Presentation on theme: "State of Kansas Strategic Sourcing January 2015"— Presentation transcript:
1 State of Kansas Strategic Sourcing January 2015 Fit Gap SessionsState of KansasStrategic SourcingJanuary 2015
2 Agenda Introductions Objectives Schedule Fit Gap Discussion Global Enhancements with 9.2Enterprise Search (Confirm the areas where it will be utilized)Business Process Deltas between 9.0 and 9.2Online Review / Offline ReviewConfirm new functionality that should be explored for system designWorkflowIf applicable – Confirm whether AWE or Virtual Approver will be usedInterfacesRetrofit / EliminateCustomizationsReportsSecurityBatch ScheduleDiscussion
4 ObjectivesAnalyze the deltas between current Business processes and version 9.2.Identify GapsConfirm Inventory of Interfaces, Customizations and Reports.Facilitate the next stage – Design and ConfigurationA list of potential post upgrade improvements requiring new or changed configuration and business process that cannot be implemented now due to upgrade constraints.
5 Schedule Subject Date Time Topics ePro/Purchasing Part 1 Tuesday, January 20, 20159: :00Global Enhancements, Supplier Administration Center, Bidder Registration, Create/Modify Events, Event Workbench/Analyze Events, Award Events
6 Global Enhancements Oracle Secure Enterprise Search (SES) Provides global search capabilities that enables the user to take action from search results without navigating through the menus thereby increasing productivitySES is implemented through the PeopleSoft Search Framework. The PeopleSoft Search Framework replaces the Verity search engine and provides a standard method to create search indexes for PeopleSoft applicationsSES indexing is available in these areas of PS FSCMAssets, Expenses, Journals, Payments, Procurement Contracts, Purchase Orders, Receiving in Purchasing, Requisitions in Purchasing and eProcurement, Strategic Sourcing Events, Suppliers, Supplier Conversations, Vouchers
10 Global Enhancements Pivot Grids Based on PS Query results that display results in an Excel-like pivot table, chart, or grid.Interactive analytical grids and chartsAccessible through pagelets added to a users Home Page, Work Center and Dashboards
11 Global Enhancements Embedded Help Use Help Icon (?) Explains how to perform a specific taskMessage modal window can be moved
12 Global EnhancementsAccessible with Apple Ipad and other tablet devicesCertified on Safari browser running IOS version 4.2 or laterEnables view to virtually all of the PS application pagesUse with mobile devices
13 Business ProcessesSupplier Administration Center and Registration DashboardConsolidate and centralize access to relevant data based on user roles and permissions. For example, an administrator can review pending supplier, bidder, and user account registration requests and alerts that require action. The FSCM 9.2 WorkCenters will deliver four standard pagelets – My Work, My Links, Queries, and Reports and ProcessesDashboard AnalyticsIntroduces Dashboard Analytics for Live Events. Users are able to access bid history charts directly from the dashboardAuthor RFx DocumentProvides the ability to author and RFx document at during event creationOption to Suppress Creation of PDF Event FileDelivers a new option to suppress the creation and submission of the PDF that is created during the Event Post processLine DefaultsProvides the capability for line defaults enhancements during event creation to allow defining bid factors to be provided by default to all lines
14 Business Processes – Supplier Administration Center
19 Business Processes Bundle Discount Pricing Enables bidders to provide bundled discount pricing by grouping multiple event lines. When an event line grouping is awarded to a vendor, the line grouping will be carried forward to the subsequent procurement contract or purchase order, providing full visibility into line grouping usage and pricingCentralized Event Documents and AttachmentsProvides a centralized page for viewing attachments and documents associated to an event, accessible to event creators and buyersBid package files & header attachments are consolidated within one access link and all line attachments are consolidated within another, allowing for access to all attachments on one page.Improved Event Collaboration SecurityIntroduces a new Event Collaboration menu item which controls access to events to which collaborators should have accessNew Bidding Home PageProvides a new Bidding Home Page that lists the most likely actions bidders take within the supply-side of Strategic SourcingThis page will be the first page bidders access after being invited to an event
21 Business Processes – Collaboration Details Event Collaboration – Select Collaborators and Routing Sequence
22 Business Processes – Line Grouping Bundle Pricing
23 Business Processes Amount Only Requisitions (Pain Point when Awarding) Create Event by copying requisitionSets the Bid Quantity Rule to “Not Applicable” thereby allowing multiple awards
24 Business Processes Bidder Contact Security When buyers invite a bidder to bid on a sourcing event, the default contact is associated to that bidder on a invitationBuyers may manually choose to invite a different contact for the bidderPreviously on supplier facing pages all bidder contacts could view the eventBidder Contact Security enhancement provides the capability to restrict access such that only the bidder contact specified on the invitation is able to view the event, place bids and view bidding activityConfigurable Bidder Search CriteriaProvides organizational search criteria which may include Supplier Master attributes such as Small Disadvantaged Business Program, Veteran Owned Small Business, HUB Zone Program, etc.Filter Criteria for Event WorkbenchProvides a new Only Show Active Events option in Event WorkbenchOption when selected filters out all events with a status of Awarded, Not Awarded or Canceled.
26 Business Processes Offline Analysis Provides capabilities for offline analysis by allowing offline event analysis and upload capabilitiesUsability & Performance EnhancementsProvides several usability and performance enhancements to the analysis and awarding of events. More bids can be viewed on the analysis pages and the award and analysis pages have been separated to allow for separation of dutiesNew Next Line & Previous Line Options in event Creation & Analyzing Events ComponentsSegregation of DutiesSplit Bid Analysis introduces the ability to group bid factors separately to support the segregation of duties within an organization and can be enabled during Event Collaboration and Analysis CollaborationFor example, organizations may want one bid factor group to contain item information that business users can review and another financial users bid factor group that can review price, supplier’s credit score, and shipping costs. Segregation of duties with the configurable bid factor groups prevents technical users from having access to financial data and vice versa, and it ensures that technical components are evaluated before cost components.Routing to collaborators can be either parallel or sequential
27 Business ProcessesUsability & Performance Enhancements – View more bids and Analysis page separated from Award page
28 Business Processes Collaborator Comments During Analysis Collaborator comments during the analysis of header and line bid factors are viewable by the event ownerProvides added benefit of capturing information that may be useful for the individuals who are determining final award allocation.Carry Configurable Profile Questions onto the Supplier MasterMaintains the configurable profile question responses into the supplier master at the time of award. Having visibility and access to the configurable profile questions in the supplier master gives users the ability to track and report against the information and manually update the data for accuracyRestrict Award Transaction TypesProvides a configuration option to restrict the award of different transaction types including purchase orders, PO contracts, or Release to Single PO ContractUser preferences can be configured to award only certain types of transactionsSupplier Creation/Approval before AwardProvides organizations the option to allow the department that manages supplier maintenance, to create and approve the supplier before awardHelps ensure policy compliance and controls within your organization.
29 Business ProcessesSupplier Approval Required before Award
30 Business Processes Self Service Registration for Bidders and Suppliers Step-by-step registration process for new suppliers and bidders can be configured to be accessible on your organization’s public website for unsolicited requests so that any supplier or bidder can request to do business with SOKCan be configured for access by invitation onlySend selected contacts an with a URL and registration code for accessing the registration pagesAbility to route bidders and or suppliers through AWE approval workflowEmployee Self Service Bidder RegistrationSimilar to supplier facing registration pages and is configurable to capture the same type of information and approvalsSupplier ApprovalProvides the ability to require approval for new suppliers that are created as a bidder is converted into a supplier at the time of awardBidder to Supplier ConversionProvides a tool that can automatically create a supplier master record based on a selected bidderNew page gives buyers the advantage of leveraging existing bidders in the system without manually keying in the new supplier; and the system also automatically tracks that the bidder is now a supplier in the system
31 Business Processes – Employee Facing Bidder Registration Pages
34 Business ProcessesBidder to Supplier Conversion Page
35 Workflow Notification Workflows Implemented Role and User Id based – out of the box (documented in customizations)Analysis Collaboration WorkflowCollaboration Notice WorkflowEvent Invitation WorkflowApproval Workflow not implemented
36 Interfaces Inbound/ Outbound/Real Time Frequency Interface Flow Name INF#PS Interface JobProcess NameFunctional Job Name/DescriptionRetro-Fit(Y/N)OutboundNightlySMRT.PS.N.PO.INF39.KS_BID_SUPPINF39PS.N.PO.KS_BID_SUPPKS_BID_SUPPExisting Solicitation interface INF39 :(SS) To state WebsiteY
37 Customizations ID Description Business Reason Retro/Fit (Y/N) FD_PO004 Create Event Page CalendarProvides the event creator a warning message if the Event Start and or End Date falls on a weekend or holidayYFD_PO014Analysis Collaboration WorkflowRole assignment & workflow configuration documentationFD_PO015Collaboration Notice WorkflowFD_PO016Event Invitation WorkflowFD_PO018Commodity Code DescriptionIncreases the item category description field from 30 to 254 characters to support UNSPSC descriptions. Impacted SS pages: Event Details, Bidder Registration, Bidder Categorization TreeFD_PO020Bidder/Vendor ChangesCapture vendor/bidder characteristics such as small/minority owned business and ensures values are available during vendor creationFD_PO023Add Category Code to Maintain Bidders pageAllows the Bidder Categorization Information page to be accessible from the employee portal location and its delivered (supplier portal) location. The modification should allow the user to maintain the Bidder and Vendor category code from one page
38 Reports – Custom Report ID Description Delivered Type Retro-Fit (Y/N) FD_AUCSUMMSourcing Event SummaryYesSQRY
39 Security Current State Security Changes Custom Roles and Permission lists usedRow Level Security Used – BU/Set ID (by Agency)User Preferences – Strategic SourcingRequester and Buyer SetupSecurity ChangesNew permission lists for new features (Supplier Administration and Registration Center, SES, etc.)User Preferences – Award TypesSecurity Design Changes will be neededThis will be discussed with the SOK Security Team separately
40 Batch Schedule Frequency Functional Job Name PS Navigation Path Run Control IDSuggestedChangeNightlyExisting Solicitation Interface INF39Kansas > KS PO Batch > INF39-Solicitation WebsiteN_PO_KS_BID_SUPPNo
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