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Getting More From PeopleSoft ePro and the GeorgiaFirst Marketplace: PowerPoint Presentation
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Getting More From PeopleSoft ePro and the GeorgiaFirst Marketplace:

Getting More From PeopleSoft ePro and the GeorgiaFirst Marketplace:

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Getting More From PeopleSoft ePro and the GeorgiaFirst Marketplace:

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Presentation Transcript

  1. Getting More From PeopleSoft ePro and the GeorgiaFirst Marketplace: Thursday, September 19th 10:50 to 11:40

  2. Introductions • John Klatt, Director of Procurement, University of West Georgia • George Horn, Director, Business Services/CUPO, Georgia Southern University • Debbie Lasher, Special Projects, USO • Teresa Page, GFM Support, ITS • Kurt Collins, Project Manager, USO • Andy Waligowski, Account Manager, SciQuest

  3. Agenda • History and Status of the GeorgiaFirst Marketplace • University of West Georgia • Implementation Experience • Data Analysis • Georgia Southern University • Implementation Experience and Results • SciQuest and the GeorgiaFirst Marketplace • Getting Started • Training Opportunities

  4. History of the GeorgiaFirst Marketplace (GFM) • What is the GFM? • PeopleSoft ePro • SciQuest software (Amazon like shopping environment) • Catalogs, contracts, items, pricing • Purpose to improve efficiency in procurement and increase compliance with State and USG contracts • Started project in 2010 with pilot schools live in early 2011 (7 schools) • On-going rollout continuing today

  5. Current Status of the Marketplace • 14 GeorgiaFirst Institutions Live • 1133 POs in last 30 days • 60+ Suppliers • 223 Contracts • Hundreds of Thousands of Items on Contract • SciQuest also used by the State, UGA, GA Tech, GRU and Georgia State

  6. University of West Georgia • UWG Background • Process for Rolling Out the GFM • Procurement Role • Departments • Training • How UWG Benefits from the GeorgiaFirst Marketplace • Conclusions and Recommendations

  7. UWG Background • Paper “Purchase and Pay Requests” sent to Purchasing • Purchasing decided if they were a check request or PO • Purchasing created PO in PeopleSoft • Receiving by exception to AP’s e-mail notice the invoice would be paid • UWG jointed Pilot group with strong support from Controller backed by President’s Advisory Counsel • UWG tasked an ePro Administrator and a Non Purchasing Trainer to implement and provided Administrative support

  8. Roll Out • Get Administration Buy-In first • Attend BOR training, ePro Administrator and Training Staff • Define Security roles for Approvers, Requesters & Buyers • Test a few Catalog and Special requisitions, POs and invoices in the SCITESTenvironment • Review existing Ship To codes and make changes • Establish Implementation/Training schedule • Setup in PeopleSoft following training

  9. University of West Georgia • Benefit of First Full Year Following Implementation

  10. Change in PO Lines & Spend

  11. University of West Georgia • 2013 Numbers

  12. Change in Pcard Activity

  13. Conclusions • Need Strong Management Buy-in • Spend a lot of time determining user/approver rolls • Schedule roll out after completing Pilot test group • Phase in slowly, only features you want, best users first • Have an active support system – BOR, other schools • Simple to use - Successful Implementation will automate most small dollar purchases, reduce Pcard transactions and increase POs and lines • Implementation will increase A/P activity/vouchers

  14. Georgia Southern University • GSU Background • Process for Rolling Out the GFM • Procurement Role • Departments • Training • How GSU Benefits from the GeorgiaFirst Marketplace • FY 13 Numbers • Conclusions and Recommendations

  15. GSU BACKGROUND • Used paper requisitions prior to implementation. Procurement created the PO in PeopleSoft • Desired to convert to online requisitioning for better efficiency and accountability. • ePro was attractive due to the workflow element • Started implementation in 2011 with a senior buyer assuming responsibility “part time” with little progress. • 2012 assigned one buyer “full time” ePro administrator duties

  16. GSU BACKGROUND • Procurement’s Role • Oversight of the program • Training • Roles and Security assistance • Troubleshooting • Security and Roles administered by member of IT staff

  17. PROCESS for ROLLOUT • FY 13 - Of approx. 175 departments, selected 7 for pilot group rollout for catalog orders • Pilot group departments were “purchasing knowledgeable” for ease • Two phase implementation after pilot group • July – Dec: training on catalog orders in GFM • Jan – May: training on Special Requests • Training: • Five sessions per week with 14 in each class • Hands on training accessing training database • FY 14 • Complete conversion to Special Requests • Cut off all paper requisitions • Addressing “stragglers”, new users and refresher training • Current: Approx 150 depts using with 300 Requesters

  18. GFM / ePRO BENEFITS • Efficiency: • Same system for catalog and non catalog orders • BOR can only use TGM as “window shoppers” • GFM allows us to “shop and buy” in one place • Tailored catalogs (ex. Dell) • Reduces P-card reconciling efforts • Requisition routine much faster • Reduces lost requisitions

  19. GFM / ePRO BENEFITS • Financials: • Allows better control of spending during fiscal year end due to encumbrances • Charges hit financial reports much faster than P-card expenditures • Workflow: • Many approval levels available - custom • IT, Dept, Project (PI), Buyer, Amount, Assets • BOR Grant (Research Accounting) • Hazardous Materials

  20. FY 13 NUMBERS • 4,260 purchase orders totaling $70.9M • 2,190 catalog purchase orders totaling $732K • 51% of orders were catalog orders • Only 1% of purchase order spend • 26,111 P-card transactions totaling $8.2M • Catalog orders only 9% of P-card spend • Challenges • Way the SWCs are structured (ex. Office Supplies) • P-card “fan base” • Lot of “one off” purchases from non SWC vendors using P-card

  21. CONCLUSION: WHAT DO I NEED? • Administration Support • Commitment of Resources • Commitment of Time • Flexibility as Business Process will need slight changes • Patience • Willingness to reach out to other schools to help or be helped • Desire to see positive results

  22. SciQuest and the GFM • Partnership with SciQuest • Demo and New User Interface

  23. Getting Started • Business Decisions • Identify who within the organization will use the GFM as Requesters, Buyers and possibly Shoppers (often a small group initially, then rolling out to larger audience) • Choose which electronic approvals to implement • Choose receiving approach (central vs. distributed) • Peer Support • Discussions on lessons learned and experiences at schools already live

  24. Getting Started • Implementation • Attend training, share training materials with your team • Assign new Security roles for access to GFM, and Approvers • Setup Requesters and Buyers in PeopleSoft • Review existing Ship To codes and possibly make minor formatting changes • Test a handful of carts, requisitions, POs and invoices in our SCITEST environment

  25. Training Opportunities Classroom Training • Shopper and Requester Training on Oct 8: http://gfmrequesteroct8.eventbrite.com • Buyer Training on Oct 9: http://gfmbuyeroct9.eventbrite.com

  26. Training Opportunities • Documentation and Training Materials: http://www.usg.edu/gafirst-fin/training/epro_georgiafirst_marketplace/ • User Guides • Job Aids • Online video sessions

  27. Question and Answer Period

  28. How Do I Sign Up???? • Contact Debra.Lasher@usg.edu to get started!

  29. Thank you! Please send comments or questions to: John Klatt-- jKlatt@westga.edu George Horn -- ghorn@georgiasouthern.edu Debra.Lasher@usg.edu Kurt.Collins@usg.edu

  30. Suppliers / Vendors in GFM

  31. Current Status of the Marketplace • Currently LIVE at: • Georgia Perimeter College • Kennesaw State University • Valdosta State University • University of West Georgia • Georgia Gwinnett College • Georgia Southern University • Georgia Highlands College • Middle Georgia State College • South Georgia State College • Gordon State College • Fort Valley State University • College of Coastal Georgia • Clayton State University • Georgia College and State University