Supplier Relationship Management Shopper Personal Settings MM_SRM_SPS_200 SRM Shoppers Training - Revised April 2012

What is SAP? SAP (Standards, Applications, and Products) is the Enterprise Resource Planning (ERP) software that drives the University’s business processes. Implemented and maintained by the Enterprise Applications Group (EAG), formerly known as the IRIS Project. Serves as business foundation for all formal business sectors of the University including Human Resources, Materials Management, Plant Maintenance, Student Lifecycle Management, Faculty Effort System, etc. 2 SRM Shoppers Training - Revised April 2012

Definition of SRM Supplier Relationship Management (SRM ) is an SAP product that facilitates e-procurement via a web-based platform. It is the University’s formal procurement system. Enables end users to procure goods and services via a “Shopping Cart” environment. Generates savings for the University through use of electronic catalogs. Integrates with SAP functionality and processes. Functional responsibility for SRM is held with the Materials Management (MM) team within the Enterprise Applications Group. 3 SRM Shoppers Training - Revised April 2012

Who Should Receive Shopper Training? Any persons authorized to perform procurement functions for their department or area are required to complete Shopper training. This includes administrative staff conducting purchases for entire departments/units, as well as individual procurement card holders that may purchase from high volume suppliers such as OfficeMax, Dell, etc. SRM is a phased implementation. It is currently utilized by all departments and areas within the academic campus. Phase 2 of SRM implementation is scheduled for Summer 2012 and will include the following areas: UK HealthCare College of Medicine Facilities personnel using Plant Maintenance (PM) 4 SRM Shoppers Training - Revised April 2012

SRM Roles LevelSRM Role Role Description Corresponding SRM document type DepartmentShopper Responsible for creating a “Shopping Cart” to purchase goods and/or services from a particular supplier Shopping Cart Department / College / Unit Approver Approves Shopping Carts for their department or area -- DepartmentConfirmer Confirms physical receipt of goods in satisfactory condition Goods Confirmation PurchasingBuyer Responsible for university-wide contracting processes for various commodities Purchase Order Accounts Payable -- Posts invoices against purchase orders Invoice Receipt 5 SRM Shoppers Training - Revised April 2012

Training Requirements for SRM RolesTraining Requirements for SRM Roles RoleTraining Requirements ShopperShoppers must fulfill a two-part training requirement: a.Attend MM_SRM_SHO_300 - Shopper training session sponsored by the Purchasing Division b.Take and pass web-based training course MM_SRM_SPS_200 - Shopper Personal Settings Approver Approvers are required to take and pass web-based training course MM_SRM_APP_300 – Approver via myUK Training System Goods Confirmer Goods Confirmers are required to take and pass web- based training course MM_SRM_CON_300 - Goods Confirmations via myUK Training System 6 SRM Shoppers Training - Revised April 2012

Role Combinations Payment Request Document – Creator Training In order to maintain checks and balances there is a limit on the number and structure of roles any one person may hold. The following matrix shows all permissible combinations for various procurement roles within myUK. The same person is not required to hold all roles within any one option. The combinations reflect the maximum roles within each option any one person may hold. 7

SRM Terminology TermDefinition Shopping CartThe tool utilized by Shoppers to purchase goods and/or services AttributesEnd user default components which flow into every Shopping Cart POWLPersonalized Object Work List, a.k.a., “dashboard” serves as the Shopper’s home or starting point and contains queries, document history, etc. Punchout CatalogElectronic catalogs located on external suppliers’ websites UKY CatalogElectronic catalog inside the SRM environment containing items from multiple suppliers Free TextUsed when items are not available from electronic catalogs; entered from a supplier quote WorkflowProcess by which documents route to users’ Inboxes within SRM 8 SRM Shoppers Training - Revised April 2012

Shopper Role OverviewShopper Role Overview The Shopper role in SRM is responsible for creating a “Shopping Cart” to purchase goods and/or services from a particular supplier. Shopping Carts are line item driven, thus allowing the Shopper to: In many cases order items from multiple suppliers in one cart Assign multiple or split account assignments for each line item Only one delivery address may be selected per Shopping Cart. 9 SRM Shoppers Training - Revised April 2012

SRM General Process Flow Create Shopping Cart Approval Purchase Order Sent to Supplier Goods Confirmation Invoice Posting The Shopper creates carts for items/services via various Shopping methods. Approval is the next step, after which a purchase order is placed with the supplier. Some types of carts have automatic approval. Goods Confirmations and invoice postings complete the process. Some types of carts have automatic goods confirmations and invoicing. Encumbrance (i.e., funds reservation) occurs when cart is approved. 10 SRM Shoppers Training - Revised April 2012

Personal Settings and Attributes 11 SRM Shoppers Training - Revised April 2012

Personal Settings Overview Personal Settings Personal Settings relate to the user’s employee data and are established via Site Navigation. Default information populates into this area based on data from Human Resources org structure. Personal Settings must be confirmed and setup for all roles during the first visit to SRM to ensure a successful Shopping experience. 12 SRM Shoppers Training - Revised April 2012

Login to myUK Payment Request Document – Creator Training 3. Login to myUK using your AD and password 2. Click myUK from the Link Blue site 1. Click Link Blue from the UK Home Page 13

Shopper Tab and Site Navigation Site Navigation 4. Select the Shopper tab 14 SRM Shoppers Training - Revised April 2012

Personal Settings – Position Tab Note Note: Everything on the Position tab relates to the employee as an individual. It is not the delivery address for shipment of goods. 15 SRM Shoppers Training - Revised April 2012

Personal Settings – User Account Tab 9. Click User Account Tab 16 SRM Shoppers Training - Revised April 2012

Personal Settings - Designate Substitute Shoppers Optional: Substitute Shoppers are persons allowed to set-up, view and respond on behalf of another Shopper. Only Shoppers may designate, in their Personal Settings tab, their own Substitute Shoppers. Substitute Shoppers must have the Shopper role before they can be designated. Unless a Substitute Shopper is designated, no one will be able to create or view the Shopper’s Shopping Carts. 17 SRM Shoppers Training - Revised April 2012

Personal Settings - Designate Substitute Shoppers 18 SRM Shoppers Training - Revised April 2012

Personal Settings - Designate Substitute Shoppers 19 SRM Shoppers Training - Revised April 2012

Personal Settings - Designate Substitute Shoppers Note Note: For best results Substitute Shoppers should designate each other the same. Note Note: If you are designated as a Substitute by another Shopper, that information will appear in the bottom section. 20 SRM Shoppers Training - Revised April 2012

Attributes Overview Attributes Attributes are default components which populate into every Shopping Cart to facilitate a more efficient Shopping experience. The following attributes can be set as defaults: Account Assignment Category Cost Center Building Delivery Address WBS Element Not setting attributes will require manual entry of components for every Shopping Cart. 21 SRM Shoppers Training - Revised April 2012

Attribute – Account Assignment Category 22 SRM Shoppers Training - Revised April 2012

Attribute – Account Assignment Category 3. Determine which type of Cost Assignment Category you most frequently use and click the Standard radio button. Cost Center will be the most common selection for most Shoppers. Note: This task only selects the “type” of account assignment to default into each Shopping Cart. The actual cost center or WBS numbers are entered on the following screens. Important: Be sure not to check Deactivate for any selections. 23 SRM Shoppers Training - Revised April 2012

Attribute – Cost Center 3. Click Add Line 24 SRM Shoppers Training - Revised April 2012

Attribute – Cost Center If needed a search feature is available through the Possible Entries icon 5. Click the Standard radio button 25 SRM Shoppers Training - Revised April 2012

Attribute – Building Delivery Address 2. Click the Possible Entries icon to search and choose your building delivery address Note Note: If the building delivery address is not changed, any Shopping Cart orders you place will be delivered to the Peterson Building address. 26 SRM Shoppers Training - Revised April 2012

Attribute – Building Delivery Address 27 SRM Shoppers Training - Revised April 2012

Attribute – WBS Element If you frequently purchase goods or services charged to a WBS Element, you can also set a default WBS element to flow into your Shopping Carts. 28 SRM Shoppers Training - Revised April 2012

Attribute – WBS Element If needed a search feature is available through the Possible Entries icon 4. Enter the WBS Element number that you will use for most purchases 5. Click the Standard radio button 7. Click Save when finished editing all Personal Settings and Attributes 6. Click Check for errors 29 SRM Shoppers Training - Revised April 2012

Sign Off IMPORTANT: Do not click the red “X” icon in the upper right hand corner of your screen to exit. Be sure to click “Sign Off” link instead. Click Sign off to end myUK session 30 SRM Shoppers Training - Revised April 2012

SRM Help Web Sites myHelp – MM & Purchasing Help web site: – Contains Quick Reference Cards, updated and printable course manuals, Reference Manual, etc. SRM Resource Page on Purchasing web site: IRIS-MM web site: SRM Assistance 31 SRM Shoppers Training - Revised April 2012