Oracle EBS Services Procurement Overview

Oracle EBS Services Procurement Overview
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SaaS Solutions Specialist
Karyn Ott SaaS Solutions Specialist Tampa, FL Clearwater Beach, FL Oracle Confidential – Restricted

Agenda Services Procurement Overview Demonstration Summary/Q&A
Oracle Confidential – Restricted

Services Procurement At-a-Glance
Collaborate Submit candidates or bids Negotiate agreements & contracts Input work confirmations Update invoices / payment requests Suppliers Identify Service Requirements Budget Holder Review / Approve Buyer Source / Order Requestor Initiate service order Specify service requirements Screen and select candidates and services providers Track deliverables Verify budget & policy compliance Assess available budget and expenses Approve work confirmations Negotiate agreements, rate cards, and contract financing Source requisitions to negotiated agreements Approve payment requests confirmations

Examples: Services Categories
Fixed Price Services Facilities Maintenance Print Marketing Resource-Based Services Administrative Support Contingent Labor Time and Materials Consulting Training Service Level-Based Communications Business Apps Hosting Retainer-Based Services Legal Services Business System Support Defined Deliverables Construction Software Development Collaborate between buying professional to save time and structuring bid package and process to take advantage of market dynamics Variable Cost and Contract Structures Contribute to Services Procurement Complexity

Oracle Services Procurement
Enables You To… Maximize Preferred Supplier Savings 1 Eliminate Over-Billing and Over-Runs 2 Create Visibility into Services Spending 3 Summing up the previous slide, Oracle Order Fulfillment provides four key capabilities Support for a complete, robust Order to Cash Business cycle Drives supply chain collaboration Support for your business processes no matter how varied or dynamic they may be. Integration of your supply chain logistics Now lets drill down another level into what we mean by supporting a complete order to cash flow.

Central Contract Repository
Create and Enforce Better Agreements Attributes Needed to Formalize Services Mgmt Requestor Specify service / project requirements Track changes and budget approval Monitor service delivery Business Arrangement Skill Set and Location Job Information Supplier Performance Required Documents Terms & Conditions Rates, Fees, & Prices Signatures Transactions Account Status Central Contract Repository Services Contract Provide required bids and documentation Record services rendered Invoice against order / project / contract Monitor status Supplier Assign approved terms and conditions Negotiate diff. rates, skills req., location, etc. Manage compliance and performance Buyer

Flexible Services Provisioning Process
Enforce Preferred Supplier Use in Every Requisition Standardized Service Details (Examples) Pricing & spend commitments Skill level / certifications Deliverables Signatures Compliance status Terms and conditions Regulations & reporting rqmts Payments & account status Projects and budgets -- or -- Requisition / PO Approved Supplier Lists Negotiated agreements (eg. rates, terms) with preferred suppliers Configurable Contractor / Service Request Configurable templates to capture unique requests in a standard format Requisition / PO / Rfx

Approved Supplier Lists
Apply Negotiated Rates to Every Requisition Preferred supplier lists Negotiated rates and differentials Approval routing Provide… Supplier notification Job details Additional information based on job type … to Execute Guided Buying Search for suppliers Enter Service Details Specify Optional Preferences By name By agreement number By service category Competencies Svc / assignment location Dates Suggest candidate for contingent labor Flag request to require candidate screening

Configurable Contractor / Service Request
Control Off-Contract Services Spend Smart Forms Information Template Legal Services Service Categories Design Services Prof. Training Consolidate Service Spend Gather all information needed to execute the right purchase Automatically assign to a contract Categorize spend Enforce Policy for Unique Requirements Minimize data entry by pre-defining default values (e.g., price, terms) Optionally restrict user override Define approval rules Streamline Process Define by operating unit or globally Automatically place all approved requisitions on POs

Online Supplier Collaboration
Lower Processing and Relationship Management Costs Manage RFQs Screen candidates for contingent labor Automatically send POs to supplier Make order changes View orders and attachments Make payments Track agreements and performance Verify service delivery Automated Notices OSN*/ EDI Supplier Portal (HTML) Service Providers Service Requestor Buyer Finance HR Automated Online Communication and Collaboration Self-manage business profiles Respond to RFx Exchange documents Track order and service details View approved time, rates, and terms Process timecard, invoice, and payment Monitor performance Receive change order notification *Oracle Supplier Network

Enables You To… Maximize Preferred Supplier Savings 1 Eliminate Over-Billing and Over-Runs 2 Create Visibility into Services Spending 3 Most of you are probably already familiar with iprocurement. It is the self service requisition application, and part of the advanced procurement suite. iProcurement offers a number of great benefits to the enterprises and their users. Today, I’ll like to highlight three of them and use them to frame the discussion. First off, streamline requester ordering process. Second, enforce spending policies consistently and effectively across the organization. And finally, slash procurement cost via lower processing cost and reduce cycle time. Streamline requester order process. In the last two releases, from a technology platform perspective, we have moved on to oracle applications framework platform to take advantage of many of its capabilities and personalization tools. As part of the conversion process, we have redesigned the user interface and added many usability enhancements along the way.

Timecard Entry and Approval
Improve Visibility and Gain Control Over Premium Rates Enable contractors to enter time online or via spreadsheet upload Validate against PO budgets Route timecard for approval Automatically create invoices Eliminate Time-Consuming and Error-Prone Paper Processes

Contract Financing For Complex Services
Formalize, Define, and Enforce Payment Details Define progress payments based on rates, lump sum, & milestone pay item Recoup advances or release retainage based on automated settlement This slide gives you an idea of the products integrated to form the complex services procurement solution – Oracle Projects, Oracle Payables, and Oracle Advanced Procurement which includes Oracle iProcurement, Oracle Sourcing, Oracle iSupplier Portal, and Oracle Procurement Contracts. All these products integrate seamlessly to provide a complete solution. Oracle Projects can be used to manage the overall Project, it’s Tasks, as well as monitor the commitments and actuals throughout the complex services procurement cycle along side other project costs and work progress. Service Requests can be created from the deliverables of the individual tasks, and in Oracle Sourcing these can be negotiated, sourced and awarded to a Contract in Oracle Purchasing. Oracle Purchasing & Oracle iSupplier Portal provide the capability to specify complex payment terms, execute on the contract, and report & track progress against the Progress Payment Schedule. Oracle Payables provides the functionality to record invoices using the complex payment terms and process payments for the contract.

Automated Deliverable Tracking
Lower the Cost of Service Delivery and Compliance Management Specify based on contract T’s & C’s Indicate as one-time or recurring Assign to internal or external owners Notify individuals or groups of deliverables coming due Notify trading partners Capture service details Indicate status (eg. completion, failure) Attach supporting documents Define escalation criteria Escalate to supervisor Define Deliverable Send Notification Manage Deliverable Escalate When Necessary Establish systematic management and escalation processes Provide visibility and streamline communications Track history with supporting documentation Having the best corporate policies and business practices are useless if they are not followed. Through the use of workflow and event notifications, Oracle Contracts proactively helps adherence to policies and practices by ensuring deliverables compliance. A few example deliverables are listed on the slide. When you set up a deliverable, you can clearly define who is responsible for completing the deliverables and who is responsible for sign-off. Clearly defined ownership is a critical enabler to contract compliance and is demanded by important regulations such as Sarbanes-Oxley. When a deliverable passes due, an escalation can be optionally sent to the owner’s manager. You can define when the will be sent.

Contractor Progress Report
Capture Service Completion Details and Tie to Original Agreement Report progress as amount, material stored or percentage Suppliers provide work confirmation item and period of performance Suppliers provide timecards, receipts, & work confirmation information that are matched with agreements and invoices Subject supplier’s work confirmations to approval

Automated Invoice Reconciliation Options
Reduce Overcharges and Manual Effort Invoice Match / Approval PO 2-Way Match Online Time and Labor Entry Time Card / Service Receipt Match / Approval PO Invoice 2-Way Match (Self-Billing) Auto-generate on approval Online Time and Labor Entry Time Card / Service Receipt Match / Approval Match / Approval PO Invoice 3-Way Match Define tolerances and match based on amount Capture early payment discounts and eliminate supplier over-billing Automatically update PO / projects costs

Rules-Based Policy and Approval
Consistently Apply Spending Checks to Prevent Cost Over-Runs Configurable Rules Engine Allocation logic with flexible hierarchies Define for svcs, category, & cost center location Assign POs to open contracts, projects & blanket agreements Contracts & Agreements Automatically respect negotiated agreements and preferred suppliers Approved Supplier Lists Supplier Profiles Ensure suppliers are certified or in good standing Manage routine and one-time service purchases Contractor / Service Req Perform funds checking, set budget & overage alert, track expenses separately Budgets and Projects Purchase Orders Blanket Release RFQs Policy-Based Approvals

Enables You To… Maximize Preferred Supplier Savings 1 Eliminate Over-Billing and Over-Runs 2 Create Visibility into Services Spending 3 Most of you are probably already familiar with iprocurement. It is the self service requisition application, and part of the advanced procurement suite. iProcurement offers a number of great benefits to the enterprises and their users. Today, I’ll like to highlight three of them and use them to frame the discussion. First off, streamline requester ordering process. Second, enforce spending policies consistently and effectively across the organization. And finally, slash procurement cost via lower processing cost and reduce cycle time. Streamline requester order process. In the last two releases, from a technology platform perspective, we have moved on to oracle applications framework platform to take advantage of many of its capabilities and personalization tools. As part of the conversion process, we have redesigned the user interface and added many usability enhancements along the way.

Online Access to Detailed History
Oversee the Entire Services Procurement Cycle Suppliers Settle Requisition Receive Purchase Source Budget Holder View approval and service request status Drilldown into PO, timecard, and invoices Access detailed order history, projects, & budgets Track service delivery details & supplier performance

Supplier Performance Measure Supplier and Contingent Labor Performance
Define Targets Conduct Transactions Analyze Performance Out of Tolerance? Take Corrective Action Buyer Supplier Management by Objective Define key performance indicators Setup business performance targets Management by Exception Calculate KPIs and compare to plan Notify decision-makers of exceptions Management by Fact Analyze exceptions based on facts Take immediate corrective action Drive Improvements with Mutual Understanding of Performance

Complex Services PO Oracle Confidential – Restricted

Oracle Confidential – Restricted

Work Confirmation – iSupplier Portal

Work Confirmation – Processing & Approval

Retainage Release Oracle Confidential – Restricted

Fixed Price Temporary Labor Requisition

Contractor Portal (Internal)

Contingent Worker Flow

Guided buying with centralized contracts, approved supplier lists, configurable service requests and rules-based policy / approval Maximize Preferred Supplier Savings Contract financing for complex services, deliverables tracking, multiple invoice reconciliation options, rules-based approvals Eliminate Over-Billing & Over-Runs End-to-end services procurement process support with integration into HR and Projects Create Visibility into Services Spending

Questions? Oracle Confidential – Restricted

Resources Services Procurement on Oracle.com
Oracle Services Procurement Process Guide (HTML) Oracle Services Procurement Process Guide (PDF) Oracle Confidential – Restricted

Oracle EBS Services Procurement Overview

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