration for Filters Demonstration of searching for a blue ink pen at the Shop at the Top and using filters. © 2011 Board of Regents of the University System of Georgia. All Rights Reserved.49

50. Add Items from Product Results Page From Product (or Search) Results page – Enter quantity you want to request – Click the Add to Cart button Shopping Cart will update (view Shopping Cart link at top of page) 50© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

51. Add Items from Product Results Page 51© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

52. Add Items from Product Description To see more details about an item, click the item name to see the product details Can see Supplier, Manufacturer, price, UOM, product details, supplier details To add the item, enter the quantity requested and select “Add to Active Cart”; then click Go 52© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

53. Add Items from Product Description 53© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

54. Add Items from Product Description 54© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

55. Add Item from Product Comparison Use the Product Comparison function to compare multiple items from one search on the same page Can compare any items from a hosted or self- managed catalog Select the “compare” link To view comparison, select “Compare Selected” button 55© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

56. Add Item from Product Comparison 56© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

57. Add Item from Product Comparison 57© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

58. Add Items from Punch-Out Supplier Each punch-out supplier’s website will be different Click the punch-out supplier’s logo to enter their site Use the punch-out’s search function Create order/requisition/shopping cart within the punch-out – Not actually placing an order, but returning your items to the Marketplace shopping cart Make all updates to Punch-Out items while still in the punch-out supplier’s website 58© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

59. Add Items from Punch-Out Supplier 59© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

60. Demonstration Demonstration on searching for the blue ink pen in the Office Max catalog. © 2011 Board of Regents of the University System of Georgia. All Rights Reserved.60

61. Summary Performed a basic search in the GeorgiaFIRST Marketplace Defined Product Categories in the GeorgiaFIRST Marketplace Used the Advanced search in the GeorgiaFIRST Marketplace Identified how to browse by category and supplier Identified how to search for items from the Purchasing showcase 61© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

62. Summary (cont) Identified how to use the filter results to narrow down search results Added items to your shopping cart from: – Search Results page – Product Description – Product Comparison page – Punch-out supplier 62© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

63. Assigning a Shopping Cart to a Requester 63© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

64. Objectives Identify how to retrieve your shopping cart Identify how to update the shopping cart Identify how to update items from a punch- out supplier Assign a cart to a requester 64© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

65. Retrieving the Shopping Cart Two ways to open the shopping cart page: – Select the Carts icon, and then select My Carts & Order and then the Open My Active Shopping Cart link – Select the Cart Summary link at top right corner Once shopping cart page is displayed, you can rename the cart if you wish. – The default cart name is the date the cart was initiated plus your userid. – After renaming the cart, click the update button. 65© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

66. Retrieving the Shopping Cart 66© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

67. Retrieving the Shopping Cart 67© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

68. Retrieving the Shopping Cart 68© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

69. Updating the Shopping Cart Can make various updates to your shopping cart To remove an item, click its Remove button To update the quantity, input the new quantity and click the Update button (except for Punch-Out items) If you want to shop and add more items, click the Continue Shopping link To empty your cart of all items, click the Empty Cart button To create a printer-friendly copy of your cart, select the printer icon 69© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

70. Updating the Shopping Cart 70© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

71. Updates to Punch-Out Supplier Items Items from punch-out suppliers are listed separately Some punch-out suppliers will allow you to update quantities directly in the shopping cart; others will not If you wish to add additional items from the same punch-out supplier, use the Modify Items link if available Some punch-out suppliers will not let you do any modification 71© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

72. Assigning the Cart to a Requester When you are ready to assign the cart, click the Assign Cart button In the Assign Cart pop-up – Your default (preferred) requester will be listed – If you are assigning your cart to your default requester, there is nothing you need to do to select him/her – To select a requester other than your default, use “Select from profile values” link – To select a requester not added to your profile, use “Search for an assignee” link 72© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

73. Assigning the Cart to a Requester To send a note to your Requester, include your comments in the Note to Assignee box – This information will be included on the email notification sent to the Requester If you need to specify a different Ship To location or Chartstring (other than your default), you must indicate it in the Note to Assignee box 73© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

74. Assigning the Cart to a Requester 74© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

75. Assigning the Cart to a Requester 75© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

76. Assigning the Cart to a Requester 76© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

77. Assigning the Cart to a Requester 77© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

78. Demonstration Assign Cart to Default Requester © 2011 Board of Regents of the University System of Georgia. All Rights Reserved.78

79. Activity Assign the shopping cart created in Lesson 3 to your default requester. © 2011 Board of Regents of the University System of Georgia. All Rights Reserved.79

80. Summary Identified how to retrieve your shopping cart Identified how to update the shopping cart Identified how to update items from a punch- out supplier Assigned a cart to a requester 80© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.