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UGAMart (SciQuest) Procure-to-Pay System Implementation Update June 4, 2009

UGAMart (SciQuest) Procure-to-Pay System Implementation Update June 4, 2009. Web-based, point and click procure to pay system (GA DOAS Consortium)

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UGAMart (SciQuest) Procure-to-Pay System Implementation Update June 4, 2009

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  1. UGAMart (SciQuest)Procure-to-Pay System Implementation UpdateJune 4, 2009 • Web-based, point and click procure to pay system (GA DOAS Consortium) • The UGAMart implementation at UGA is more comprehensive than at many institutions because it is a requisition to payment implementation. Most institutions implement it as a smaller part of a process managed by their financial systems. • User acceptance testing was completed in late May and the system was moved to Production mode. As of May 29, 2009, “live” purchase requests were successfully input to UGAMart, electronically approved in the system, converted to purchase orders and delivered to vendors. • UGAMart is now available to the project “pilot group”: eight Ag units, University Health Center, the Vet Med Teaching Hospital and PPD. • There are currently 71 statewide contracts loaded into UGAMart and Procurement is working with State Purchasing to have the others loaded as soon as possible.

  2. UGAMart (SciQuest)Procure-to-Pay System Implementation UpdateJune 4, 2009 • There are 4 “punch-out” catalogs available (Apple, Dell, HP & IBM). • Eight vendors are currently set up to utilize cXML functionality (electronic) for receipt of purchase orders. Four vendors are set up with this capability for sending electronic invoices to UGA. Transactions with these vendors will be completely electronic. Electronic POs and invoices will expand with vendors who are able to support this option. • Due to the aggressive implementation time frame, the UGAMart training and resource materials are not yet completed as we anticipated. These materials will be available as quickly as time allows. • We expect a phased roll-out of UGAMart beginning in July 2009 with the goal of retiring the existing Procurement System by December 2009. Announcements will be made on various listservs. • System implementation was on a very aggressive time table. The Controller’s Division would like to recognize personnel from ADDM (EITS), Procurement, Accounts Payable and over 25 campus units who participated in the focus groups.

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