Procure to Pay Project Objectives and Transformation
This document outlines the objectives of the Procure to Pay project, focusing on transforming business processes to enhance efficiency, improve controls, and optimize budget management. It also delves into the transformation aspects like change management, transitioning to electronic processes, and leveraging data analytics for strategic decision-making.
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Procure to Pay Project All Purchasing Meeting February 20, 2018 Last Updated: February 19, 2018
Agenda Procure to Pay Objectives Procure to Pay Transformation Change Management Technology Solution Schedule Call to Action 2
Procure to Pay Objectives Transform the Procure to Pay business processes and the organizations supporting these processes to enable more efficient operations Simplify and enhance the Requisitioner and Approver experience Transition from a paper based transactional PO process to an electronic contract level process View of total spend, enhanced analytical capabilities, Leverage total spend at a category level across all departments to negotiate better pricing Improve key internal controls through electronic routing for approvals Improve departmental budget management 3
PROCURE TO PAY TRANSFORMATION PROCURE TO PAY TRANSFORMATION Transforming from PO Management Transforming from Transactional Transforming from Tactical, one off Transforming from Gut, Guestimate Transforming from Manual, paper based to Electronic and transparent to Contract Management to Consultative to Strategic Thinking to Data, Analytics, Facts Procure to Pay = Efficient Operational Processes Ever Better! 4
Change Management Plan RESULTS Status Quo Zone of Disruption Zone of Adoption Zone of Innovation Change is hard at first, messy in the middle, and gorgeous at the end! Robin Sharma Reality RESULTS Status Quo Zone of Disruption Adoption Zone of Zone of Innovation 8
Results Status Quo Zone of Disruption Adoption Zone of Zone of Innovation Change Management Improved work processes involves change Changes to how we work Changes to how we think Changes to how we interact with suppliers, with customers, with each other Change requires: A different way of leading A different way of thinking A different way of working A different tool set A different skill set A willingness to change What this means Increased Involvement in P2P Increased communications Change management activities and training Change Requires: Positive Attitude - Promotion - Support 9
PROCURE TO PAY WITH PROCURE TO PAY WITH e eMARKETPLACE FOR CATALOGUE PURCHASES FOR CATALOGUE PURCHASES MARKETPLACE Workday Contract Management Request Purchase Purchase Requisition Financial Approval Purchase Order Payment 3 Way Match Purchasing Approval Receipt of Goods & Invoice Purchase Order Build Shopping Cart Suppliers Receipt of Goods & Invoice eMarketplace Phase 2: Enables more Efficient Operational Processes, improved customer experience and data accessibility 7
Procure to Pay A Level Plan Roll out 1 Roll out 2 Roll out3 User Pilots 1 and 2 Prepare Acceptance Test 1, 2 Activity 2018 2019 2020 Q1 Preparation Purchasing readiness Accounts Payable Readiness Training Development Communications Planning and Creation Design, Develop, and Configure User Engagement Pilots Testing, Pilots Rollout Planning Q1 Q2 January - December Q3 Q4 Q1 Q2 Q3 Q4 January - December February - October Ongoing 2017 - Nov 2018 Feb - May June 11 - Aug 11 First Go Live June 11 Early User Acceptance Testing (EUAT) Activities Workday only User Acceptance Testing (UAT) Activities WKDY & Jaggaer Pilot 1 Pilot 2 Rollout 1 Rollout 2 Rollout 3 These are the Pilot Run dates, does not include preparation or assessment Feb- April Nov- Dec May - July Aug - Sept Oct - Dec Dec- Jan Procure to Pay Transformation two year schedule 1st half 2018 Procurement and AP Readiness, IT Design and Configure, Training build First Go Live June 11, Early User Acceptance Test Workday only, Nov-Dec 2018 Workday/ Jagger Sandwich model June - Dec 2018, continued Procurement and AP readiness, Training, IT Design and Configure Sandwich Model. 2 Pilots Feb July 2019 Rollout in phases Aug Dec 2019 7
Call to action Be part of the Procure to Pay Solution Participate in learning activities and training with an open mind Willingness to embrace the new Procure to Pay and promote it to your constituents If you have questions engage your Manager. Sr Mgrs will summarize and funnel questions to the P2P team 10
Questions? 10
Communications Audience Objective Frequency Executive Steering Committee Status Monthly Project Sponsors Status Weekly Project Team Move Project forward Daily Special Interest Groups General University Feedback and advocacy 3-4 Weeks Status, acceptance Significant events Monthly Financial Website & UR Procurement? Status, Information, Training, Repository 12
Solution Scope Business Process Phase 1 Phase 2 Supplier Contract Development Purchase Requisition Manual Process Attached in Workday Workday Manual Process - Attached in Workday Workday Build Shopping Cart Workday Jaggaer Approval Workday Workday Purchase Order Workday Workday Goods Receipt Workday Workday Invoice Receipt Workday Workday Payment Workday Workday Analytics Workday Workday/Jaggaer 13
PROCURE TO PAY TRANSFORMATION PROCURE TO PAY TRANSFORMATION Procure to Pay - enabling Business Transformation from a technology perspective and that isn t all Creating Better Operational Processes! 14
