Procure to Pay Project IT Leader Meeting

This document outlines the agenda, project management details, robust management structure, and the transformation schedule for the Procure to Pay project. It includes information on the solution overview, marketplace integration, project sponsors, work stream leads, and the two-year transformation plan. The timeline, milestones, and phases are detailed, along with key functionalities such as eMarketplace integration and automated purchase order transmission.

• Procure to Pay
• Project Management
• Marketplace Integration
• Transformation Schedule
• eMarketplace

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1. Procure to Pay Project IT Leader meeting August 22, 2018 Last Updated: August 20, 2018

2. Agenda Solution Overview Project Management Schedule Testing Pilot1 General Questions 2

3. PROCURE TO PAY WITH MARKETPLACE PROCURE TO PAY WITH MARKETPLACE FOR CATALOGUE PURCHASES FOR CATALOGUE PURCHASES Workday Contract Management Request Purchase Purchase Requisition Financial Approval Purchase Order Payment 3 Way Match Purchasing Approval Receipt of Goods & Invoice Suppliers Purchase Order Build Shopping Cart Marketplace Enables more Efficient Operational Processes, improved customer experience and data accessibility. Start with the contract 3

4. Robust Project Management Project Sponsors Executive Sponsor Holly Crawford Sponsors - Carl Tietjen, Liz Milavec, Mike Andrews IT Sponsor - Julie Myers Project Lead - Bernie Durman Work stream Leads Accounts Payable Readiness - Marta Herman Purchasing - Debbie Flotteron Purchasing Readiness, People Bernie Durman Purchasing Readiness Processes - Dan Richardson IT -Lisa Koch Communications - Bernie Durman Training - Bernie Durman User Acceptance - Bernie Durman Financial Hierarchy Jim Dobbertin 8 4

5. Procure to Pay A Level Plan IT, Solution Build Test, Procurement, AP Preparation 2017 Nov 2018 EUAT Workday Only June 11 Aug 11 UAT adds eMarketplace Nov Dec Pilot 1 Feb Apr Pilot 2 May Jul We are Here Roll out 1 Aug Roll out 2 Oct Roll out 3 Dec Procure to Pay Transformation two year schedule Jan - Nov 2018 Procurement, AP Readiness, IT Design and Configure, Training Build, Test June 11 2018, First Go Live, Early User Acceptance Test, Phase 1 - Workday only Nov 19, 2018 - Jan 2019 Workday/ Jagger Sandwich model User Acceptance Test Feb - July 2019 2 pilots, test solution, training material and communications Aug - Dec 2019 Roll out in 3 phases 5 5

6. 2018 Functionality November UAT June 11 UAT Jaggaer Internal stores eMarketplace Automated PO transmission to suppliers Adds EDI vendors SOLO orders Workday Email No EDI vendors All SOLO ordering remains as is until enabled by Jaggaer in UAT 6 11

7. Early User Acceptance Test (EUAT) and User Acceptance Test (UAT) Sites Pilot Criteria High 312 req % of all activity Low SOLO, PMM activity Consider number of Blanket Orders Consider contracts: goods and services Considerations Size Cost Center level vs FAO level Who volunteered Same sites for both EUAT and UAT EUAT, UAT locations - limited number of FAOs Simon School Physics and Astronomy Speech Pathology UIT all except Tech Store Directors Office Research Labs Microbiology & Immunology 77

8. P2P EUAT Results Final Early User Acceptance Test (EUAT) Results Requisitions New Completed in process/Draft Cancelled /Denied Supplier Invoice Request (SIRs) New Completed In process Cancelled/Denied EUAT Total Key Messages: Customer Service Desk Week 9 22 contacts 3 (13%) Escalations to Level 3 EUAT Assessment - Successful Test Much faster than 312 Reqs and F4s Increased Transparency All issues addressed as EUAT progresses Reformatted training, offering additional/alternative options. Adding WalkMe, step by step, on demand guidance Incorrect/inaccurate Spend Categories being worked Added a Medical Supplies SIG led by Katie Oleksyn and Carl Tietjen 89 79 3 9 141 135 3 6 Turn Around Time Requisitions Total TAT Days Req Procurement Req Approval SIRs Total TAT SIRs Procurement SIRs Approval 3.9 2.1 .7 2.2 .7 .47 8

9. Procure to Pay A Level Plan IT, Solution Build Test, Procurement, AP Preparation Jan Nov EUAT Workday Only June 11 Aug 11 UAT adds eMarketplace Nov Dec Pilot 1 Feb Apr Pilot 2 May Jul Roll out 1 Aug We are Here Roll out 2 Oct Roll out 3 Dec Procure to Pay Transformation two year schedule Nov 19, 2018 January 25 2019 Workday/ Jagger (Catalogue/non-Catalogue) User Acceptance Test (UAT) February 2019 Pilot 1, catalogue/ on catalogue, Run for 60 days Test solution, training material and communications. July August 2019 Pilot 2 Aug - Dec 2019 Roll out in 3 phases 9 9

10. P2P Updates Pilot 1 February Pilot - 20 Groups confirmed Biological Supply Center Core Nucleic Lab for the SRLs Food & Nutrition Services Campus Dining Remainder of UIT Procurement Human Resources Vivarium Processing Core Friends of Strong Biology Chemistry Public Safety Admissions, Enrollment and Financial Aid Budgets Finance Budgets EH&S Treasury Audit Target <10% of the Requisitions and F4 populations Balance # of transactions and $ spend Current Pilot candidates sized at over 1800 Requisitions and SIRs valued at $32M annually Monthly estimate~ 1500 Reqs/SIRs valued ~ & $2.6M 10

11. Questions, Discussion, Sharing 11

12. 12