Procure to Pay Project IT Leader meeting August

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

Agenda § Solution Overview § Project Management § Schedule § Testing § Pilot 1 § General Questions 2

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

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 48

Procure to Pay A Level Plan IT, Solution Build Test, • 2017 – Nov 2018 Procurement, AP Preparation EUAT Workday Only • June 11 – Aug 11 UAT adds e. Marketplace • 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 55

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

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

P 2 P EUAT Results Final Early User Acceptance Test (EUAT) Results Requisitions EUAT Total New 89 Completed 79 in process/Draft 3 Cancelled /Denied 9 Supplier Invoice Request (SIRs) New 141 Completed 135 In process 3 Cancelled/Denied 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 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 F 4 s § Increased Transparency § All issues addressed as EUAT progresses § Reformatted training, offering additional/alternative options. Adding Walk. Me, step by step, on demand guidance § Incorrect/inaccurate Spend Categories being worked § Added a Medical Supplies SIG led by Katie Oleksyn and Carl Tietjen 8

Procure to Pay A Level Plan IT, Solution Build Test, Procurement, AP Preparation • Jan – Nov EUAT Workday • June 11 – Aug 11 Only UAT adds e. Marketplace • Nov – Dec Pilot 1 • Feb – Apr We are Here Pilot 2 • May – Jul Roll out 1 • Aug 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 99

P 2 P Updates – Pilot 1 § February Pilot - 20 Groups confirmed Biological Supply Center Vivarium Budgets Core Nucleic Lab for the SRLs Processing Core Finance Food & Nutrition Services Friends of Strong Budgets Campus Dining Biology EH&S Remainder of UIT Chemistry Treasury Procurement Public Safety Audit Human Resources Admissions, Enrollment and Financial Aid § Target <10% of the Requisitions and F 4 populations § Balance # of transactions and $ spend § Current Pilot candidates sized at over 1800 Requisitions and SIRs valued at $32 M annually § Monthly estimate~ 1500 Reqs/SIRs valued ~ & $2. 6 M 10

Questions, Discussion, Sharing 11

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