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Project Overview Admin Forum – September 16, 2010.

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Presentation on theme: "Project Overview Admin Forum – September 16, 2010."— Presentation transcript:

1 Project Overview Admin Forum – September 16, 2010

2 What is eProcurement? Why are we doing it? Who has been involved? How does it work? How do the different roles work? When is my area going to start using it? Opportunity for Q&A

3 What is eProcurement? e-Procurement is the use of electronic systems using internet technology to purchase goods and services, and process payments while reducing cost Why eProcurement? Directive from Chancellor’s Office / UNC-GA Financial Pressures – Need for Cost Savings Problems / Challenges with Current Process What is SciQuest? SciQuest is an online requisitioning, purchasing and settlement management tool featuring online catalogs designed to direct spend, maximize savings and simplify the ordering process

4 Reduce Cycle Time Eliminate Paper – Slows Down Process, Can’t Track Status Develop Consistent Processes Across Departments Use a Single Approval Hierarchy Use Electronic Workflow for Approvals Fully Utilize Available Technology Ensure the Right Controls are in the Right Place

5 Project “Core Team” Connie Bixler – Systems Development Scott Brechtel – Materials Management Gale Helms – Financial Data Control Annette Heller – Travel/Complex Payments Bill Pace – ITS Jerri Painter – Accounts Payable C.E. Pierce – ITS Tina Sheets – Financial Data Control Mike Shemancik – ITS (Project Manager) Project Board Randy Duncan Beth Hardin Susan Brooks Jay Dominick Ad Hoc Members (Invoice Processes) Kendra Cooks Carol Lee Heather McLendon Mary Alice Boyd John Ives Lucy Mullens

6 October 1 From Mike Shemancik, ITS to John Champion, Business Affairs

7 How Does It All Work?

8 Shopper Identifies the items to be purchased and initiates the purchasing process Requestor Provides additional information (FOAPAL, ship- to address) and formally submits a requisition Approver Approves requisitions for defined scenarios

9 The Approver Must Be an Individual Separate from either the Shopper OR Requestor



12 Review of Workflow See Separate PDF


14 System Functionality Wave 2 User Deployment 07/12 Online Requisitions / Catalogs / Forms Phase 1 Wave 1 Phase 2 AugustJulyOctoberSeptemberDecemberNovember 01/01 (est.) Invoicing/Receiving / Matching Wave 3Wave 4Wave 5Wave 6 January New Emps

15 Apply Lessons Learned from Early Waves to Improve User Experience and Process Efficiency Automation of User Provisioning Process Non Classroom-based Training What Will You Need To Do? Provide Revised Template with User/Role Information Complete Training Go Live Note: Banner Requisitioning No Longer Available Once a User is Live on 49er Mart

16 Additional Questions?

17 Hosted Fisher VWR Grainger Invitrogen Sigma-Aldrich Alphanumeric Systems Southern Business Communications Impact Plus Punch-Out Staples Dell MSC Industrial Supply Graybar Electric McMaster Carr Level 2 CDWG Gov Connection

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