M-Pathways / M-marketsite Integration Project

1. PROCUREMENT, LOGISTICS, and BUSINESS SERVICES MAISFINANCIAL SYSTEMS DIVISION M-Pathways / M-marketsiteIntegration Project Andy Aiello Ginny Geren Financials Unit Liaison Meeting August 16, 2006

2. Agenda • Introduction • Project Overview • User Access • Proposed Communications and Training • Questions and Feedback M-Pathways / M-marketsite Integration Project

3. Introduction

4. Introduction - Background • May 2003 – M-marketsite implemented: • Provides users with a simpler catalog ordering process • Eliminates the need to access multiple vendor sites • Early 2005 – Decision made to implement the eProcurement module. • Addresses several procurement issues M-Pathways / M-marketsite Integration Project

5. Introduction – Background Continued Solutions ePro could provide include: • Streamlined M-Pathways requisition process • Use of contracts in keeping with industry standards • Ability to integrate the ordering processes with one entry point. The first two solutions were accomplished with the Financials 8.8 upgrade M-Pathways / M-marketsite Integration Project

6. Introduction – Next Step Coming Soon Integration of into the ePro module for catalog orders M-Pathways / M-marketsite Integration Project

7. Introduction – Benefits to Departments • Common entry point – through the M-Pathways ePro module – for ePro and M-marketsite orders • Users can check web catalog prices or place special request orders within the same system • Better control over the ordering process • Greater control over who is authorized to place M-marketsite orders • M-marketsite users will be included in the M-Pathways security reports for Unit Liaisons M-Pathways / M-marketsite Integration Project

8. Introduction – Benefits to Depts Continued • Consistent method to track orders and payments through ePro and Accounts Payable modules • POs for catalog orders will be in M-Pathways • Orders are budget-checked and encumbered • Vendor invoices for M-marketsite will be in M-Pathways, providing the same PO Voucher audit process for both ePro and M-marketsite invoices* • Additional streamlining of procurement processes planned for subsequent phases * This functionality is expected to roll out when the project goes live, but a delay is possible as vendors prepare for the change M-Pathways / M-marketsite Integration Project

9. Project Overview

10. Project Overview • Expected implementation date: early October 2006 • M-Pathways users will authenticate, either at implementation or shortly after, using both their UMICH password and their token (Two-Factor Authentication). • Users will navigate to ePro in M-Pathways and use the Web tab to punch out (link) to the M-marketsite site • M-marketsite catalogs and the shopping process are not changing • A redesigned shopping cart with new functionality will be added to M-marketsite M-Pathways / M-marketsite Integration Project

11. Project Overview Continued • Users will return catalog lines to the ePro Submit Requisition page and click Submit and Save to complete their order • Orders will be built into POs in M-Pathways and sent to M-marketsite for distribution to the appropriate vendor • Users can track their M-marketsite orders and payments in M-Pathways as they would any other ePro transaction M-Pathways / M-marketsite Integration Project

12. Accessing M-marketsite in ePro Users click the M-MARKETSITE link on the ePro Web tab to punch out to M-marketsite M-Pathways / M-marketsite Integration Project

13. Punch Out to M-marketsite thru ePro M-Pathways / M-marketsite Integration Project

14. User Access

15. User Access • Access to order from M-marketsite will be granted via M-1 the same way as other M-Pathways access • Users who place M-marketsite orders will receive a new Procurement role tentatively called PR EPRO MARKETSITE USER M-Pathways / M-marketsite Integration Project

16. User Access - Continued • Analysis of current ePro and M-marketsite statistics identified four types of procurement users • M-marketsite users who only browse and do not place orders • M-marketsite users who only order from M-marketsite • M-marketsite users who also order using ePro • ePro users who do not use M-marketsite M-Pathways / M-marketsite Integration Project

17. User Access – M-marketsite Browse-Only Users M-marketsite users who only browse and do not place orders: • Will continue to use the current link on Wolverine Access which will be renamed M-marketsite Browse Only. Although it may look like an order can be placed, it is in effect “view only” • Will see a page or splash screen at login reminding them that they cannot place an order using this link • Will not need to use Two-Factor Authentication • Will not need training or to submit Access and Compliance forms M-Pathways / M-marketsite Integration Project

18. User Access – M-marketsite Only Users M-marketsite users who only order from M-marketsite: • Will sign in to M-Pathways to place orders • Will receive at implementation the same access as they currently have, the PR EPRO MARKETSITE USER role, without submitting an M-1 • Will need minimal training • Will take the Access and Compliance eLearning course (DCE101) and submit a signed AC form to Access Services • Can request for different access (e.g., both ePro and M-marketsite) by submitting an M1 and completing the appropriate training requirements • Will need Two-Factor Authentication as it goes live across campus M-Pathways / M-marketsite Integration Project

19. User Access – M-marketsite + ePro Users M-marketsite users who also order using ePro: • Will sign in to M-Pathways to place orders using either method • Will receive PR EPRO MARKETSITE USER functionality as part of the updated PR EPRO USER access • Will only need communications and some documentation in MAIS LINC to prepare for the change • Will use Two-Factor Authentication for both ordering methods M-Pathways / M-marketsite Integration Project

20. User Access - ePro Only Users ePro users who do not use M-marketsite: • Will receive PR EPRO MARKETSITE USER functionality as part of the updated PR EPRO USER access • Will need to set up a profile in M-marketsite the first time they use it • Will receive communications about the change and the documentation available in MAIS LINC M-Pathways / M-marketsite Integration Project

21. User Access Jan will present the report of current M-marketsite only users later in this meeting as part of the preparation we are asking you to do for the implementation. M-Pathways / M-marketsite Integration Project

22. Proposed Communications and Training

23. Proposed Communications • Communications methods • Limited amount of targeted emails • MAIS Web site • Announcements in M-marketsite • Announcements in Wolverine Access • U Record article (if possible) • Suggestions??? • Interchanges • Planned for the second half of September and the first week after implementation • Attendance is not required • Topics include changes due to the integration and changes resulting from a new M-marketsite version M-Pathways / M-marketsite Integration Project

24. Training • PR EPRO MARKETSITE USER role will require completion of Access and Compliance training and submission of the AC form to Access Services • M-Pathways Overview eLearning course (MPE001) available in MAIS LINC is highly recommended but not required • Additional documentation and simulations for M-marketsite will be available starting the last two weeks of September. These are recommended for anyone with the PR EPRO MARKETSITE USER role • Users requesting access for ePro will need to meet the standard training requirements for that role M-Pathways / M-marketsite Integration Project

25. Questions and Feedback

26. Contacts For further questions, Contact epro_integration_team@umich.edu M-Pathways / M-marketsite Integration Project