Oracle Fusion Procurement Implementation for MBS Burial Village.

2. AGENDA
MBS Introduction
About The Author
Oracle Fusion Procurement Implementation Steps
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4. MBS BURIAL VILLAGE
UK based charity providing multi –faith burial needs to the population of
Blackburn and the surrounding areas
Emphasis on providing local jobs and developing local talent.
Planned Dates for completion:
Cemetery 2015
Crematorium 2016
Community Centre 2017
Mausoleum 2018
Hotel 2019
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7. KHALIL REHMAN
Operations Director overseeing the various projects and reporting to the
Board of Directors.
Has over 30 years of delivering transformation projects in over 18
countries.
MCIPS Certified.
Certified Project Manager
OCP Certified Oracle Fusion Implementer
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9. FUSION TALENT MANAGEMENT IMPLEMENT 1
Project Plan
Assigning Tasks
Create Locations
Create Business Units
Define a Catalo
Define Categories
Define Supplier Business Classification Lookups
Define Products and Services Hierarchy
Create a Purchasing Line Type
Procurement Business Function Configuration
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10. IMPLEMENTATION PART2
Define a Procurement Agent
Self Service Procurement Configuration
Supplier Portal Configuration
Sourcing Configuration
Perform System Test
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12. PROJECT PLAN
Meeting between Project manager , senior users and senior supplier to
agree the scope, timelines and budgets.
Agreed on a fixed cost budget and assigned dedicated resources to the
project.
Khalil to maintain the Functional setup manager .
Implementation team to configure the Procurement system as per MBS
Burial Village specifications and documented in AIM templates.
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14. Go to the Manage Implementation Project page and create
your Procurement
implementation project. Add the following options:
• Self Service Procurement
• Sourcing
• Supplier Portal
Remove the following task groups from the project:
• Procurement Contracts
• Transactional Business Intelligence
• Extensions for Procurement task groups.
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17. ASSIGNING TASKS
Working backwards from desired go-live date 28 days deadline.
Booked internal staff on pre-requisite training courses (instructor lead and
NOT e-learning)
Internal staff assigned buddies from implementation team.
Internal staff set up meetings with MBS decision makers.
Senior users allocated staff for workshops, training ad user acceptance
testing.
Allow 20% contingency in time estimation budgets.
Get buy-in form Board of Directors.
Re-arrange parallel tasks where appropriate.
Bring in extra resource internally for data migration and testing.
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20. ORACLE FUSION PROCUREMENT SETUP FLOW
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22. LOCATIONS
Location Name: MBS UK HQ
• Address: 222b, Baker Street, Marylebone, London, W2, United Kingdom
Location Name: MBS Cemetery
• Address: Field 1, Beets Farm, Blackburn, United Kingdom
Location Name: MBS Community Centre
• Address: Field 2, Beets Farm, Blackburn, United Kingdom
Location Name: MBS Crematorium
• Address: Field 3, Beets Farm, Blackburn, United Kingdom
Location Name: MBS Finance
• Address: Field 120 Devon Street, Birmingham, United Kingdom
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23. BUSINESS UNITS
MBS Users are restricted access by location and business unit.
Business Units procure and pay invoices on their own behalf's:
MBS Cemetery
MBS Crematorium
MBS Mausoleum
MBS Community Centre
MBS Hotel
MBS Finance
MBS HQ
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24. ORGANISATIONAL HIERARCHY
• GM=
Khalil
Rehman
• MD=
Saleem
Rehman
• GM=
Raja
Akhtar
• GM =
Jamil
Rehman
MBS
Cemetery
MBS
Crematorium
MBS
Operations
MBS HQ
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25. CEMETERY TEAM
Blackburn
• Chief Undertaker
• Ray Jones
Bham
• Office Manager
• Tara King
• Undertaker
• Bobby Shine
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26. OPERATIONS TEAM
Bham
• Chief Accountant
• Mike Green
Kent
• Procurement Manager
• Paul Mittoo
• Human Resources
• Carolyn Ryan
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28. APPROVAL MANAGEMENT
Workflow
• An automated process in which tasks are passed from a user, a group of
users, or the application to another user or group for consideration or
action. The tasks are routed in a logical sequence to achieve an end result.
• A workflow human task is anything that requires attention or action from
users. Examples of tasks include approving a requisition or purchasing
documents.
• For workflows, Oracle Fusion Applications uses the approval
management extensions of the human workflow services from Oracle
SOA Suite, as well as the Oracle BPM Worklist application.
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29. APPROVAL LEVELS
Requisitioner £0 approval limit
Peer approver £100
Supervisor £1000
Area Manager £5000
General Manager £50,000
Director £100,000
Most transactions are under £5000 and approval should be within 24 hours.
Business cases required for procurement over OJEU limit. Proof is required that
competitive tendering has occurred and the bids stored in case of legal
challenge.
Because of the high priority capital projects MBS has a policy of escalating
workflows within 48 hours if an approver does not respond in a timely
manner.
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30. CONFIGURING A CATALOGUE
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31. MBS CATALOGUES
Each department has created catalogues for all of our major suppliers to
ensure we are trading with approved suppliers and leveraging
negotiated contracts.
A full time member of the Procurement team is responsible for the
maintenance of catalogue changes and to send out group wide
communications when special deals are being offered.
Finance do a quarterly review to ensure that the catalogues are being used.
Stores department tracks the timeliness of deliveries and number of
rejected Purchase Order lines. This is fed into the quarterly supplier
review.
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32. MBS SUPPLIERS CONFIGURATION
Supplier Numbering Automatic
• Supplier Type Lookup Local Supplier, Religious Group
• Supplier Value Sets
• Supplier Descriptive Flexfields
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33. SUPPLIER PRODUCTS AND SERVICES
CATEGORY HIERARCHY
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34. PAYMENT TERMS
75% of suppliers get paid on 30 days terms
10% small local suppliers get paid on a 2 day emergency payment term.
MBS is absolutely committed to helping develop small local businesses
and promote long term contracts.
Capital Projects have due dates terms with instalments for each successful
stage payment. A 3% Retention is kept for 12 months post completion to
clear snag list.
Employee Expenses are paid on the last working day of each month.
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35. UNITS OF MEASURE
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36. MBS CARRIERS
•MBS prides itself in offering a high quality and discrete service to
bereaved families at a particularly difficult time. We have our own
specialised carriers who can take care of all of the arrangements from
dealing with the legal authorities and getting the body released and
religious ceremonies performed according to client needs. This is our
Unique Selling Point we take out the unnecessary pain and
administration surrounding the death of a loved one.
Service Level: Service Level is the priority of transportation that affects
how quickly goods are transported. For example, 2 hour super express
service , Next day, Overnight, Express, Door to Door.
• Mode of Transport: Mode of transport refers to the means used to deliver
shipments to the customer. For example, Rail, Air, Courier.
• Contact: Identify a contact at the carrier, including phone and email.
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37. APPROVED SUPPLIER LISTS (ASL)
Approved Supplier List statuses control whether PO approval and
automatic document sourcing are allowed for a particular supplier.
MBS has a disciplinary policy against staff bypassing the ASL.
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38. MBS PURCHASING PROFILE OPTIONS
PO_AGRMT_LOADER_COMMIT_SIZE - Determines the batch size used to
save records to catalog tables when bulk loading or purging data. Determined by Applications DBA
Omar Khan.
• PO_AGRMT_LOADER_PURGE_DAYS - Specifies the number of days that catalog bulk loader job
history is stored in the database. Determined by Catalogue Manager Chris Newman.
• P O_DEFAULT_PRC_BU - Specifies the default procurement business unit for procurement agents
when editing or searching for procurement documents. Determined by Procurement Systems
Manager Paul Mittoo.
• PO_DOC_BUILDER_DEFAULT_DOC_TYPE - Controls the default document type for processing
requisition lines.
• PO_LOAD_ITEMS_IN_ALL_LANGUAGES -Controls the process of replicating agreement line
attribute values in multiple languages when uploading Blanket Purchase Agreement lines
(English/Urdu/Arabic)
• PO_PRC_AGENT_CATEGORY_ASSIGNMENT - Allows procurement agents to designate a default
browsing or item category used to filter data when they access the procurement
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39. MBS COMMON OPTIONS FOR PAYABLES AND
PROCUREMENT
Define the common controls and default values for each business unit with
the Payables Invoicing and Procurement business functions. Common
options are grouped into the following categories:
• Default Distributions
• Automatic Offsets
• Currency Conversion
• Expense Accruals
• Self-Billed Invoices
• Legal Entity Information
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40. COMMON P2P SETUPS
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41. DEFAULT DISTRIBUTIONS
95% of our transactions are supported by a PO so accounting distributions
are stated.
For utility bills MBS has created templates to apportion costs according to
usage levels.
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42. SELF BILLED INVOICES A WIN-WIN SOLUTION
MBS uses Self-billed invoices that are automatically created by the Pay on
Receipt process in Oracle Fusion Receiving.
This as lead to the reduction of manual supplier invoice entry by over 75%.
MBS as reduced the number of payment queries by over 80% since
implementing this facility.
Finance still controls what gets paid and when.
MBS only pays for goods and services that have been ordered according to
policies and have been received on time.
The supplier can review on-line the status of outstanding payments.
In our business quality and speed of supply is absolutely essential.
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43. MBS PROCUREMENT OBJECTIVES
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44. PURCHASING LINE TYPES
Oracle Fusion Purchasing provides you with two default line types:
• Goods
• Fixed Price Services
The first with a purchasing basis of goods and the other with a purchasing
basis of services. Goods line types let you order and receive and
invoice based on the quantity of goods provided. Services line types let
you order and receive and invoice based on the value of the service
provided.
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45. CONTROL LOOK AND FEEL OF MBS
PURCHASING DOCUMENTS
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46. MBS DESCRIPTIVE FLEXFIELDS
A Descriptive Flexfield:
• Is optional
• Provides a way to capture additional information for display and reporting
• Consists of one or more segments
• Segments appear to end users as additional fields in the application user
Interface
Segment 1= Burial/Cremation/Religious Ceremony/Catering/ Hotel Stay/ Fleet
Services
Segment 2= Customer Name
Segment 3 = General manager in charge of Procurement
Segment 4 = Plot number
Segment 5 = Other Suppliers Outsourced Services
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48. CONFIGURE DEPARTMENTAL SETUP
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49. FINANCE AND PURCHASING OPTIONS
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50. MBS TERMS AND CONDITIONS
MBS has integrated its standard contracts with each type of procurement.
Terms and conditions are presented to users before they respond to a
negotiation for the first time
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51. MBS RECEIVING OPTIONS
MBS operates on a Just in Time process essential for burials.
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52. DEFINE PROCUREMENT AGENTS
In order for procurement agents to manage procurement documents and perform other
actions, the following data security setup needs to be completed.
• Procurement agents need to be assigned to procurement business units
responsible for managing the documents and performing the actions.
• Buyers, Category Managers, Procurement Managers and Procurement Contract
Administrators need to be given permission for the action in these procurement
business units.
For example: A buyer is granted a permission to Manage Purchase Orders, in
order to create, view and modify their own purchase orders.
• In addition, Procurement Managers can be granted access to other agents’
documents. The level of access can be controlled based on business needs.
-- View access allows the agent to only search and view other agents’
documents.
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53. MBS SHARED SERVICE CENTER SETUP STEPS
Here is a summary of the tasks required to enable a shared service center:
1. Define a new business unit. (Manage Business Units > Actions > Create)
2. Assign Procurement Business Function to the business unit. (Manage Business
Units > Actions > Assign Business Functions)
3. Add the business unit as a service provider to an existing business unit (namely the
requisitioning business unit).
(Manage Business Units > Actions >Manage Service Providers > Add Row)
4. Configure the Procurement Business Function in the new units. (Configure
Procurement Business Function)
5. Define Procurement Agents for the new business unit and give them access to
perform their role specific tasks in the business unit. (Manage Procurement
Agents > Actions > Add Row)
6. Create supplier, supplier site and assignments to be used in the business
unit. (Manage Suppliers > Sites (tab) > Actions > Add Row) (Manage Suppliers > Sites
(tab) > Edit > Site Assignments (tab) > Actions > Add Row)
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54. MBS SELF SERVICE PROCUREMENT
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55. MBS SELF SERVICE PROFILE OPTIONS
Profile options manage configuration data centrally and influence the
behaviour of applications. Profile options serve as permanent user
preferences and application configuration parameters. You configure
profile options with settings for specific contexts or groups of users.
Users customize how their user interfaces look and behave by changing
the values of available profile options.
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56. MANAGE INFORMATION TEMPLATE
DESCRIPTIVE FLEXFIELDS- HEADSTONES
Information template attributes are maintained as Descriptive Flex Fields
(DFFs).
Attributes first need to be setup in the Descriptive Flexfields application,
and the catalog administrator specifies the DFF context on the Create
and Edit Information Template page to apply the list of attributes.
For example, the catalog administrator set up a context Burial Headstone,
with the following context sensitive fields:
• Deceased Name
• Date of Birth and Death
• Free text message
The maximum number of attributes that can be created for an information
template is fifty.
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57. CATEGORY HIERARCHY WITH CATALOGS
Users can search for all content (local content, punchout, smart forms,
informational content) regardless of how the content is grouped.
Administrators can group punchout, informational catalogs, and smart
forms by category and the browsing feature will also retrieve punchout,
informational catalogs, and smart forms together with local content.
Local content (item master items and agreement lines) is associated with
purchasing categories. Smart forms, punchout, and informational
catalogs can optionally be associated with any level of the category
hierarchy (browsing or purchasing category).
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58. MANAGE PUBLIC SHOPPING LIST
Public shopping lists are created by procurement catalog administrators.
The lists are a collection of items available to preparers and requesters
in Self Service Procurement.
For example, office supplies, or new hire kits. The availability of a public
shopping list is based on what procurement BU the list is created in,
and whether the preparer is granted access to that list
Burials: Booking Grave digging staff, booking Tractor use,
Caskets,Flowers
Community Centre: Room Hire, Booking Priest, Fleet Services, Catering
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59. MBS SMART FORMS
Many purchase requests are not made directly from a catalog but from non-catalog
requests. This requires additional time and effort for both the
requester and buyer.
Smart Forms provide the ability to create noncatalog requests with required
information automatically populated to order the needed items,
accurately track the spend and route the requests to the correct buyer.
Smart forms make it easier for the requester to order and for the buyer
to process purchase requests.
A Smart Form is a customized form with fields that describe the item being
procured by the requester. It comprises a list of standard attributes
(price, quantity, UOM, supplier, agreement etc.) and can include
additional attributes through information templates.
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60. DEFINE SUPPLIER PORTAL CONFIGURATION
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61. MBS SUPPLIER PORTAL
Supplier User Provisioning refers to the process of establishing appropriate supplier
user access to Oracle Fusion Supplier Portal. It enables the buying organization to
create and maintain user accounts, job roles, and data access controls for supplier
users. An important part of this process is to provision job roles, which give supplier
users the ability to perform the on-line business tasks and functions appropriate for their
jobs, as well as interact with the buying organization.
The content Supplier Users can access and the tasks they can perform are tightly
controlled by the buying organization. However, a key feature of Oracle Fusion Supplier
Portal allows certain supplier users to assume the responsibility for user account
management on behalf of the buying organization by creating and maintaining user
accounts for their fellow employees. The buying organization maintains control by
granting access to these trusted suppliers, who then provision the appropriate roles to
their fellow workers. This significantly reduces the administrative burden on the buying
organization.
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62. SPECIFYING SUPPLIER NEWS
MBS advertises new capital projects and invite our partners to come and
discuss how they could partake in the Tendering process.
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63. MBS SOURCING
With the use of Oracle Sourcing, information is integrated and streamlined,
reducing the amount of administrative tasks needing to be performed
by the category manager.
Information flows seamlessly from Purchasing to Sourcing, from Sourcing
to Purchasing and Contracts. No re-entry of information is required
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64. SYSTEM ADMINISTRATION TASKS
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65. DEFINE IMPLEMENTATION USERS
The super user has broad access to Oracle Fusion Middleware and Oracle Fusion
Applications administration. Due to this broad access, your enterprise needs users
dedicated to managing users and applications security, such as an IT security manager
user. With user management entitlement, the super user creates one or more IT
security manager and security administrator users
The IT security manager user (or implementation project manager user if an IT security
manager is not needed) creates the implementation users using the Create
Implementation Users task in Oracle Fusion Applications, which accesses the
integrated Oracle Identity Manager provided by Oracle Fusion Middleware. In Oracle
Fusion Applications, this initial implementation user is a user account created in Oracle
Identity Manager only, specifically for setting up enterprise structures, and is not related
to a real person or identity such as a user defined in HCM. Once enterprise structures
are set up, subsequent implementation users can be created in HCM.
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66. UAT & TRAINING
MBS Implementers devised UAT scripts to cater for all business scenario’s.
UAT scripts formed the basis for Role Based Training Courses.
All courses instructor lead and avoided UPK as a training tool.
Courses conducted in London and Lahore.
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67. SUMMARY
Don’t underestimate the amount of work required.
Do invest in good quality training for the Project team.
Don’t look for the cheapest option it hardly ever pays off.
Get commitment from senior management to drive through changes and
make decisions when there is conflict.
Kal_mbht@yahoo.com
0777-599-7917
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