Streamlining Purchase Requisitions: Overview of RazorBuy's New Procurement System

1. RazorBuy University’s new procurement system Review and Approval of Purchase Requisitions

2. Overview of RazorBuy • New Roles • Approval process – RazorBuy and BASIS • Getting Started

3. RazorBuy Home Page

4. Shopping Basics • Similar experience as online shopping • Consistent shopping across multiple vendors – a single interface • SciQuest loads supplier catalogs (item details and prices) into RazorBuy; all of the information in RazorBuy is specific to us (based upon negotiated or consortium contracts). • Prices are updated as needed – as frequently as monthly • Punch-out and hosted catalogs are available • Option exists to allow users to buy off-catalog Big Picture Reference - SciQuest Focus Group Presentation

5. System Benefits • Perform flexible searches to locate the item or items you need • Compare prices and item details so that you can select the most appropriate item • Build a shopping cart that contains items from multiple suppliers and categories • Shop by category/commodity OR supplier • Save items as favorites for future shopping • Identify hazardous materials, radioactive, etc. Big Picture (continued) Reference - SciQuest Focus Group Presentation

6. Shopper – person(s) designated within your department to perform the shopping duties - adding items to a cart. • Requester – person(s) designated within your department to create the purchase requisition. This person may also be a shopper. This person must have a BASIS (Admin) id. New Roles

7. Example of Shopping Cart

8. Requester may combine shopping carts (within the same department) when creating the purchase requisition • RazorBuy allows for multiple vendors on the same purchase requisition • Requester assigns the accounting information - cost center/category updated nightly from BASIS Combining Carts and Vendors

9. Place Order

10. The PR Validation to BASIS is the integration point to export the RazorBuy requisition to BASIS for TARGET approval • Departmental Approval – optional workflow within RazorBuy Example of Workflow

11. Shop (Shopper) Create Req. (Requester) Login Create PO Transmit PO Approvals Hosted Catalogs Departmental Review (Optional) Send Via: cXML EDI Email Fax Portal Punch-out Catalogs Log In Create Purchase Req RazorBuy BASIS PO Create Custom Forms Additional Approvals: IT, Trademark & Licensing etc. Non-Catalog Items Approved Create PO Create Requisition Target Chain Approvals BASIS Encumber Funds RazorBuy/BASIS Integration Scenario Outbound Sync: Vendors and Accounting Information

12. Maintaining workflow within RazorBuy • Limitations, such as not being able to manage substitute reviewers (proxies) and alternates • Separating shopper and requester roles • Required requester’s position to be at or above a pay grade 13 • Developing a dollar threshold where certain purchases would not require additional review • Cost centers are not restricted by user or BU • Developing a pre-approved list of cost centers within RazorBuy • Tremendous overhead to maintain • Recording any departmental review within TARGET (i.e. if same person is approving in both places) • All users in RazorBuy would need a BASIS id Workflow options considered, but not chosen

13. To maintain good internal controls and oversight of departmental funds - the decision has been made to export all RazorBuy requisitions into BASIS to utilize the TARGET routing for approvals. Approval Process

14. A new TARGET review criterion is being developed to streamline REQT approvals. • Applies to REQT transactions only • New review criterion will have an additional tier for approvals. Designed to assist in streamlining the approval for small dollar purchases. • TARGET policy rules apply New improved process

15. New review criterion for REQT

16. The immaterial review is broken into two groups – transactions $1,000 or less and those above $1,000 and less than $10,000. • An opportunity to assign different reviewers to each of these groups or leave them the same. Immaterial Review

17. Allows users to make revisions to the purchase requisition. • Provides more flexibility for setting up substitutes (i.e. proxy). • Permits the lower level review to be performed within RazorBuy. • Allows users to review and approve purchase requisitions via email (the user will enter his/her PIN for identification and security). Advantages of Departmental Review

18. Workflow will be based upon the BU of each of the cost centers. • User based review • No central administrative approval necessary • Please keep in mind that if a person is designated as a reviewer in RazorBuy and TARGET – that person will have to review/approve in both applications. Departmental Review (optional)

19. New review groups for REQT (BASIS TARGET) Financial Affairs in consultation with each college/unit will build the new review groups • Departments will be encouraged to • Simplify the new review as much as possible • Utilize the various levels (3 tiers) • Departmental review (RazorBuy) • Consider your options • Consider performing lower level reviews here • Review is user based Information Needed

20. How to manage RazorBuy users – shoppers, requesters, and departmental reviewers • Departmental Liaison • How to communicate changes, such as terminations, changing positions • BASIS notification • How to request new users Suggestions for managing this information

21. Shoppers - identify employees/affiliates for this role • Requesters – all UPS users who have logged in recently? Other criteria? Must have a BASIS id • Departmental Review – do you want to use? • New REQT review chains - Company, BU, and cost center based Need your assistance!

22. Thank You!