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HES Finance Systems Network Case Studies in University Finance iProcurement

HES Finance Systems Network Case Studies in University Finance iProcurement. Janet Porchun Queensland University of Technology Procurement Manager Corporate Finance 5 March 2013. What is Catalogue Management?. QUT is currently implementing a Finance Systems Upgrade Project (FINS2013)

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HES Finance Systems Network Case Studies in University Finance iProcurement

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  1. HES Finance Systems NetworkCase Studies in University Finance iProcurement Janet Porchun Queensland University of Technology Procurement Manager Corporate Finance 5 March 2013

  2. What is Catalogue Management? • QUT is currently implementing a Finance Systems Upgrade Project (FINS2013) • Oracle iProcurement is a easy self service for users, new features include purchasing in Procurement Catalogues with Shops, Favourite Purchasing Lists for Buyers, using Shopping Carts with Easy Checkout. • Catalogues combine both the goods and services purchased and are broken down into discrete groups of related items, referred to as categories. • Can be enhanced with a systematic, disciplined Category Management approach to manage the category and supplier over the entire lifecycle obtaining the maximum value / benefit.

  3. Spend Analysis and Data Collection Process Capture Spend Data • Gather historical spend data from the finance system (at least a 12 month period) Cleanse Data • Cleanse data to ensure the data is reasonably accurate and in a consistent format for classification (e.g. remove redundant data, remove duplicates, correct errors). Classify Data • The data is classified / coded to enable the procurement categorisation • Classification should be done at the line item level where possible. Categorise Data • The classified data is grouped into procurement categories based on their similar characteristics and buying behaviour

  4. Purchasing Process in iProcurementUser Point of View Search for goods and services Create Requisition Submit for Approval • “Web store” interface • Favorites' List • Search Engine • Shopping Cart • Easy web checkout • Account Generator • Support for Attachments Informational Catalog Smart Form Local, supplier, content hub Change Requests Purchase Order Obtain Approval • Email or Online • Position Hierarchy • Based on Oracle Workflow • Self service changes to requisition • Withdraw • Cancel • Change price, quantity or need by date • Visibility of PO status • Received by Requisitioner • Visibility of invoices and payments

  5. The QUT Project team have identified and are currently negotiating the following opportunities; Placing preferred suppliers in a catalogue e.g. load a catalogue, “punch out” catalogue, non catalogue Options to implement blanket, contract purchase orders and standard purchase order for each catalogue Supplier with B2B Integration, electronic ordering and invoicing Supplier agreement to maintain the external “punch out” catalogue with zero cost to QUT for catalogue implementation Supplier provides a designated project manager initiating one point of contact for the project QUT High Value Solutions

  6. QUT High Value Solutions cont… Collaborative approach on the project definition plan Implementation of a robust Stakeholder Communication Strategy and Plan Collaborative approach to develop end user training guides; supplier will contribute a resource QUT Category Management plan will manage suppliers & contracts monitor progress against the plan provide progress reporting review benefits achieved identify and implement improvements & update plan.

  7. Questions ?

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