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SCC P2P – Collaboration Made Easy Contract Compliance training

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Presentation on theme: "SCC P2P – Collaboration Made Easy Contract Compliance training"— Presentation transcript:

1 SCC P2P – Collaboration Made Easy Contract Compliance training
Tina Jerzyk - Ariba April 2015

2 Classroom Guidelines and Housekeeping
There are no stupid questions Avoid the temptation to do Listen during instructive sessions Avoid the rabbit holes… There will be many Mobile phones / pagers off or on silent Return from breaks on time

3 Agenda – Day 1 Topic Timing Welcome and Introductions 1:00 – 1:15
Ariba Contract Compliance Overview 1:15 – 1:50 Basics and Navigation 1:50 – 2:15 Break 2:15 – 2:30 Start from a Contract Workspace 2:30 – 3:05 Create the Contract Terms – Item-Level Example 3:05 – 4:10 Publish the Contract Workspace and Terms 4:10 – 4:30

4 Agenda – Day 2 Topic Timing Review Activity 8:00 – 8:20
Other Pricing Models – Supplier, Commodity, Catalog 8:20 – 9:30 Break 9:30 – 9:45 Manage the Contract after It Is Published 9:45 – 10:20 Search 10:20 – 10:40 Reporting 10:40 – 11:00 Additional Practice 11:00 – 11:45 Wrap Up 11:45 – Noon

5 Course Objectives After completing the course, you will be able to:
Explain the value of using Ariba Contract Compliance Log in and navigate Ariba Create pricing terms for a contract Manage pricing terms through the life of a contract Search for and find contracts Run and edit a prepackaged report

6 Introductions Name Role at SCC This would be a great class if…
My best vacation ever was…

7 Ariba Contract Compliance Overview
Module 1

8 Benefits of Ariba Contract Compliance
Source Contract Purchase Pay ACC Ties Each Catalog to a Contract, Ensures Accurate Pricing, Makes Spend against Contract Visible, and Informs Future Sourcing ACC Provides Insight How many purchases used the contract vs. were off contract? Did we see the purchase volume, pricing, discounts and savings we expected? What other opportunities for savings exist?

9 How Ariba Contract Compliance Works
ACC Tracks Spend Against Contract and Applies Volume Discounts ACC Connection Source Contract Catalog Contract Terms Items Price Volume discounts Limits Total spend ordered, invoiced and paid against contract The catalog must be set up in P2P before you create the contract terms. Transactions Req to PO Invoice Pay

10 ACC Offers Flexibility in Contract Terms
Customizable Settings BPO If BPO is set to Yes, Ariba notifies the supplier of the maximum amount and accumulation data for the contract. Release Release = requisition. Always set Release required to Yes. Pricing Choose to set pricing at the supplier, commodity, catalog or item level. Discounts If discounts apply, choose to set them based on volume or spend for the contract overall or for specific commodity or item. Spend limits If applicable, set spent limits at the contract, purchase order, or item level. Access control Specify who has access to purchase items from the contract.

11 Four Pricing Models Are Available
Supplier Set a standard discount for all products or services ordered from a supplier Commodity Set a standard discount for all products and services within a commodity from a supplier Catalog Set a standard discount for all products and services within a specific catalog from a supplier (supplier catalog set up required) Item Set the contracted price or discount for specific products or services (supplier catalog set up required) Tiered pricing is available for all pricing models

12 What Kinds of Contract Terms can I Create?
Sample Scenarios Computer peripherals Facilities maintenance supplies Laptops and accessories Office furniture

13 Computer Peripherals Scenario
BPO Set Up BPO No Release Yes Pricing Supplier based Discounts Spent Limit Access Control SCC has contracted with a distributor of computer peripherals All items ordered from the supplier will be priced at 2% above list. SCC wants to be notified when total purchases reach $1 million All SCC departments can use this contract

14 Facilities Maintenance Supplies
Scenario BPO Set Up BPO No Release Yes Pricing Commodity based Discounts Spent Limit Access Control SCC has contracted with a supplier for facilities maintenance supplies The discount for HVAC items is 25%. The discount for air filters is 25% The discount for fasteners is 57%. All SCC departments can use this contract

15 Laptops and Accessories
Scenario BPO Set Up BPO No Release Yes Pricing Catalog level Discounts Spent Limit Access Control SCC has contracted with a supplier of laptops and accessories Each item has a specified price in the P2P catalog There are no percentage discounts or tiered discounts All SCC departments can use this contract

16 Office Furniture Scenario
BPO Set Up BPO No Release Yes Pricing Item level Discounts Spent Limit Access Control SCC has contracted supplier for office furniture Pricing is established as a discount off list price The discount is different for each of the supplier’s product lines The discounts increase for orders larger than $100,000 All SCC departments can use this contract

17 Lab Activity Objective: Identify the right pricing terms for two contracting scenarios Length: 15 minutes Refer to the Student Activity Guide for instructions

18 Basics and Navigation Module 2

19 Accessing Ariba Training (Test) Environment will be used for this class. Enter the test site by opening Internet explorer and entering the URL into the address window (URL is also in your Student Activity Guide) T&passwordadapter=ThirdPartyUser&awsso_tkn=33YTBpupAg547363d3fffff fffd86d6ff80 In Production you will use Single Sign On (SSO) technology. If you are connected to the Intranet, you can enter the production URL into the browser address window and you will automatically be taken to YOUR Ariba home page. If you are logging in remotely, you will be prompted to enter your network credentials for verification.

20 Accept the Privacy Statement
The first time you log in to Ariba: Read the privacy statement. Click the checkbox designating that you accept the terms. Click OK.

21 Orientation: The Contracts Dashboard
Search Quickly search for contracts. My Documents Access contracts you created. Common Actions Create contracts with one click. To Do See tasks assigned to you, arranged by due date. Recently Viewed Access contracts or other items viewed recently.

22 Customizing the Contracts Dashboard
To add portlets to the dashboard, click Configure Tabs and select Add Content. Drag and drop a portlet to a new spot on the dashboard. The dotted lines shows where the portlet will appear.

23 Setting User Preferences
Click Preferences to change your personal settings. To select which s to receive from Ariba, click Change notification preferences. To delegate authority to another user, select Delegate authority. To edit your personal information, click Change your profile.

24 Accessing Ariba Help Documentation
Click the Contracts tab. Click Help and select Product Documentation. If needed, use the arrows to open a folder. Click the name of the document or tutorial you would like to view.

25 System Demonstration In this demonstration, you will see how to
Access Ariba Use the portlets on the Contracts dashboard Customize the Contracts dashboard Set user preferences Access standard Ariba help documentation URL–

26 Lab Activity Objective: Access and customize the Contracts dashboard Length: 10 minutes Refer to the Student Activity Guide for instructions

27 Start from a Contract Workspace
Module 3

28 What is a Contract Workspace?
A contract workspace is like a folder that contains all the information and documents related to the contract. Data – Supplier name, term dates, commodity, departments, etc. Documents – Contract, appendices, pricing terms, etc. Approvals – Workflow and approval records Links – Related Ariba sourcing event and catalog

29 Create a Contract Workspace
Note: For legacy contracts entered to Ariba via bulk upload, you will not need to create a new contract workspace. You will open the existing legacy workspace instead. Option 1 – Click Create and select Contract Workspace (Procurement). Option 2 – In the Common Actions portlet, click Contract Workspace (Procurement).

30 Complete the Fields on the Create Screen
Enter a Name and Description. Related ID: Legacy contract number. Test Project: Select No. Hierarchical Type: Select master, sub or stand-alone. Select the Supplier. Proposed Contract Amount: Enter the requested amount. (Optional) Contract Amount: Enter the not to exceed amount.

31 Complete the Fields on the Create Screen (continued)
Select the Departments who can use the contract. Select the Contract Type. Designate whether this is an NCP situation. Select the Commodities included. Set the Term Type and Dates.

32 Contract Attribute Instructions
Name Give the contract a name. Best practice is to include supplier name, commodity and year Description Provide additional information about the contract. Related ID For legacy contracts, use this field to capture the original contract number 55XXXXXXXX. Copy from Contract Use this field to copy data from an existing contract. Test Project Select No. You cannot add pricing terms to a test project. Base Language Determines the language for all standard Ariba labels and instructions. Customized content will appear in English only. Hierarchical Type Stand-alone – The contract is not related to any other contracts. Master – The terms of this contract govern those in other contracts. Sub Agreement – The terms of this contract are governed by a master contract. Supplier Select the supplier. The supplier must be in SIM before it can be used on contracts. Affected Parties Select any additional parties affected by the contract, if applicable (for example subsidiaries of the supplier or distributors).

33 Contract Attribute Instructions (continued)
Contract Amount Enter the non-to-exceed value for the contract Proposed Contract Amount Use this field to capture the requisition / budget amount for a the specific solution / system / project related to the contract, if applicable Commodity Select the UNSPCS code(s) applicable to the contract. Departments Select the SCC departments who can make transactions against the contract. Predecessor Project Allows you to designate another Ariba project as a predecessor but does not create any systematic link between the two projects. Contract Type Select the appropriate contract type: Clinical Trial Agreement, Goods with Related Services Contract, GPO – LOC/LOP Contract, Non-Professional Services, Pharmacy Side Agreement, Professional Services, or Purchase Order. Non-Competitive Procurement (NCP) Select Yes or No

34 Contract Attribute Instructions (continued)
Term Type Select the appropriate term type: Fixed – Defined start and end dates. Perpetual – Defined start date, no end date. Auto-Renew – The contract will automatically renew at the expiration date, unless SCC or the supplier takes action. Effective Date Select the contract’s effective date. Expiration Date If the contract is not perpetual, select the expiration date. Notice Period This field will appear if the user enters an expiration date. This offset, in days, controls an reminder to designated recipients that the notice period required for changes to the contract has begun. Setting the Notice Period to 0 means there is no Notification Period applicable for this contract, and no reminders are sent.

35 Select the Contract Template
Select SCC-PricingTerms-BulkLoad. Click Create.

36 Contract Workspace Overview
Overview Tab: View all the contract attributes, publish or amend the contract. Documents Tab: Set up contract pricing terms to tie contract to the catalog.

37 System Demonstration In this demonstration, you will see how to
Create a contract workspace for the scenario on the next slide URL–

38 Office Furniture Scenario
BPO Set Up BPO No Release Yes Pricing Item based Discounts Spent Limit Access Control SCC has contracted supplier for office furniture Pricing is established as a discount off list price The discount is different for each of the supplier’s product lines The discounts increase for orders larger than $100,000 All SCC departments can use this contract

39 Lab Activity Objective: Create a contract workspace Length: 15 minutes Refer to the Student Activity Guide for instructions

40 Create the Contract Terms
Module 4

41 Office Furniture Scenario
BPO Set Up BPO No Release Yes Pricing Item based Discounts Spent Limit Access Control SCC has contracted supplier for office furniture Pricing is established as a discount off list price The discount is different for each of the supplier’s product lines The discounts increase for orders larger than $100,000 All SCC departments can use this contract

42 The Contract Terms Wizard Includes 8 Steps
Complete the definitions Set limits Add items and set pricing terms Define milestones Set access control Bypass payment terms – Do not set payment terms in Ariba Add appendixes Review the summary

43 Start on the Documents Tab
Click the Documents tab. Click SCC-PricingTerms and select Open.

44 Complete any Missing Contract Attributes
Contract attributes are more likely to be missing for bulk-loaded legacy contracts. Click OK when all required fields are complete.

45 Complete the Definitions Screen
Enter the Related Contact ID, if applicable. Contact: Select the contract owner. Contract Type: Select Item Level. Is Blanket Purchase Order: Select No to prevent the supplier from seeing any limits. Select the Purch Org and Company Code. Release Required: Select Yes.

46 The Contract Terms Wizard Includes 8 Steps
Complete the definitions Set limits Add items and set pricing terms Define milestones Set access control Bypass payment terms – Do not set payment terms in Ariba Add appendixes Review the summary

47 Set Limits Minimum Commitment: The minimum amount SCC must spend with the supplier. Maximum Limit: The maximum amount of money SCC is authorized to spend against this contract. Item Limits: The maximum amount or quantity that can be spent on a specific line item. (Only available with item-level pricing).

48 Set Limits (continued)
Release Limits: The minimum and maximum amount allowed on a single purchase order against the contract. Additional Approvers: The people should approve orders that are outside the soft minimum or soft maximum limits.

49 How Limits Work with Orders
Below Min Minimum Maximum Tolerance Over Tolerance Hard Limit Cannot Order Ok to Order against the contract Approver added Soft Limit Approver Added Watcher Added Note: Minimum limits are enforced on releases and invoices only and are enforced for both line items and total release amount / quantity. Maximum limits are enforced at the line item, release, BPO item (cumulative) and overall BPO levels.

50 Set Limits (continued)
Expiration Date Notification: Override notification settings from the contract workspace. Notification List: Override notification recipients from the contract workspace. Preload Amount – If funds have been used against the contract before it was created in Ariba, enter them here. Forecasted Spend – Use this tool to help you calculate forecasted spend and savings (Optional).

51 System Demonstration In this demonstration, you will see how to
Complete the Definitions screen Complete the Limits screen URL–

52 Lab Activity Objective: Complete the Definitions and Limits screens Length: 15 minutes Refer to the Student Activity Guide for instructions

53 The Contract Terms Wizard Includes 8 Steps
Complete the definitions Set limits Add items and set pricing terms Define milestones Set access control Bypass payment terms – Do not set payment terms in Ariba Add appendixes Review the summary

54 Complete the Pricing Terms Screen
Click Pricing Terms. Click Add Items. Click the Add Item for each item you want to add. Then click Done. Do not add non-catalog items via ACC.

55 Complete the Pricing Terms Screen (continued)
Description: Data will populate from the catalog. Limits: Set limits for the item over the life of the contract (optional).

56 Complete the Pricing Terms Screen (continued)
Release Limits: Set limits for the item on a single order (optional). Pricing and Discounts: Set the discounted price or percent, Click Define Tiers to set up volume discounts, or Click Define Terms to set up discounts that vary by time.

57 Set Tiered Pricing Type Select amount-based or quantity-based.
Select pricing or percent discount. Scope Select whether the tiers apply cumulatively to the contract or to individual orders. Click OK to save your changes. Add Add more tier levels. Minimum Amount / Quantity Select the minimum amount / quantity at which each tier takes effect. Percent / Price Enter the percentage discount or the price at each tier.

58 Complete the Pricing Terms Screen (continued)
Account Assignment: Select A (Asset), F (Internal Order), K (Cost Center), P (Project/WBS), or Z (Inventory). Bill To: Choose the appropriate SCC department. Item Category: Choose goods or services. Click OK. Note: The remaining accounting fields can be completed on each requisition.

59 The Contract Terms Wizard Includes 8 Steps
Complete the definitions Set limits Add items and set pricing terms Define milestones Set access control Bypass payment terms – Do not set payment terms in Ariba Add appendixes Review the summary

60 Define Milestones (Optional)
Milestones are for project tracking only. They will not generate any payments to the supplier. Click Milestones and click Add Items. Enter the milestone information. The Verifier will receive an request to confirm milestone completion.

61 Set Access Control (Optional)
Notification List: Override settings from the contract workspace. Release Access Click the checkbox to select who can create reqs from the contract. Then select users by name, group, supervisor, cost center or project/WBS.

62 Bypass Payment Terms The payment terms are set in the supplier record. Do not update them in ACC.

63 Add Appendixes (Optional)
You can add appendixes to send to the supplier with each order. Click Appendixes and click Add Appendix. Browse for the document and give it a Description. Click the checkbox to tie the appendix to an item. Click OK.

64 Review and Save the Contract Terms
Summary Tab: View contract data, limits and notification settings. Pricing Terms: View the catalog-specific settings. Click Save. Click Summary.

65 System Demonstration In this demonstration, you will see how to
Set pricing terms Add an appendix Save the contract terms URL–

66 Lab Activity Objective: Add pricing terms, add an appendix, and save the contract terms Length: 15 minutes Refer to the Student Activity Guide for instructions

67 Publish the Contract Workspace and Terms
Module 5

68 Publish the Contract Workspace
To complete the tie between the contract and the catalog, you must publish the contract workspace and submit the ACC data. Click the Overview tab. In the Contract Attributes portlet, click Actions and select Publish.

69 Submit the Contract Terms
Click Submit.

70 System Demonstration In this demonstration, you will see how to
Publish the contract workspace and terms URL–

71 Lab Activity Objective: Publish the contract workspace and terms Length: 10 minutes Refer to the Student Activity Guide for instructions

72 Agenda – Day 2 Topic Timing Review Activity 8:00 – 8:20
Other Pricing Models – Supplier, Commodity, Catalog 8:20 – 9:30 Break 9:30 – 9:45 Manage the Contract after It Is Published 9:45 – 10:20 Search 10:20 – 10:40 Reporting 10:40 – 11:00 Additional Practice 11:00 – 11:45 Wrap Up 11:45 – Noon

73 Review Activity Objective: In a group of 2-3, map out the process of creating and publishing a contract with item-level terms. Length: 20 minutes

74 Other Pricing Models Module 6

75 Four Pricing Models Are Available
Supplier Set a standard discount for all products or services ordered from a supplier Commodity Set a standard discount for all products and services within a commodity from a supplier Catalog Set a standard discount for all products and services within a specific catalog from a supplier (supplier catalog set up required) Item Set the contracted price, discount or price range for specific products or services (supplier catalog set up required) Tiered pricing is available for all pricing models

76 Create a Contract Workspace
For all pricing models, create or access the contract workspace in the same way as before. In Common Actions, click Contract Workspace (Procurement). Complete the contract attributes and click Create.

77 Start on the Documents Tab
Click the Documents tab. Click SCC-PricingTerms and select Open.

78 Supplier-Level Definitions Screen
Contract Type: Select Supplier Level. Designate whether to apply the discount to non-catalog items. Designate whether non-catalog items accumulate.

79 Set Discount on the Pricing Terms Page
Click Pricing Terms and then click Edit. Type a Full Description. Complete the Pricing and Discounts section and the Accounting fields as with item-level pricing.

80 Four Pricing Models Are Available
Supplier Set a standard discount for all products or services ordered from a supplier Commodity Set a standard discount for all products and services within a commodity from a supplier Catalog Set a standard discount for all products and services within a specific catalog from a supplier (supplier catalog set up required) Item Set the contracted price, discount or price range for specific products or services (supplier catalog set up required) Tiered pricing is available for all pricing models

81 Commodity-Level Definitions Screen
Contract Type: Select Commodity Level. Designate whether to apply the discount to non-catalog items. Designate whether non-catalog items accumulate.

82 Set Discounts on the Pricing Terms Page
Click Pricing Terms and then click Add Items. Type a Full Description and select the Commodity Code. Material Group will auto-populate. (Optional) Set spend Limits for the commodity over the life of the contract.

83 Set Discounts on the Pricing Terms Page (continued)
(Optional) Release Limits: Set minimum and maximum limits for each purchase order for the commodity. Set the Pricing and Discounts as you did for item-level pricing. Complete the Accounting section as you did for item-level pricing.

84 Four Pricing Models Are Available
Supplier Set a standard discount for all products or services ordered from a supplier Commodity Set a standard discount for all products and services within a commodity from a supplier Catalog Set a standard discount for all products and services within a specific catalog from a supplier (supplier catalog set up required) Item Set the contracted price, discount or price range for specific products or services (supplier catalog set up required) Tiered pricing is available for all pricing models

85 Catalog-Level Definitions Screen
Contract Type: Select Catalog Level.

86 Select the Catalog on the Pricing Terms Screen
Click Pricing Terms. Click Add Items. Type a Description for the catalog. Click Select to choose the catalog that goes with this contract.

87 Complete the Pricing Terms Page
Complete the Limits, Release Limits, Pricing and Discounts, and Accounting sections.

88 Lab Activity Objective: Create, set up and publish a contract with catalog-level pricing terms Length: 25 minutes Refer to the Student Activity Guide for instructions

89 Manage the Contract after Publishing
Module 7

90 Access Published Contracts
Option 1: Search for the contract. Select Contract Workspace (Procurement). Option 2: Find the contract in My Documents. The items preceded by (CWxxxxxxxx) are the ACC data files.

91 Monitor Spend Against the Contract
Open the ACC Pricing Terms file from the Documents tab. Click Orders to see all purchase orders tied to the contract. Click Summary to see the amount spent. Amount Spent: Total spend from the contract. Amount Percent Left: Amount available to spend if the contract has a maximum limit.

92 Amend a Contract Open the contract from Search or My Documents.
Click the Overview tab. In the Contract Attributes portlet, click Actions and select Amend.

93 Select the Amendment Type and Reason
Enter an Amendment Reason. Click OK. Definition Renewal Extend an agreement beyond its original expiration date Amendment Change the contract itself or the pricing terms Change commercial contract attributes other than dates Administrative Update non-commercial contract attributes (project owner, description, etc.) Load additional documents that do not require signature Termination End a contract before its original expiration date

94 Update the Overview Page
To edit any of the portlets on the Overview tab, click Actions and select Edit. Use the Overview tab to update effective / expiration dates, contract amount, expiration notifications, etc.

95 Update the Pricing Terms
Click the Documents tab and open the SCC-PricingTerms file. Update the Definitions, Pricing Terms, Access Control and Appendixes as needed. On the Summary page, click Save. Note: Not all fields are open for editing.

96 Publish the Contract and Submit the Terms
In the Contract Attributes portlet, click Actions and select Publish. Click Submit.

97 View Previous Contract Versions
Open the contract. On the Overview tab, go to the Overview portlet and click Actions > View Details. Click Version History.

98 System Demonstration In this demonstration, you will see how to
View transactions against a contract Amend a contract View previous versions URL–

99 Lab Activity Objective: View transactions and amend a contract Length: 15 minutes Refer to the Student Activity Guide for instructions

100 Search Module 8

101 Access Search Option 1: In the command bar, click Search and select Contract Workspace (Procurement) or Contract Terms. Option 2 In the Search portlet, Select Contract Workspace (Procurement) or Contract Terms. Enter criteria. Click Search.

102 Enter Criteria and Click Search
Step 1 – Enter criteria into as many fields as desired. Step 2 (Optional) – Click Search Options to add search filter fields. Step 3 – Click Search.

103 Work with the Results To narrow results, enter more criteria and click Search. Click Reset to clear the criteria and start a new search. To save the criteria for future use, click Save Search. Click the Title to open the contract. Click the table icon to export results to Excel.

104 System Demonstration In this demonstration, you will see how to
Search for a contract URL–

105 Lab Activity Objective: Conduct a search Length: 10 minutes Refer to the Student Activity Guide for instructions [Read the slide to introduce the exercise. Show the participants which page to go to in the Student Activity Guide. Help students if they have questions during the activity.]

106 Reporting Module 9

107 Access a Report Click Manage and select Prepackaged Reports.
Click the type of report you want and select Open. Click the name of the report you want and select Open.

108 Customize the Report View
Switch to Chart view. Add the report to the dashboard. Switch between Aggregate and Detail views. Export the report to Excel. Filter the report. Drag or drop fields to the pivot table. Drag fields here to add them to the pivot table.

109 System Demonstration In this demonstration, you will see how to
Run, edit and save a prepackaged report URL–

110 Lab Activity Objective: Run and edit a pre-packaged report Length: 10 minutes Refer to the Student Activity Guide for instructions [Read the slide to introduce the exercise. Show the participants which page to go to in the Student Activity Guide. Help students if they have questions during the activity.]

111 Additional Practice Objective: Complete contract with supplier-level and commodity-level pricing. Length: 45 minutes Refer to the Student Activity Guide for instructions [Read the slide to introduce the exercise. Show the participants which page to go to in the Student Activity Guide. Help students if they have questions during the activity.]

112 Thank You

113 QRG Discussion Requested QRG Description Recommendation / Comments
Contract Compliance Wizard Overview Introduction to all screens in the contract compliance wizard (Definitions, limits, pricing terms, etc.) Keep as is Create a Release Order Contract Walk through each step in creating the contract terms Duplicates a lot of the Contract Compliance Overview. Recommend: Replace with Creating Different Types of Pricing Terms Approve Contract Terms Show how to approve There is no approval required. Recommend: Replace with Create a Contract Workspace Manage Contracts Show to view spend and transactions against the contract and how to amend a contract Question: Is this the scope you had in mind for the webinar? Invoice Overview Show the invoice flow and introduce the invoice interface Keep as is. Comment: On hold until Invoicing materials are developed Search Show how to search and work with results Reporting Show how to access, edit, export and save a report


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