Presentation on theme: "Automating E-Procurement and Payment to Maximize Savings …and Increase Productivity."— Presentation transcript:
Automating E-Procurement and Payment to Maximize Savings …and Increase Productivity
What is E-Procurement? Electronic procurement is the purchase of supplies and services via the internet. Transactions are completed electronically to maximize savings and increase productivity.
Partnership With IUC Former Chancellor, Eric Fingerhut Challenged us to collaborate with state- wide colleagues To partner on initiatives such as procurement To drive down costs associated with providing a quality higher education Institutions partnering with SciQuest: Ohio University, Bowling Green State University Miami University, Shawnee State University, Wright State University, Kent State University, Youngstown State University
Why BobcatBUY? Overall GOALS FOR Ohio University Negotiate discounts for OHIO Channel more spend to contracted suppliers to allow better leverage on price and terms Institutional and State-Wide savings with better direct spending Reduce PCard Usage Shift from PCard and Direct Payment to Purchase Order Reduce Risk
BobcatBUY Focus Groups The Project Team requested input from University departments by including them in Focus Groups. Focus Groups met three times with Sciquest consultants and Project Team to review the system. Focus Groups suggested enhancements that were configured and implemented in BobcatBUY. WHAT YOU SEE TODAY IS A RESULT OF THOUGHTFUL INPUT FROM YOUR PEERS.
Preferred Suppliers Includes links to OHIO service web sites
Catalogs - Hosted and Punchout Hosted Catalog Is an online version of the supplier's items included in OHIO’s contract. A Punchout Catalog Is an external link from within BobcatBUY to the supplier's web page created specifically for OHIO. I can find items easily in the new BobcatBUY system. I love shopping for my department now!!
Forms -Non-Catalog and Related A Non-Catalog Form or other form should be entered when a shopper cannot find the item from a hosted or punch-out catalog or the purchase is something that cannot be procured through an existing catalog.
Embrace the Form Add only one type of form to a shopping cart. You may add multiple forms to the same supplier in one shopping cart to represent different line items. Request To Add New Supplier Purchase Order Revision Form Direct Payment IMPORTANT: Only one Invoice may be attached to each Direct Payment Form at this time. Blanket Order Service Agreement Purchase Order Sub-Contract Agreement Purchase Order
BobcatBUY Features Three end-user roles: Shopper Requester Approver Approver Workflow: Once the shopping cart is complete, the shopper will assign the shopping cart to the requester for review. The requester submits the cart to the departmental account approver. The approver reviews the order and submits it electronically. Additional Workflow may apply for invoicing Workflow now BEFORE THE PURCHASE. Plan ahead.
Supplier Maintenance IRS requires current W9 or Substitute W9 (Our Payment Compliance Form – PCF) on file. Oracle contains nearly 90,000 suppliers currently, many with outdated PCFs. We are taking this opportunity to bring Supplier Database into compliance. OHIO is also reducing suppliers overall for better supplier management and negotiation ability. Please allow time for your PCF to be processed through your department and Finance. Plan ahead. The approvals now come before the purchase, not after.
The Entire Workflow Process A shopping cart is submitted and approved A purchase order is created and sent to the supplier The purchase order information is sent to Oracle The item/service is received and may require the end user to verify they received the goods/services The invoice is entered by Finance staff Notification is sent to Oracle to verify it is okay to pay the supplier
What is different about this? We have historically bought first and asked questions later and many policies, ORC and related codes, and Risk Management considerations have not been addressed. You may be asked to attach information such as supplier insurance, Bureau of Worker's Comp (in limited situations), or perhaps the existing contract to your requisition. Reducing risk and remaining in compliance is critical. Please plan ahead. Ohio University Payment Terms are net 30 days from the date of invoice. Not new- being enforced.
BobcatBUY – Other Information Supported Browser & Operating System information for both computers and mobile devices is linked to the Purchasing website. Verify that your internet browser is set to “always allow pop-ups from this site”. The system will automatically logoff after 20 minutes of inactivity. This is for security purposes and has been suggested by OIT Office of Security.
BobcatBUY – PCard & Concur Updates PCard, in the interim, will still be used for travel and other infrequent purchases. Modifications to the PCard and Travel Programs may include significant reduction in cards longer term and the use of personal cards or Individual Liability University issued cards for travel. Concur will continue be used as the travel reconciliation program. Process for Reimbursement to Employees will remain as it is currently. BobcatBUY is to be used for suppliers of goods and services.
BobcatBUY Training Documents Need Assistance: Call:
Agenda User Profile (we will add some defaults to our profile) Shopping & Cart (shop & edit our shopping cart ) Break – 5 minutes Cart & Assign (review the cart & assign it to the requester) Receiving & Service Invoice Workflow Demos Break about 2.5 hrs..Shoppers may leave) Requester (review the cart & submit the requisition for approval) Approver (the dept account approver will approve the requisition)
Project Team Laura Nowicki, Director of Procurement Services Melanie Glassmire, Assistant Director E-Business Solutions Regina Rider, OIT Academic Technologies Jewell Barlow, OIT Academic Technologies
Training Class: Please follow the trainer in each task performed on the BobcatBUY System. If you get behind please get help from one of the other trainers in the room. We need everyone to be on the same screen in order to complete the cart processing.
Training Class: Class Reminders: Please silence cell phones. Please step outside if you need to make a call. Class Introductions: Your Name and Department