0
ImplementationofeProcurement/eInvoicing at UNCCharlotte
A Case Study
Presenter
Bill Pace
UNC Charlotte
Manager – Business Systems
ITS/Enterprise Information Management
wpace3@uncc.edu
704-687...
Agenda
o Project Summary
o Phases Overview
o Integration Process
o Supporting Infrastructure
o Redesigning Processes
o Wor...
Project Summary
o Initiative from UNC GA in Summer 2009
o Improve the Purchasing Power
o Purchase More Efficiently
o Repla...
Phases Overview
SciQuest Selected Summer 2009
Project Kick-Off Nov 2009
Sungard Integration Software Dec 2009
Order Equipm...
Integration Process
o Flow of Information
 SciQuest to Banner
 Banner to SciQuest
o Types of Information
 Vendor
 FOAP...
Supporting Infrastructure
o Three SciQuest Sites
 Test
 Prod
 Training (no integration)
o Test and Prod Separate Databa...
Supporting Infrastructure -
eProcurement
DMZ FW
FW
eProcurement
Repository
Refresh
ODS Stage UserInfo
LoginXML
Process
AD
...
Supporting Infrastructure -
Invoice
Redesigning Purchasing
Process
o Chose to NOT Implement Existing Manual Processes
o Engaged Consultant to Assist in Redesi...
Redesigned Purchasing
Process
Redesigned Purchasing
Process
Shopper Fills Cart
and Assigns to
Requestor
Requestor
applies
FOAPAL codes
Requisition
Creat...
Steps in Purchasing Process
o Assign Cart
o Create PR
o Org Financial Approval
o Exception Fund Approval
o 2nd Level Finan...
Redesigned Invoicing Process
Steps in Invoicing Process
o User Receives Goods or Service
o Vendor Sends Invoice
o AP Reviews
o 49er Mart Matching
 Inv...
Working with Vendors
o SciQuest and Sungard Support is Off-Site
o Partnership Relationship
o Different Approaches to Imple...
Training and Support
o Design Training Materials
 Classroom
 Video
o Material Structured by Role
• Shopper
• Requestor
•...
Dealing with Upgrades
o Dependencies Between Banner and SciQuest
o Sungard
 Currently Finance 8.3
 Testing Finance 8.4
o...
Lessons Learned
o Team Make-Up is Critical
o Process Improvement Rather than Implementation
o Talk to Other Institutions
o...
Lessons Learned (continued)
o Use Your Own Methodology – create own Workplan
o Treat this as a Business AND Technology Pro...
Housekeeping
o Verify that the Units of Measure between SciQuest and Banner agree
(HigherMarkets-UnitOfMeasureModification...
Screenshot
Screenshot
Screenshot
Screenshot
Screenshot
Screenshot
Screenshot
#######################################################################
# OPENEAI Log category
log4j.logger.org...
Sample of LoginXML Post
<?xml version="1.0" encoding="UTF-8"?>
<!DOCTYPE LoginRequest SYSTEM "https://usertest.sciquest.co...
Sample of Parent-Child Post
<?xml version="1.0" encoding="UTF-8" ?>
<!DOCTYPE CFBudget (View Source for full doctype...)>
...
Sample of Parent-Child Post
(cont)
<Relationship childcfname="Program" parentcfname="Fund">
<ParentCustomFieldValueRef val...
Q & A
o ???
Feedback
o Please rate this presentation at:
http://joind.in/2000
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Cause10 presentation on e procurement einvoice 11 9-10

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Implementation of eProcurement and eInvoice at UNCC - A Case Study

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Transcript of "Cause10 presentation on e procurement einvoice 11 9-10"

  1. 1. ImplementationofeProcurement/eInvoicing at UNCCharlotte A Case Study
  2. 2. Presenter Bill Pace UNC Charlotte Manager – Business Systems ITS/Enterprise Information Management wpace3@uncc.edu 704-687-5461
  3. 3. Agenda o Project Summary o Phases Overview o Integration Process o Supporting Infrastructure o Redesigning Processes o Working with Vendors o Training and Support o Dealing with Upgrades o Lessons Learned o Housekeeping o Q & A
  4. 4. Project Summary o Initiative from UNC GA in Summer 2009 o Improve the Purchasing Power o Purchase More Efficiently o Replace Functionality in Banner Purchasing and AP o Reengineer Processes o Implement eProcurement, then eInvoice o Phased Roll-Out
  5. 5. Phases Overview SciQuest Selected Summer 2009 Project Kick-Off Nov 2009 Sungard Integration Software Dec 2009 Order Equipment Dec 2009 Install/Configure eProcurement Test Feb 2010 Design Workflows/Reengineer eProc Processes Feb – June 2010 Install/Configure eInvoice Jun 2010 eProcurement Go-Live Jul – Dec 2010 Design Workflows/Reengineer eInvoice Processes Aug – Oct 2010 eInvoice Go-Live Jan 2011
  6. 6. Integration Process o Flow of Information  SciQuest to Banner  Banner to SciQuest o Types of Information  Vendor  FOAP (accounting structure) o Special Integration  Parent-Child (Fund/Organization/Program)  Login Authorization (Authorized Funds, profile info)
  7. 7. Supporting Infrastructure o Three SciQuest Sites  Test  Prod  Training (no integration) o Test and Prod Separate Database Instances o Integration Software Between SciQuest and Banner o Processes to Provide Special Integration and Login Authentication/Authorization o SciQuest Provides Catalog Support and Invoicing
  8. 8. Supporting Infrastructure - eProcurement DMZ FW FW eProcurement Repository Refresh ODS Stage UserInfo LoginXML Process AD FW DMZ FW SciQuest Banner Production eProcurement Repository Refresh ODS Stage User Info eProcurement User LoginXML Process AD FW Virtual Server Linux Red Hat 4.0 JDK 1.5 Tomcat Intel P4 1.8GHZ Disk 30GB Memory 4GB
  9. 9. Supporting Infrastructure - Invoice
  10. 10. Redesigning Purchasing Process o Chose to NOT Implement Existing Manual Processes o Engaged Consultant to Assist in Redesign o Developed Purchase Work Flows Based on Redesign o Work Flow Fits Most Purchasing Scenarios  Replaces Phone Calls and Emails  Allows for Notifications, Reviews, and Approvals Electronically  Special Forms for: • EH&S • Live Animals • Services
  11. 11. Redesigned Purchasing Process
  12. 12. Redesigned Purchasing Process Shopper Fills Cart and Assigns to Requestor Requestor applies FOAPAL codes Requisition Created Step 1: Assign Cart Step 2: Create PR Is Fund a Designated Departmental Exception Fund? Approve Yes Fund Z - ApproverFund Y - Approver Fund X - Approver Step 4: “Exception” Fund Approval Step 9: Grant Approval Is a Grant purchase containing commodity >$5000 or services > $0? Yes Is Purchase <= $2,500? Financial Approver Level 2 Yes Approve Is Purchase <= $5,000? Financial Approver Level 3 Yes Approve No Is Purchase <= $25,000? Financial Approver Level 4 Yes Approve Is Purchase over $25,000? Financial Approver Level 5 Yes Approve NoNo Step 3: Org Financial Approval Purchase Order Created User Step System Step Manual Approval Step KEY Non Catalog PR with Contracted Supplier > $2,500? Step 12: Purchasing Buyer Review Yes Buyer Review Is Purchase <= $500? Financial Approver Level 1 Yes No No Approve No Step 8: PC Purchase Approval Is a non-catalog PC Purchase? Yes ITS Approver Office of Sponsored Programs Is a Service PR? Yes No Approve No Approve No Approve Buyer Review Step 13: Tax Department Is a Service Requisition w/ Non-US Citizen or OOS Vendor? Yes Tax Manager Approver Approve From Step 5 Step 10: Special Funds Approval Is a Foundation or other Special Fund and Account? Yes Financial Services Approver Approve Step 11: Fixed Assets Account Code Review Any line item >= $5,000 or Capital Account? Yes Fixed Assets Reviewer Approve From Step 11 Step 15: 49ER Mart PO Create Step 5: 2nd Level Budget Approval Is Budget Freeze in Effect? Yes Budget Approver Approve Go To Step 6 No Step 14: Accounts Payable Approval Is a Food Account? Yes Accounts Payable Approver Approve Go To Step 12 Product of Interest? EH&S Approver Step 7: EH&S Approval Radioactive Notification to EH&S Hazardous Approve eProcurement Requisition Approval Workflow Step 6: Live Animal Approval Is a Live Animal Purchase? Yes Vivarium Approver Approve
  13. 13. Steps in Purchasing Process o Assign Cart o Create PR o Org Financial Approval o Exception Fund Approval o 2nd Level Financial Approval o Live Animal Approval o EH & S Approval o PC Purchase Approval o Grant Approval o Special Fund Approval o Fixed Asset Account Code Review o Purchasing Buyer Review o Tax Department Review o Accounts Payable Review o 49er Mart PO Creation
  14. 14. Redesigned Invoicing Process
  15. 15. Steps in Invoicing Process o User Receives Goods or Service o Vendor Sends Invoice o AP Reviews o 49er Mart Matching  Invoice Received • Electronic • Paper (Flip PO) • Email Reminder to Receive Goods/Services  Sales Tax Review  Auto Matching during grace period (exceptions for review) • Shipping charges • Quantity • Line Item (Lesser of 10% or $50) • 3-Way o OK to Pay – Send to Banner
  16. 16. Working with Vendors o SciQuest and Sungard Support is Off-Site o Partnership Relationship o Different Approaches to Implementation  SciQuest • Standard 26-week schedule broken into 2-week sprints • Series of Web-Based Work Sessions • What Do You Want? • Demos and Prototypes • Documentation  Sungard • Must schedule remote installation via Webex • Highly leveraged support staff • Integration in a Box • Documentation
  17. 17. Training and Support o Design Training Materials  Classroom  Video o Material Structured by Role • Shopper • Requestor • Approver • AP o System Administrator
  18. 18. Dealing with Upgrades o Dependencies Between Banner and SciQuest o Sungard  Currently Finance 8.3  Testing Finance 8.4 o SciQuest  Currently 10.3 o YOU manage Banner Upgrades o SciQuest Upgrades 3 times/year  Published schedule  3-4 week window o During project, managed 3 SciQuest upgrades, 2 Banner upgrades, new data center, introduction of Linux servers, virtualization
  19. 19. Lessons Learned o Team Make-Up is Critical o Process Improvement Rather than Implementation o Talk to Other Institutions o Coordination, Coordination, Coordination… o Know Your Decision Makers o Sophistication Requires Careful Analysis and Process Know-How o Full-Time Project Manager and Project Board o Involve Users Early and Often
  20. 20. Lessons Learned (continued) o Use Your Own Methodology – create own Workplan o Treat this as a Business AND Technology Project o Exploit the Features of SciQuest (ADW, LoginXML) o Leverage Banner for Authorization o Much thought into Sponsorship and Marketing o No Big Bang o Create Your Own Brand o Start early on Data Mapping, Workflow Design, Testing o Consider Impact on Training and HelpDesk Resources
  21. 21. Housekeeping o Verify that the Units of Measure between SciQuest and Banner agree (HigherMarkets-UnitOfMeasureModification and Banner-UnitOfMeasureModification) o Follow instructions provided by Sungard when cloning Banner instances (Stop Integration Services during clone) o Provide for the resynching of data after a clone o Back-up the Integration Servers o Stop and Start the Integration Services periodically o Purge the log files (LDILOG) periodically o Monitor the Integration Console and learn its functions o Minimize the level of logging in the Console for production o Provide monitoring of server and services (GroundWorks) o Late-breaking news  Provision all faculty and staff as requestors  Plan for migration of Authentication/Authorization from LoginXML to Shibboleth
  22. 22. Screenshot
  23. 23. Screenshot
  24. 24. Screenshot
  25. 25. Screenshot
  26. 26. Screenshot
  27. 27. Screenshot
  28. 28. Screenshot ####################################################################### # OPENEAI Log category log4j.logger.org.openeai=WARN > BannerP2PConsumer component log4j.logger.openeaiObjType=INFO ####################################################################### ####################################################################### # Application Specific Loggers log4j.logger.Banner=WARN > BannerAQGateway component log4j.logger.EnterpriseLoggingService=WARN > EnterpriseLoggingService component log4j.logger.EnterpriseTransRouter=WARN > EnterpriseTransRouter component This routes the messages between Higher markets and Banner and vice versa log4j.logger.ErrorManager=WARN > ErrorManager component log4j.logger.HigherMarkets=WARN > SciQuestRelayConsumer component log4j.logger.SciQuestRelayProducer=WARN > SciQuestRelayProducer component ####################################################################### • Logging options in Console (Debug, Info, Warn, Error, Fatal)
  29. 29. Sample of LoginXML Post <?xml version="1.0" encoding="UTF-8"?> <!DOCTYPE LoginRequest SYSTEM "https://usertest.sciquest.com/app_docs/dtd/loginxml/Login.dtd"> <LoginRequest version="1.0"> <Header> <MessageId>1</MessageId> <Timestamp>2007-03-30T09:16:03</Timestamp> <Authentication> <Identity>XXXXX</Identity> <SharedSecret>XXXXXX</SharedSecret> </Authentication> </Header> <UserProfile username="wpace3"> <FirstName>Bill</FirstName> <LastName>Pace</LastName> <Email>wpace3@uncc.edu</Email> <Phone>7046875461</Phone> <Department> Enterprise Information Mgmt</Department> <CustomFields> <CustomFieldValueSet name="Fund"> <CustomFieldValue> <Value>102210</Value> <Description>Fund 102210 desc</Description> </CustomFieldValue> <CustomFieldValue> <Value>102211</Value> <Description>Fund 102210 desc</Description> </CustomFieldValue> </CustomFieldValueSet> </CustomFields> </UserProfile> </LoginRequest>
  30. 30. Sample of Parent-Child Post <?xml version="1.0" encoding="UTF-8" ?> <!DOCTYPE CFBudget (View Source for full doctype...)> <CFBudget version="7.3"> <Header> <MessageId>2110-04-29 0000002</MessageId> <Timestamp>2110-04-29 02:01</Timestamp> <Authentication> <Identity>XXXXXXXX</Identity> <SharedSecret>99999999</SharedSecret> </Authentication> </Header> <CFRelationship> <Relationship childcfname="Organization" parentcfname="Fund"> <ParentCustomFieldValueRef value="101700"> <ChildCustomFieldValueSet action="delete"> <ChildCustomFieldValueRef value="12600" /> </ChildCustomFieldValueSet> </ParentCustomFieldValueRef> </Relationship> <Relationship childcfname="Organization" parentcfname="Fund"> <ParentCustomFieldValueRef value="101700"> <ChildCustomFieldValueSet action="add"> <ChildCustomFieldValueRef value="17400" /> </ChildCustomFieldValueSet> </ParentCustomFieldValueRef> </Relationship> <Relationship childcfname="Organization" parentcfname="Fund"> <ParentCustomFieldValueRef value="101016"> <ChildCustomFieldValueSet action="add"> <ChildCustomFieldValueRef value="17400" /> </ChildCustomFieldValueSet> </ParentCustomFieldValueRef> </Relationship>
  31. 31. Sample of Parent-Child Post (cont) <Relationship childcfname="Program" parentcfname="Fund"> <ParentCustomFieldValueRef value="101700"> <ChildCustomFieldValueSet action="delete"> <ChildCustomFieldValueRef value="17000" /> </ChildCustomFieldValueSet> </ParentCustomFieldValueRef> </Relationship> <Relationship childcfname="Program" parentcfname="Fund"> <ParentCustomFieldValueRef value="101700"> <ChildCustomFieldValueSet action="add"> <ChildCustomFieldValueRef value="10100" /> </ChildCustomFieldValueSet> </ParentCustomFieldValueRef> </Relationship> <Relationship childcfname="Program" parentcfname="Fund"> <ParentCustomFieldValueRef value="101016"> <ChildCustomFieldValueSet action="add"> <ChildCustomFieldValueRef value="10100" /> </ChildCustomFieldValueSet> </ParentCustomFieldValueRef> </Relationship> </CFRelationship> </CFBudget>
  32. 32. Q & A o ???
  33. 33. Feedback o Please rate this presentation at: http://joind.in/2000
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