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Automating E-Procurement and Payment to Maximize Savings …and Increase Productivity

Automating E-Procurement and Payment to Maximize Savings …and Increase Productivity. What is E-Procurement ?. Electronic procurement is the purchase of supplies and services via the internet. Transactions are completed electronically to maximize savings and increase productivity. .

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Automating E-Procurement and Payment to Maximize Savings …and Increase Productivity

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  1. Automating E-Procurement and Payment to Maximize Savings …and Increase Productivity

  2. What is E-Procurement? • Electronic procurement is the purchase of supplies and services via the internet. • Transactions are completed electronically to maximize savings and increase productivity.

  3. Partnership With IUC • Former Chancellor, Eric Fingerhut • Challenged us to collaborate with state-wide colleagues • To partner on initiatives such as procurement • To drive down costs associated with providing a quality higher education • Institutions partnering with SciQuest: Ohio University, Bowling Green State University Miami University, Shawnee State University, Wright State University, Kent State University, Youngstown State University

  4. Why BobcatBUY? • Overall GOALS FOR Ohio University • Negotiate discounts for OHIO • Channel more spend to contracted suppliers to allow better leverage on price and terms • Institutional and State-Wide savings with better direct spending • Reduce PCard Usage • Shift from PCard and Direct Payment to Purchase Order • Reduce Risk

  5. BobcatBUY Focus Groups • The Project Team requested input from University departments by including them in Focus Groups. • Focus Groups met three times with Sciquest consultants and Project Team to review the system. • Focus Groups suggested enhancements that were configured and implemented in BobcatBUY. • WHAT YOU SEE TODAY IS A RESULT OF THOUGHTFUL INPUT FROM YOUR PEERS.

  6. Preferred Suppliers Includes links to OHIO service web sites

  7. Catalogs - Hosted and Punchout I can find items easily in the new BobcatBUY system. I love shopping for my department now!! • Hosted Catalog Is an online version of the supplier's items included in OHIO’s contract. • A Punchout Catalog Is an external link from within BobcatBUY to the supplier's web page created specifically for OHIO.

  8. Forms -Non-Catalog and Related • A Non-Catalog Form or other form should be entered when a shopper cannot find the item from a hosted or punch-out catalog or the purchase is something that cannot be procured through an existing catalog.

  9. Embrace the Form Add only one type of form to a shopping cart . You may add multiple forms to the same supplier in one shopping cart to represent different line items . • Request To Add New Supplier • Purchase Order Revision Form • Direct Payment • IMPORTANT: Only one Invoice may be attached to each Direct Payment Form at this time. • Blanket Order • Service Agreement Purchase Order • Sub-Contract Agreement Purchase Order

  10. BobcatBUY Features • Three end-user roles: • Shopper • Requester • Approver • Approver Workflow: • Once the shopping cart is complete, the shopper will assign the shopping cart to the requester for review. • The requester submits the cart to the departmental account approver. • The approver reviews the order and submits it electronically. • Additional Workflow may apply for invoicing • Workflow now BEFORE THE PURCHASE. Plan ahead.

  11. Supplier Maintenance • IRS requires current W9 or Substitute W9 (Our Payment Compliance Form – PCF) on file. • Oracle contains nearly 90,000 suppliers currently, many with outdated PCFs. We are taking this opportunity to bring Supplier Database into compliance. • OHIO is also reducing suppliers overall for better supplier management and negotiation ability. • Please allow time for your PCF to be processed through your department and Finance. Plan ahead. The approvals now come before the purchase, not after.

  12. The Entire Workflow Process • A shopping cart is submitted and approved • A purchase order is created and sent to the supplier • The purchase order information is sent to Oracle • The item/service is received and may require the end user to verify they received the goods/services • The invoice is entered by Finance staff • Notification is sent to Oracle to verify it is okay to pay the supplier

  13. What is different about this? • We have historically bought first and asked questions later and many policies, ORC and related codes, and Risk Management considerations have not been addressed. • You may be asked to attach information such as supplier insurance, Bureau of Worker's Comp (in limited situations), or perhaps the existing contract to your requisition. • Reducing risk and remaining in compliance is critical. Please plan ahead. • Ohio University Payment Terms are net 30 days from the date of invoice. Not new- being enforced.

  14. BobcatBUY – Other Information • Supported Browser & Operating System information for both computers and mobile devices is linked to the Purchasing website. • Verify that your internet browser is set to “always allow pop-ups from this site”. • The system will automatically logoff after 20 minutes of inactivity. This is for security purposes and has been suggested by OIT Office of Security.

  15. BobcatBUY – PCard & Concur Updates • PCard, in the interim, will still be used for travel and other infrequent purchases. • Modifications to the PCard and Travel Programs may include significant reduction in cards longer term and the use of personal cards or Individual Liability University issued cards for travel. • Concur will continue be used as the travel reconciliation program. • Process for Reimbursement to Employees will remain as it is currently . BobcatBUY is to be used for suppliers of goods and services.

  16. BobcatBUY Training Documents • http://www.ohio.edu/finance/purchasing/bbtraining.cfm Need Assistance: Call: 597-6446 Email: procurement@ohio.edu

  17. Agenda • User Profile (we will add some defaults to our profile) • Shopping & Cart (shop & edit our shopping cart ) • Break – 5 minutes • Cart & Assign (review the cart & assign it to the requester) • Receiving & Service Invoice Workflow Demos • Break (@ about 2.5 hrs..Shoppers may leave) • Requester (review the cart & submit the requisition for approval) • Approver (the dept account approver will approve the requisition)

  18. Project Team • Laura Nowicki, Director of Procurement Services • Melanie Glassmire, Assistant Director E-Business Solutions • Madison Connery, Coordinator E-Business Solutions • Regina Rider, OIT Academic Technologies • Jewell Barlow, OIT Academic Technologies

  19. Training Class: • Please follow the trainer in each task performed on the BobcatBUY System. • If you get behind please get help from one of the other trainers in the room. • We need everyone to be on the same screen in order to complete the cart processing.

  20. Training Class: • Class Reminders: • Please silence cell phones. • Please step outside if you need to make a call. • Class Introductions: • Your Name and Department

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