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PRESENTATION OUTLINE

PRESENTATION OUTLINE. VENDOR ENGAGEMENT SESSION. Vendor Cutover Strategy December, 2012. Background – Current System. CURRENT. SRM - SUS. Since 1 st JANUARY 2012. Supplier Self Service (SUS). PETRONAS Holding Co. PETRONAS Carigali Sdn Bhd PETRONAS Chemical Group Bhd

nathan-trevino
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PRESENTATION OUTLINE

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  1. PRESENTATION OUTLINE VENDOR ENGAGEMENT SESSION Vendor Cutover Strategy December, 2012

  2. Background – Current System CURRENT SRM - SUS Since 1st JANUARY 2012 Supplier Self Service (SUS) • PETRONAS Holding Co. • PETRONAS CarigaliSdnBhd • PETRONAS Chemical Group Bhd • OPTIMAL Chemicals (M) SdnBhd • OPTIMAL Glycols (M) SdnBhd • OPTIMAL Olefins (M) SdnBhd • MITCO Malaysia SdnBhd • MITCO Labuan SdnBhd Internet Browser SUPPLIER PePP/ SAP PETRONAS e-Procurement Portal / PETRONAS Pintas 1 & Pintas 2 Internet Browser PePP • Other PETRONAS subsidiary companies Manual Submission Pintas 1 & Pintas 2 • See Appendix for Subsidiary Listing

  3. January 2013 Petronas System Landscape 1st JANUARY 2013 • PETRONAS Holding Co. • PETRONAS CarigaliSdnBhd • PETRONAS Chemical Group Bhd • OPTIMAL Chemicals (M) SdnBhd • OPTIMAL Glycols (M) SdnBhd • OPTIMAL Olefins (M) SdnBhd • MITCO Malaysia SdnBhd • MITCO Labuan SdnBhd SUPPLIER SRM – SUS/ SAP Internet Browser Supplier Self Service (SUS)/ SAP ECC6 Manual Submission • Other PETRONAS subsidiary companies • See Appendix for Subsidiary Listing PETRONAS e-Procurement Portal PePP Not Available

  4. P2P Normal Process in Post Jan 2013 SRM - SUS Internet Browser PO Retrieve PO Supplier Self-Service (SUS) Confirm PO PO Confirmation Create Service Confirmation Service Entry Sheet PETRONAS SUPPLIER Service Accepted Service Acceptance GR (Material) Retrieve GR (Material) Retrieve RFQ RFQ document Invoice Create Invoice RFQ Submission Submit RFQ • Impacted OPUs • All Pilot OPUs Go-Live in Jan 2012 (status quo) for SUS Vendors • Roll Out OPUs in Jan 2013 but only for Purchase Order created after Go-Live for SUS Vendors

  5. P2P Interim Process in Post Jan 2013 Petronas SAP ECC6 Purchase Order Goods Receipt and Service Entry Invoicing Sourcing • Open Purchase Order prior Jan 2013 transacted via PePP or Manual that migrated to SAP ECC6 • Applicable for Open Purchase Order prior Jan 2013 • Submit manual invoice to Petronas FSS • Submit invoice to respective OPU Finance P2P Interim process : All converted PO have been processed until payment Purchase order processing

  6. Cutover Overview: Procure-to-Pay • 21 Dec 18:00 • Last RFQ, PO,GR & SE/SA • Last approval of PePP SES • Last posting PePP Invoice’ • Last MM Manual Invoice • 27 Dec 14:00 • Last RFQ, PO,GR & SE/SA • Last approval of PePP SES • Last posting PePP Invoice’ • Last MM Manual Invoice • 31 Dec 18:00 • Last RFQ, PO,GR & SE/SA • Last posting Invoice • RTGP PCG 01 Jan 18:00 Last AP payment run PDB 28Dec 18:00 Last AP payment run GO-LIVE RTGPO GO-LIVE PCG & PDB Communication to Vendors 28Dec 18:00 Last AP payment run 21 Dec 17 Dec 31 Dec 1st week Dec 26 Dec 29 Dec 28 Dec 1Jan 4Jan 29 Dec 00:01 – 23:59 SRM SUS System Downtime 17 Dec 18:00 Last submission of PePP SN, SES & Invoice

  7. Cutover Scenarios – Converted PO For Materials Note: • (√) denotes ALREADY done • (X)denotes NOT done. Note: • (√) denotes ALREADY submitted/done • (X) denotes NOT submitted/done.

  8. Cutover Scenarios – Converted PO For Services Note: • (√) denotes ALREADY done • (X) denotes NOT done.

  9. Purchase Order Migrated Number Strategy for Open POs that are migrated from existing system to new system

  10. What are vendor responsibilities? quickly adapt to new SRM processes; checkout the user guides on the website check security access - give to authorised personnel only immediately communicate new processes to all related personnel respond to all notifications (PO, Service Acceptance & GR) and bid invitations in a timely manner

  11. SRM system: what’s new for vendors SUS supplier self service • -auto PO • -online PO response • -trace delivery • -online invoicing • -check payment status -online bid invitation -online response • -online RFQ submission Please take note: Attachments must not be more than 10Mb per file SRM requires Internet Explorer version 8.0 below or Mozilla firefox version 3.6below Auto PO 11

  12. Processes: Changes impacting Vendors Advance Shipping Notification NOT REQUIRED Down Payment Functionality NOT AVAILABLE

  13. Question and Answer Session Due to time constraint, we appreciate your attention to Vendor – Cutover issues

  14. Thank You

  15. Appendix

  16. Retail, Trading, Gas, Power & Others

  17. Petronas Chemicals Group

  18. PetronasDagangan

  19. Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards) Please find the following Petronas Companies under CAPS

  20. Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards) • Invoices for all OPUs NOT under CAPS, please send to respective OPU Finance Department. • Invoices for all OPUs under CAPSshould only be sent to the following address: • Name of the company (OPU) (OPU Co. Code ***) • c/o PETRONAS Finance Shared Services • Level 5, MenaraDayabumi, • Jalan Sultan Hishamudin, 50050, • Kuala Lumpur, Malaysia

  21. Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards) On the hardcopy invoice, please state the following on the first page of the invoice: Name of the OPU (Company Code) Attention : User Name Department : User Department Telephone Number : User Contact No Release/Purchase Order No : Compulsory Project name : (If applicable) Invoice Number : (Maximum 16 characters) Bank Account Details : Total Payable Amount : The above information is very crucial to ensure prompt payment processing and must be on the first pageof the invoice.

  22. Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards) All invoices must be printed on A4 size paper, single sided only. For multi pages invoices, please ensure the total payable is on the front page. Do not staple the invoice and its supporting documents (use rubber band instead)  If several invoices are to be submitted at the same time, please ensure that a blank paper (as separator) is in between invoice with related supporting documents.  Each invoice must link to only ONE Purchase Order (PO)/Release Order (RO). PO/RO number must be clearly indicated on the first page of the invoice. The invoice with more than one PO/RO will not be processed. Handwritten invoice (s), Pro forma invoice (s), Commercial Invoice (s) and Certified True Copy of invoice (s) are not acceptable. Failure to comply with the above will result to the invoice(s) being rejected and/or not processed for payment.

  23. Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards)) All payments will be notified via Vendor Payment Notification (VPN) through an email to registered vendors only. If you have not register your email address, please email to FS2@petronas.com.my for your email address to be added/updated in our VPN database. Any queries please contact FS2 at: Email address : FS2@petronas.com.my FS2 Call centre : 03-7490 4900 Mondays – Fridays (except Public Holidays) 8.00am – 5.00pm

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