1. EE1: Procurement Updates
Presentation for
New York State Procurement Council
November 19, 2014

2. Asset Lifecycle Management (ALM)
EE1 Overview
New Functionality
Enterprise Services
Automation (ESA)
eSettlements
Asset Lifecycle Management (ALM)
Budget/ Commitment Control
Bulkload Extracts
Procurement Contracts
Re-architecture
EE1 has three main components, starting from the bottom:
A technical upgrade to PeopleSoft version 9.2 from the previous 9.0 version, which allows us to remain in compliance with the support agreement.
Re-architecture of several modules that were implemented during the original SFS implementation to better leverage best practices and replace current manually intensive business processes with delivered automation.
Addition of new functionality to help address some of the obstacles that have prevented some agencies from coming online. DOL will serve as the pilot agency for much of the new functionality. ESA falls into this category and DOL will be the only agency impacted by EE1.
Technical Upgrade
PeopleSoft 9.2 Upgrade/ Technology Stack

3. EE1 Project Timeline Go Live Soft Freeze Hard Freeze Nov-Dec 2013
Jan-Feb
2014
Mar-Apr
2014
May-Jun
2014
Jul-Aug
2014
Sep-Oct
2014
Nov-Dec
20 14
Jan-Feb
2015
Mar
2015
Apr
2015
Integ.
Test
UAT
Strategy Phase
Planning Phase
First Look
Train-the- Trainer
Design Phase
Admin. Training
Agency Training
Go Live
Build & Unit Test
New User Training
Integration Testing (Oct – Dec. 2014)
Train-the-Trainer (Nov Jan. 2015)
User Acceptance Test (Dec – Feb. 2015)
Hard Freeze (Feb. 2015)
Agency User Training (Jan. – Mar. 2015)
Full Dress Rehearsal (FDR) (Feb. 2015)
Cutover Prep./Cutover (Mar. – Apr. 2015)
Go-Live (Apr. 2015)
Cutover Workshops
FDR
Prep
Cutover
Soft Freeze
Hard Freeze

4. SFS April 2012 – Go-Live
Picture to drive the point home that we didn’t change all the business processes that we should of

5. How do we drive alignment?
Group Objectives
Leverage delivered controls
Streamline and enhance process
Increase Procurement Intelligence
Fiscal Responsibility
Office of the State Comptroller
Division of the Budget
Business Service Center
Statewide Financial System

6. Areas of Focus in Proceurment
Contract Definition
Contract Maintenance
Purchasing

7. New York State Benefits
Improve fiscal accountability
Realign to PeopleSoft best practices
Reduce need for customizations across NYS
Support NYS procurement initiatives such as MarketPlace and Item Master
Enhance agency visibility into future cash impacts and financial performance
Positions NY State for future initiatives

8. EE1 Overview – Vendor Perspective
Shaving off the Sharp Edges of the Peg
Setting the table for vendors to be able to do business with NYS as they deal with a commercial customer

9. EE1 Overview – Vendor Impacts
Contract Numbering
Contract Lines
Amendments/Versions
Contract Remaining Balance
Purchase Order
Corporate Contracts (P Contracts)
Revenue Contracts
E Settlements
EE1 has three main components, starting from the bottom:
A technical upgrade to PeopleSoft version 9.2 from the previous 9.0 version, which allows us to remain in compliance with the support agreement.
Re-architecture of several modules that were implemented during the original SFS implementation to better leverage best practices and replace current manually intensive business processes with delivered automation.
Addition of new functionality to help address some of the obstacles that have prevented some agencies from coming online. DOL will serve as the pilot agency for much of the new functionality. ESA falls into this category and DOL will be the only agency impacted by EE1.

10. Numbering
NYS Contract # will be populated from the Requisition during the contract creation process
SFS Contract ID (system generated number) will be assigned during the contract creation process
Primarily transparent to a vendor
NYS Contract # remains same
SFS Contract ID will appear on purchase orders

11. Contract Lines
Currently single line contracts within SFS
Contract Amount
EE1 - Contracts are created from a requisition and will be created with one contract line for each requisition line
Possible Usage
Deliverables
Products
Performance or Fiscal Years
Goods and related services
Additional contract lines can be added to the contract if desired
Provide information on what “include for release” means and clarify that this is during the contract creation/approval process.
Second two bullets are after the approval of the contract

12. Amendments/Versions
Any change to terms and conditions to an approved contract will be made as a new version
Multiple versions can be in stages of negotiation and approvals but only one approved version
Agencies do not have to manage spending at the amendment level

13. Contract Remaining Balance
Definitions
Non-PO Expense
Maximum Amount
Released Amount
Contract Remaining Balance Calculation:
New calculation for Remaining Balance would be Max Amount – {Released Amount + Non-PO Expenses + Non-PO Adj Expenses} – In Process Amount = Remaining Amount.

14. Item Master
The Item Master is currently used for a limited number of disaster stockpile items. It is being expanded to include non-emergency items.
Benefits:
Supports procurement and inventory automation
Improved business intelligence
Clear and consistent naming conventions
Enhanced flexibility when ordering for buyers and procurement managers
Improved business intelligence
Clear and consistent naming conventions; all NYS employees will share the same set of items IDs
Accurate transactional history for auditors, inventory planners, and procurement managers
Enhanced flexibility when ordering for buyers and procurement managers (e.g., searching for additional suppliers)

15. Corporate Contracts
Corporate Contract is a contract that can be used by all state agencies.
Validations will be in place to ensure that statewide contracts are not overspent
Only if we get a questions - If use the Req, can only be for the main vendor, can’t be for the VARS. OGS offers a large number of contracts that state agencies can use when procuring goods or services. These contracts are also known as P-Contracts, Master Contracts or statewide contracts.

16. Purchase Order Impacts
POs will be required for a majority of purchases
All POs (including those against agency contracts) will be used as ordering documents
Use of a PO as a true ordering document, not as evidence of encumbrance
Brendan
For an Agency Contract the use of a Purchase Order will be aligned to its delivered intended use as a true ordering document and not as an evidence of encumbrance prior to contract or contract amendment approval
Agencies will have two ways to create Purchase Orders against an approved agency contract:
Contract releases
Copying over contract and contract lines into the PO lines
Agencies will have three ways to create Purchase Orders against centralized contracts:
Source the Requisition identifying contract and contract line to a Purchase Order
Create a PO manually

17. Revenue Contracts NYS as a vendor/supplier
Revenue contracts will be using the Customer Contract Application in the Enterprise Services Automation (ESA) module
Vendors also customer of NYS will have a customer number (NYCUST )

18. eSettlements
eSettlements will provide the state a new standard for centralizing electronic invoicing
Approved suppliers (vendors) may submit electronic invoices to SFS via eSettlements
Approved suppliers may enter invoices directly into the Supplier Portal or via file from their source system
Invoices entered into SFS via eSettlements will be built into accounts payable vouchers
Brendan
eSettlements is a new module being implemented as an entry point for invoices; it will provide the state a new standard for centralizing electronic invoicing
Approved suppliers (Vendors) may submit electronic invoices to SFS via eSettlements
OSC will send a communication to agencies regarding vendors that will begin to send eInvoices
Approved suppliers may enter invoices directly into the Supplier Portal or via file from their source system
Invoices entered into SFS via eSettlements will be built into Accounts Payable Vouchers
Agencies will be responsible for addressing invoices that fail voucher build and either deleting the voucher or correcting the issue
Agencies will have a report to identify vouchers that fail voucher build and the report will include the reason for the failure

19. eSettlements: Origination Points
Invoices will have the following origination points:
File (XML) upload
Electronic Catalog initiative; invoice generation
Self-service entry via Supplier portal
Brendan
These are the three different places files can be submitted and fed through eSettlements.

20. eSettlements: Supplier Portal
Supplier access will be granted to selected suppliers for invoice entry through the current supplier portal
Encourage eInvoicing vendors to use eSupplier
Pilot Information
Low volume and high volume invoicing supplier will be targeted
10-15 suppliers will be elected to participate in a pilot for eSettlements invoice entry
Supplier will help test invoice entry for their company
Supplier will test both XML invoice entry and self-service invoice entry
Brendan
Agencies should encourage eInvoicing vendors to use eSupplier as much as possible to track their financial information (invoices, vouchers, payments, and POs)
A small group of pilot vendors have been selected by OSC’s Vendor Management Unit to go live for EE1. Only invoices from these specific vendors will no longer go to any agency via paper. We will share this list.

21. Questions and Answers