and Contract Management Supporting Unisa Green Initiative

What is the 10/90 Principle?

Before iProcurement Write a manual requisition Submit manual requisition for approval Submitting a requisition to procurement (walk) User not able to track status of the requisition User must phone to enquire The BIG question “When will my order be ready?”

Why iProcurement User complete requisition on line System default information: Responsibility Centre number from HR structure Account codes from item level or Category level

Why iProcurement Attach quotations to electronic requisition After Check out the system will submit the requisition for approval according to HR Supervisor Approval hierarchy

Requisitioning – Best Practice Users Market-places Suppliers Catalogues HOSTED Supplier Managed Lon LOCAL Internally Managed 1 Preferred Supplier - Contracts in Place - No Catalogue 2 3 - Buyer Intervention - Tenders etc Non-Approved Supplier or No Supplier Jap HK - Email - Employee/Supplier/Category Approval Buyer - sourcing and approval Email Employee/Supplier/Category Supplier Order On Supplier Email XML Autofax Goods Received 2-3 Way Matching User prompted by Email Match & Pay Invoice to Payment Electronic or Manual

Why iProcurement (continue) Approval, requisition will stay “In Process” until responsible RC Manager approve NB: Vacation rule Various approval amounts as per the policy

Why iProcurement (continue) After final approval system route the iReq. to Purchasing Online tracking of the status of your iReq. After physical receiving do receipt on system Evaluate Suppliers

Process flow of iProcurement

Local, supplier, content hub Oracle iProcurement Enforce Organizational Policies and Enable User Self-Service Shop for Goods and Services Populate Requisition Place an Order Familiar web-shop interface Favorites lists Powerful search Cross-search compare Transparent punchout Inline shopping cart Easy web checkout Project, work order, grant reference Account generator P-cards Supporting attachments Informational Catalog Smart Form Local, supplier, content hub Seek Approval Request Changes Order Fulfillment & Execution Email or online Pre or post-req Position hierarchy Employee hierarchy Shared engine Self-service change management withdraw cancel change price, amount, need-by-date PO status Shipment tracking Desktop receiving Invoice & payment status

What is Contract Management Contract management is the management of contracts made with customers, vendors, partners, or employees. Contract management includes negotiating the terms and conditions in contracts and ensuring compliance with the terms and conditions, as well as documenting and agreeing on any changes or amendments that may arise during its implementation or execution.

What is Contract Management (Conti.) It can be summarized as the process of systematically and efficiently managing contract creation, execution, and analysis for the purpose of maximizing financial and operational performance and minimizing risk.

How did Contracts work before? Currently all contracts are negotiated and approved using a manual process Internal authorisation is obtained through the manual distribution and signature of the Due Diligence Certificate, which is a lengthy and cumbersome process Although there is an audit trail the process often does not meet the inherent targets it tries to achieve.

Contract Management will in future be done through: An electronic Oracle process Using this system across key areas of the Institution will: increase contract compliance rates reduce revenue leakage improve overall Contract Lifecycle Management performance by reducing cycle times.

Why Contract Management Centralized repository for all Unisa Contracts Proper control over expenditure on all contracts Automated Due Diligence Process Notification of expiring contract dates

Process Flow for Contract Management

Procurement Contracts Process Flow Standardize Terms, Accelerate Negotiation, Drive Compliance 1. Establish Standards 2. Author & Negotiate 3. Approve and Sign Central terms library Workflow configuration Clause selection rules Templates & role- based authoring Substitute & non-std clauses Supplier paper Online collaboration Flexible approval workflow Electronic & digital signature 4. Monitor and Track 5. Amend 6. Renew & Closeout Contract Workbench Terms implementation Real-time deliverable tracking Collaborative revision process Amendment approval flow Auditable revision history Expiration alerts One-click renegotiation Standardized closeout process

BENEFITS Support Unisa Going Green initiatives Quicker turn-around time No more walking around to submit requisitions Requestor monitor flow of requisition online

BENEFITS No more phoning to find out what the status is of the requisition Audit trail on every step of the requisition Various reports through BI Reports Supporting documents on URL No document can get lost

What is expected from the user Departments? Supply names of all approvers Supply names of Requestors Buy-in of the new system Support new procedures and processes

What is expected from the user Departments? Positive feedback and proposals to improve on our processes Make it work for you and your Department Don’t see it as additional work but rather a way of taking control of your request

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