1. Vendor Cutover Strategy
PRESENTATION OUTLINE
VENDOR ENGAGEMENT SESSION
The presentation shall focus on 4 main areas:-
Firstly, why is there is a need for us to change. I’ll be sharing, how is our transformation journey, our approach and what are the elements that are critically required to sustain the momentum for change
Vendor Cutover Strategy
December, 2012 1

2. Background – Current System
SRM - SUS
Since 1st JANUARY 2012
PETRONAS Holding Co.
PETRONAS Carigali Sdn Bhd
PETRONAS Chemical Group Bhd
OPTIMAL Chemicals (M) Sdn Bhd
OPTIMAL Glycols (M) Sdn Bhd
OPTIMAL Olefins (M) Sdn Bhd
MITCO Malaysia Sdn Bhd
MITCO Labuan Sdn Bhd
Supplier Self Service (SUS)
Internet Browser
SUPPLIER
PePP/ SAP
This slide shows what we have today, that is the current system now, which is the PETRONAS e-procurement Portal referred to as the PePP system, and how it will impact on vendors, starting 1st January 2012 onwards.
The top part of the slide shows the current PePP system, which has been the platform we transact the procurement processes between vendors and PETRONAS. This system caters for all PETRONAS and its subsidiary companies.
What I am about to highlight to you, is very critical, so please give careful attention to the change so as not to have any confusion when we cross the 1st January 2012 dateline.
Come 1st January 2012, the new SRM-SUS system will be the platform for the procure-to-pay processes, BUT NOT ALL PETRONAS and its subsidiary companies will be on SRM.
As shown in the lower part of the slide, you will see BOTH SRM-SUS as well as PePP which will still be in use.
Only 8 PETRONAS OPUs will migrate over to the SRM-SUS system, and they are <read slide>
How does that impact on the Vendors?
There will be Vendors who are doing business with the 8 OPUs as well as other subsidiaries not listed as one of the 8. So, as depicted in the diagram, you will access SRM-SUS when transacting with the 8 companies and ALSO you will be accessing PePP when dealing with the non-SUS companies.
This slide is important as it sets the background for this whole engagement session. So if you need further clarification, jot down your question for the Q&A session later.
Click to next slide
PETRONAS e-Procurement Portal / PETRONAS Pintas 1 & Pintas 2
Internet Browser PePP
Other PETRONAS subsidiary companies
See Appendix for Subsidiary Listing
Manual Submission Pintas 1 & Pintas 2

3. January 2013 Petronas System Landscape
1st JANUARY 2013
PETRONAS Holding Co.
PETRONAS Carigali Sdn Bhd
PETRONAS Chemical Group Bhd
OPTIMAL Chemicals (M) Sdn Bhd
OPTIMAL Glycols (M) Sdn Bhd
OPTIMAL Olefins (M) Sdn Bhd
MITCO Malaysia Sdn Bhd
MITCO Labuan Sdn Bhd
SUPPLIER
SRM – SUS/ SAP
Internet Browser
Supplier Self Service (SUS)/ SAP ECC6
Manual Submission
Other PETRONAS subsidiary companies
See Appendix for Subsidiary Listing
PETRONAS e-Procurement Portal
This slide shows what we have today, that is the current system now, which is the PETRONAS e-procurement Portal referred to as the PePP system, and how it will impact on vendors, starting 1st January 2012 onwards.
The top part of the slide shows the current PePP system, which has been the platform we transact the procurement processes between vendors and PETRONAS. This system caters for all PETRONAS and its subsidiary companies.
What I am about to highlight to you, is very critical, so please give careful attention to the change so as not to have any confusion when we cross the 1st January 2012 dateline.
Come 1st January 2012, the new SRM-SUS system will be the platform for the procure-to-pay processes, BUT NOT ALL PETRONAS and its subsidiary companies will be on SRM.
As shown in the lower part of the slide, you will see BOTH SRM-SUS as well as PePP which will still be in use.
Only 8 PETRONAS OPUs will migrate over to the SRM-SUS system, and they are <read slide>
How does that impact on the Vendors?
There will be Vendors who are doing business with the 8 OPUs as well as other subsidiaries not listed as one of the 8. So, as depicted in the diagram, you will access SRM-SUS when transacting with the 8 companies and ALSO you will be accessing PePP when dealing with the non-SUS companies.
This slide is important as it sets the background for this whole engagement session. So if you need further clarification, jot down your question for the Q&A session later.
Click to next slide
PePP Not Available

4. P2P Normal Process in Post Jan 2013
RFQ document
RFQ Submission
Retrieve RFQ
Submit RFQ
SRM - SUS
Internet Browser PO
Retrieve PO
Supplier
Self-Service
(SUS)
Confirm PO
PO Confirmation
Create Service Confirmation
Service Entry Sheet
PETRONAS
SUPPLIER
Service Accepted
Service Acceptance
GR (Material)
Retrieve GR (Material)
Here is a summary of the various activities that will take place via SUS. It starts from:
Bid invitation, followed by
Retrieval of RFQ document by vendor
Vendor then decides whether or not to participate. If the decision is to participate, the vendor completes the RFQ document and submit via SUS. Here, supporting documents can be attached
Once vendor has submitted, PETRONAS will receive the submission and progress the evaluations
Step 5 will see the creation of PO sent to the awarded vendor
Next, the vendor will receive a PO notification for vendor to retrieve the PO from SUS
Step 7 will see the vendor confirming the PO which is then retrieved by PETRONAS
For services rendered and completed, vendor creates a service confirmation in SUS, which is retrieved by PETRONAS as a service entry sheet.
Upon acceptance by PETRONAS, a service acceptance is sent to vendor via SUS
In the case of materials delivered by Vendor, a GR or goods receipt is executed by PETRONAS
Vendors will then retrieve the GR in SUS which is the indication the the vendor can now invoice PETRONAS.
Finally, PETRONAS retrieves the invoice in SUS and progress it for payment processing.
In summary, SRM SUS provides a complete end-to-end processing of RFQ to procurement and finally, to payment
Are all these functionalities new to you? Let’s look at the next slide which summarises the new functionalities in SRM versus that in PePP.
Click to next slide
Invoice
Create Invoice
Impacted OPUs
All Pilot OPUs Go-Live in Jan 2012 (status quo) for SUS Vendors
Roll Out OPUs in Jan 2013 but only for Purchase Order created after Go-Live for SUS Vendors

5. P2P Interim Process in Post Jan 2013
Petronas SAP ECC6
Purchase Order
Goods Receipt and Service Entry
Invoicing
Sourcing
Open Purchase Order prior Jan 2013 transacted via PePP or Manual that migrated to SAP ECC6
Applicable for Open Purchase Order prior Jan 2013
Submit manual invoice to Petronas FSS
Submit invoice to respective OPU Finance
P2P Interim process : All converted PO have been processed until payment
Purchase order processing

6. Cutover Overview: Procure-to-Pay
21 Dec 18:00
Last RFQ, PO,GR & SE/SA
Last approval of PePP SES
Last posting PePP Invoice’
Last MM Manual Invoice
PCG
RTGP
PDB
27 Dec 14:00
Last RFQ, PO,GR & SE/SA
Last approval of PePP SES
Last posting PePP Invoice’
Last MM Manual Invoice
31 Dec 18:00
Last RFQ, PO,GR & SE/SA
Last posting Invoice
01 Jan 18:00 Last AP payment run
28 Dec 18:00 Last AP payment run
GO-LIVE RTGPO
GO-LIVE PCG & PDB
Communication to Vendors
28 Dec 18:00 Last AP payment run
1st week Dec
17 Dec
21 Dec
26 Dec
28 Dec
29 Dec
31 Dec
1 Jan
4 Jan
17 Dec 18:00
Last submission of PePP SN, SES & Invoice
29 Dec 00:01 – 23:59
SRM SUS System Downtime

7. Cutover Scenarios – Converted PO For Materials
Shipping Notifica-tion
(SN)
Goods Receipt Note (GRN)
e-Invoice/ Manual Invoice
If not done before Cutover Date
Vendors will need to: 1 X
Vendor submit manual Delivery Order when making
delivery and manual invoice 2 √
PETRONAS create Goods receipt after 1st January 2013 with reference to DO and vendor submit manual invoice 3
Submit manual invoice
Attach Delivery Order 4
No actions required
Note:
(√) denotes ALREADY done
(X) denotes NOT done.
Note:
(√) denotes ALREADY submitted/done
(X) denotes NOT submitted/done.
This slide presents circumstances related to materials only.
<read slide and explain>
Please jot down any question or clarification you might need for later during our Q & A session.
Click to next slide

8. Cutover Scenarios – Converted PO For Services
PePP Service
Notifica-tion / Manual Service Entry
Service
Accep-tance
PePP Invoice/ Manual invoice
If not done before Cutover Date , Vendors will need to: 1 X
PETRONAS create Service Acceptance after 1st
January 2013 with reference to JCT and vendor
submit manual invoice 2 √ 3
Submit manual invoice
Attach Service Completion Certificate or Job
Complete Ticket 4
No actions required
Note:
(√) denotes ALREADY done
(X) denotes NOT done.
As this slide is quite wordy, I will first read word by word from the slide, then I will elaborate and explain
This information has been conveyed to all vendors via our sent last week. In technical project terms, we call it data migration and system cutover from the current PePP to the new SRM SUS, where we need to extract procurement transaction data for the 8 affected OPUs, from the existing PePP system and move it into the new SRM SUS system. Whilst doing so, we need to bring down the PePP system and hence, will not be available for updating and transacting.
Please pay careful attention to the scenarios presented as there are implications on what vendors will need to do should any one of them is not done by Wednesday, 6pm 14th December 2011
This table relates to Services only.
<Read through this slide and explain clearly>
When finished, Click to next slide

9. Purchase Order Migrated Number
Strategy for Open POs that are migrated from existing system to new system
PROJECT
OLD PO Number
New Converted PO Number
Remarks
RTGPO/ PCG P
3rd and 4th digit of RTGP and PCG PO no’s will be ignored and prefix P2 when migrating the PO to new system
PDB
The same PDB PO number when migrated to new system

10. What are vendor responsibilities?
quickly adapt to new SRM processes; checkout the user guides on the website
check security access - give to authorised personnel only
immediately communicate new processes to all related personnel
respond to all notifications (PO, Service Acceptance & GR) and bid invitations in a timely manner
<read off the slides and emphasise on the importance of their roles and responsibilities>
With that, we have come to the end of my session, sharing key changes and impacts on vendors when the SRM SUS system goes live for the 8 affected OPUs.

11. SRM system: what’s new for vendors
SUS
supplier self service
-auto PO
-online PO response
-trace delivery
-online invoicing
-check payment status
-online bid invitation
-online response
-online RFQ submission
Please take note:
Attachments must not be more than 10Mb per file
SRM requires Internet Explorer version 8.0 below or Mozilla firefox version 3.6  below
Auto PO 11

12. Processes: Changes impacting Vendors
Advance Shipping
Notification
NOT REQUIRED 
Down Payment Functionality
NOT AVAILABLE 

13. Question and Answer Session
Due to time constraint, we appreciate your attention to
Vendor – Cutover issues

14. Thank You

15. Appendix

16. Retail, Trading, Gas, Power & OthersNo
Company 1
PETRONAS Penapisan (T) S B 2
PETRONAS Penapisan (M) S B 3
PETRONAS Trading Corp. 4
MALAYSIAN Refining Co S B 5
MLNG Sdn Bhd 6
PETRONAS Gas Berhad 7
Melaka Regasification Terminal 8
Sungei Udang Port Sdn Bhd 9
PETRONAS Aviation Sdn Bhd 10
PETRONAS NGV Sdn. Bhd. 11
PAPL (Downstream) Pty Ltd 12
PETRONAS Australia Pty Lt 13
PAPL (Upstream) Pty Lt 14
PAPL (Upstream II) Pty Lt 15
Inst of Technology Petron 16
PETRONAS Mgmt Trng S B 17
Petronas Research S/B 18
PETRONAS Maritime Service 19
KLCC (Holdings) Sdn Bhd No
Company 20
Putrajaya Holdings Sdn Bhd 21
PrimeSourcing Intl S/B 22
Petrosains Sdn Bhd 23
KLCC PROJEKS SDN BHD 24
Prince Court Medical Ctr 25
KLCC PARKING MGMT SDN BHD 26
Malaysian Philharmonic Orchestra 27
Dewan Filharmonik Petronas 28
PETRONAS Tech Training SB 29
KLCCPH – KLCC Property Holding 30
LISB – Layan Intan Sdn Bhd 31
PETRONAS Floating LNG 1 (L) Ltd 32
PETRONAS Floating LNG 2 33
PETRONAS Power Sdn Bhd 34
PETRONAS LNG 9 Sdn Bhd 35
Voltage Renewables Sdn Bhd 36
Regas Term.(Pengerang) SB 37
Regasification Terminal .(Lahad Datu)SB

17. Petronas Chemicals Group
Item
Company 1
ASEAN Bintulu Fertilizer S/B 2
Fertiliser Kedah Sdn Bhd 3
PETRONAS Chemicals Marketing 4
PETRONAS Chemicals Methanol 5
PETRONAS Chemical MTBE Sdn Bhd   6
PETRONAS Chemical Ethylene 7
PC Polypropylene Sdn Bhd 8
PC Polyethylene Sdn Bhd 9
Kerteh Port Sdn. Bhd 10
Vinyl Chloride (M) Sdn. Bhd. 11
PETRONAS Chemical Aromatics 12
PETRONAS Chemical Ammonia 13
Petlin (Malaysia) Sdn. Bhd

18. Petronas Dagangan 1 Petronas Dagangan Berhad 2
Item
Company 1
Petronas Dagangan Berhad 2
KL Aviation Fuelling System

19. Invoice Delivery Instruction For Companies under CAPS only (from 18 Dec 2012 onwards)
Please find the following Petronas Companies under CAPS
Company Name under CAPS
Vinyl Chloride (M) Sdn Bhd (VCM)
PETRONAS Ammonia Sdn Bhd (PASB)
Ethylene Malaysia Sdn Bhd (EMSB)
Aromatics Malaysia Sdn Bhd (AMSB)
Petlin (M) Sdn Bhd (PETLIN)
PETRONAS Fertilizer Kedah Sdn Bhd (PCFK)
MTBE Malaysia Sdn Bhd
Polypropylene Malaysia Sdn Bhd (PPMSB)
Kertih Port Sdn Bhd (KPSB)
Polyethylene Malaysia Sdn Bhd (PEMSB)
PML
ABF
MLNG
MLNG (2)
MLNG (3)
Petronas LNG Ltd
Sg Udang Port (SUPSB)
PETRONAS Maritime Services (PMSSB)
Petrosains
University Teknologi Petronas (UTP)
PETRONAS Penapisan (Melaka) Sdn Bhd (PP(M)SB)
Malaysian Refining Co. (MRC)
Petronas Gas Berhad
PETRONAS Penapisan (Terengganu) Sdn Bhd (PPTSB)
PLC
PETRONAS Research Sdn. Bhd.
Prince Court Medical Centre Sdn Bhd
Dewan Filharmomik PETRONAS (DFP)
Malaysian Philharmonic Orchestra (MPO)
PHSB (Petronas HartaBina S.B.)
PASSB (PETRONAS Assets Sdn Bhd)
PLSB ( Petronas LNG Sdn Bhd)
PRBF (PRBF Properties Sdn Bhd)

20. Invoice Delivery Instruction For Companies under CAPS only (from 18 Dec 2012 onwards)
Invoices for all OPUs NOT under CAPS, please send to respective OPU Finance Department.
Invoices for all OPUs under CAPS should only be sent to the following address:
Name of the company (OPU) (OPU Co. Code ***)
c/o PETRONAS Finance Shared Services
Level 5, Menara Dayabumi,
Jalan Sultan Hishamudin, 50050,
Kuala Lumpur, Malaysia

21. Invoice Delivery Instruction For Companies under CAPS only (from 18 Dec 2012 onwards)
On the hardcopy invoice, please state the following on the first page of the invoice:
Name of the OPU (Company Code)
Attention : User Name
Department : User Department
Telephone Number : User Contact No
Release/Purchase Order No : Compulsory
Project name : (If applicable)
Invoice Number : (Maximum 16 characters)
Bank Account Details :
Total Payable Amount :
The above information is very crucial to ensure prompt payment processing and must be on the first page of the invoice.

22. Invoice Delivery Instruction For Companies under CAPS only (from 18 Dec 2012 onwards)
All invoices must be printed on A4 size paper, single sided only.
For multi pages invoices, please ensure the total payable is on the front page.
Do not staple the invoice and its supporting documents (use rubber band instead) 
If several invoices are to be submitted at the same time, please ensure that a blank paper (as separator) is in between invoice with related supporting documents. 
Each invoice must link to only ONE Purchase Order (PO)/Release Order (RO). PO/RO number must be clearly indicated on the first page of the invoice. The invoice with more than one PO/RO will not be processed.
Handwritten invoice (s), Pro forma invoice (s), Commercial Invoice (s) and Certified True Copy of invoice (s) are not acceptable.
Failure to comply with the above will result to the invoice(s) being rejected and/or not processed for payment.

23. Invoice Delivery Instruction For Companies under CAPS only (from 18 Dec 2012 onwards))
All payments will be notified via Vendor Payment Notification (VPN) through an to registered vendors only.
If you have not register your address, please to for your address to be added/updated in our VPN database.
Any queries please contact FS2 at:
address :
FS2 Call centre :
Mondays – Fridays (except Public Holidays)
8.00am – 5.00pm