Elcom PECOS Demo for School Districts


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The following is the audio-synchronized version of the Elcom Pecos Demonstration, featuring the SaaS Solution that powered the millions of dollars in savings for the Oakland Unified School District.

To learn more about the Oakland Unified School District initiative here is the link to a radio interview with the District's Procurement Director Michael Moore (Feb. 16th, 2011): http://www.blogtalkradio.com/jon-hansen/2011/02/16/success-amidst-failure-how-oakland-usd-realized-the-promised-value-from-procurement-automation

Essential Connections Blog: http://elcomusa.wordpress.com/

Published in: Education, Technology, Business
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  • Decentralizing purchasing by enabling all users with a log on to place their own orders rather than waiting for purchasing dept….purchasing dept. goal to become invisible…teachers and principals doing ordering ….comments from MM on pajama room work etc. Decentralized purchasing is the #1 tip you outline in the interview with MM as well and gaining buy in on the program from all levels in the organization.
  • Comments on tip #2 equote and RFP process linked, 3 handshakes…selected vendors for goods being required to work with the PECOS, PECOS work with the vendors and PECOS able to tie into the financials for OUSD.
  • Notes on tip #3 need for controls with budgets and workflow and tip #4 tie system to ERP application, one of the important factors is that PECOS ties into the financials for OUSD, this is done via automated updates of the OUSD financial codes to PECOS daily, ensuring available budgets are accessible and depleted budgets are not. As well transactional data which contains the budget assignments is imported from PECOS to the OUSD financials.
  • Tip #3 and 4, build controls into the workflow - PECOS approval process also used for final reviews and to ensure budgets are approved.
  • Following the approval, orders are transmitted to suppliers and delivery direct to school locations from supplier initiated…Comments on delivery expedited by empowering users….orders showing sooner, clip on students crying…reinforcement that delivery to teachers is sooner rather than waiting for orders from the OUSD warehouse…increasing efficiencies of delivery, etc.
  • Tip #4 reinforcement again as due to the controls with budget code assignments in the ordering and approval processes, importing the orders and invoices from PECOS into the OUSD financials contributes to auditing efficiencies, elimination of random assignments of codes, resulting in accurate assignments, reporting, and einvoicing also contributes to efficiencies in the AP processes.
  • Wrap up with tip #5, OUSD successes with training and user adoption, devised a uniform a process in the system for all users to follow while demonstrating and emphasizing the increases in efficiencies and how to get it right and how it will make the users successful, training for all with emphasis on ‘empowerment’ created the buzz for all users to want the system, strong champion, simplicity of use of the system for the majority of users with administration left to small group
  • Elcom PECOS Demo for School Districts

    1. 1. <ul><li>PECOS Overview </li></ul>
    2. 2. 1 Buyer Search PECOS 1. Search for Products or Services <ul><li>Buyer login </li></ul><ul><li>Buyer searches for items in: </li></ul><ul><li>a. Internal hosted catalog (loaded by Elcom via simple excel template provided to Supplier) </li></ul><ul><li>b. Supplier Web storefront (cXML punchout) </li></ul>
    3. 3. PECOS Logon Page
    4. 4. Home Page
    5. 5. Search Supplier Catalogs – Hosted or External Marketplaces
    6. 6. Hosted Catalogs – Search and Select Items to Add to Requisition
    7. 7. External Marketplace – Browse, Search and Select Items
    8. 8. Build Shopping Carts on External Sites
    9. 9. Transfer Shopping Carts to PECOS Requisition
    10. 10. 1 Buyer Search PECOS 2. Complete & Submit Requisition 2 Requisition <ul><li>Add items to requisition </li></ul><ul><li>Additional data – optional if defaults to be edited: </li></ul><ul><li>a. Shipping info </li></ul><ul><li>b. Payment-pcard or invoice </li></ul><ul><li>b. Attachments </li></ul><ul><li>c. Financial tracking codes at header or lines </li></ul><ul><li>d. PO number-manual entry or system will generate </li></ul><ul><li>Submit – approval optional </li></ul>
    11. 11. Shipping & Billing Information
    12. 12. Financial Allocations
    13. 13. Submit Request – Approvals Invoked
    14. 14. Approver 1 Buyer Search PECOS 3. Approval 2 Requisition <ul><li>Approver receives eMail </li></ul><ul><li>Approver logs in and navigates to inbox of transactions pending approval </li></ul><ul><li>Review </li></ul><ul><li>a. can be edited </li></ul><ul><li>b. can be returned </li></ul><ul><li>Submit approval </li></ul>3 Approval
    15. 15. Inbox for Routed Transactions
    16. 16. Approval Summary and Actions
    17. 17. Supplier Approver 1 Buyer Search PECOS 4. Purchase Order Transmission 2 Requisition <ul><li>Approved Requisition is converted into PO(s) </li></ul><ul><li>Supplier receives PO </li></ul><ul><li>a. eMail </li></ul><ul><li>b. cXML </li></ul>3 Approval Purchase Order 4
    18. 18. Status Search
    19. 19. Review Status, Perform Tasks
    20. 20. Audit Trail
    21. 21. Supplier Approver Receiver 1 Buyer Search PECOS 5. Delivery & Receipt 2 Requisition <ul><li>Goods/services delivered </li></ul><ul><li>Receiver enters receipt </li></ul><ul><li>a. Receipt date, packing slip, product condition tracked </li></ul><ul><li>b. 3-way matching supported </li></ul><ul><li>c. Return tracking supported </li></ul>3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b
    22. 22. Receipts & Returns
    23. 23. Supplier Approver Finance Dept Receiver 1 Buyer Search PECOS 6. Supplier Invoicing 2 Requisition <ul><li>Supplier issues Invoice </li></ul><ul><li>a. Paper </li></ul><ul><li>b. Electronic (cXML) </li></ul><ul><li>2. Invoice sent to AP (paper) and/or PECOS (electronic) for posting and matching in PECOS </li></ul>3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b eInvoice 6a Paper Invoice 6b
    24. 24. Invoice Posting and Entry
    25. 25. Supplier Approver Finance Dept Receiver 1 Buyer Search PECOS 7. Invoicing Matching & Settlement 2 Requisition <ul><li>Invoices Matched (2- or 3-way matching supported). </li></ul><ul><li>Settlement workflow routing (Optional) for action or approval: </li></ul><ul><li>a. Matched invoices </li></ul><ul><li>b. Mismatched invoices </li></ul><ul><li>c. Credits & returns </li></ul>3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b eInvoice 6a 6b Paper Invoice 7 Invoice Matching
    26. 26. Matching and Settlement
    27. 27. Supplier Approver Finance Dept Receiver 1 Buyer Search PECOS 8. Import Transaction Data to Finance System 2 Requisition <ul><li>Export batches generated (orders, receipts, returns, invoices, as required) </li></ul><ul><li>Export data posted to Finance System </li></ul>3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b eInvoice 6a 6b Paper Invoice 7 Invoice Matching Export and Post to Finance System 8 User or Automated Process
    28. 28. Reporting <ul><li>Suite of 14 Standard Reports </li></ul><ul><ul><li>Purchasing activity </li></ul></ul><ul><ul><li>Requisition and PO details </li></ul></ul><ul><ul><li>Requisitions and POs by status </li></ul></ul><ul><ul><li>Orders by supplier </li></ul></ul><ul><ul><li>Category analysis </li></ul></ul><ul><ul><li>Orders by financial segment </li></ul></ul><ul><ul><li>Monthly purchasing activity </li></ul></ul><ul><ul><li>Outstanding receiving </li></ul></ul><ul><ul><li>…… </li></ul></ul><ul><li>Exportable to Adobe PDF or Microsoft Excel format </li></ul>
    29. 29. Many Reports Contain Multiple Data Views, Drilldown Functionality
    30. 30. <ul><li>Users with administrative privileges can maintain the following data: </li></ul><ul><ul><li>Company hierarchal levels and settings </li></ul></ul><ul><ul><li>Procurement cards </li></ul></ul><ul><ul><li>Users, business rules for users, assigned privileges </li></ul></ul><ul><ul><li>Approval criteria </li></ul></ul><ul><ul><li>Approver role assignments </li></ul></ul><ul><ul><li>Approval groups </li></ul></ul><ul><ul><li>Catalogs and Suppliers </li></ul></ul><ul><ul><li>Supplier access rules </li></ul></ul><ul><ul><li>Financial tracking codes </li></ul></ul><ul><ul><li>Financial tracking code access rules </li></ul></ul><ul><ul><li>Report access </li></ul></ul>Administration Subsystem
    31. 31. Administration