Supplier Relationship Management Shopper Personal Settings MM_SRM_SPS_200

1. Supplier Relationship ManagementShopper Personal Settings MM_SRM_SPS_200 SRM Shoppers Training - Revised April 2012

2. What is SAP? SAP(Standards, Applications, and Products) is the Enterprise Resource Planning (ERP) software that drives the University’s business processes. Implemented and maintained by the Enterprise Applications Group (EAG), formerly known as the IRIS Project. Serves as business foundation for all formal business sectors of the University including Human Resources, Materials Management, Plant Maintenance, Student Lifecycle Management, Faculty Effort System, etc. SRM Shoppers Training - Revised April 2012

3. Definition of SRM • Supplier Relationship Management (SRM) is an SAP product that facilitates e-procurement via a web-based platform. It is the University’s formal procurement system. • Enables end users to procure goods and services via a “Shopping Cart” environment. • Generates savings for the University through use of electronic • catalogs . • Integrates with SAP functionality and processes. • Functional responsibility for SRM is held with the Materials Management (MM) team within the Enterprise Applications Group. SRM Shoppers Training - Revised April 2012

4. Who Should Receive Shopper Training? • Any persons authorized to perform procurement functions for their department or area are required to complete Shopper training. This includes administrative staff conducting purchases for entire departments/units, as well as individual procurement card holders that may purchase from high volume suppliers such as OfficeMax, Dell, etc. • SRM is a phased implementation. It is currently utilized by all departments and areas within the academic campus. • Phase 2 of SRM implementation is scheduled for Summer 2012 and will include the following areas: • UK HealthCare • College of Medicine • Facilities personnel using Plant Maintenance (PM) SRM Shoppers Training - Revised April 2012

5. SRM Roles SRM Shoppers Training - Revised April 2012

6. Training Requirements for SRM Roles SRM Shoppers Training - Revised April 2012

7. Role Combinations In order to maintain checks and balances there is a limit on the number and structure of roles any one person may hold. The following matrix shows all permissible combinations for various procurement roles within myUK. The same person is not required to hold all roles within any one option. The combinations reflect the maximum roles within each option any one person may hold. Payment Request Document – Creator Training

8. SRM Terminology SRM Shoppers Training - Revised April 2012

9. Shopper Role Overview • The Shopper role in SRM is responsible for creating a “Shopping Cart” to purchase goods and/or services from a particular supplier. • Shopping Carts are line item driven, thus allowing the Shopper to: • In many cases order items from multiple suppliers in one cart • Assign multiple or split account assignments for each line item • Only one delivery address may be selected per Shopping Cart. SRM Shoppers Training - Revised April 2012

10. SRM General Process Flow • The Shopper creates carts for items/services via various Shopping methods. • Approval is the next step, after which a purchase order is placed with the supplier. Some types of carts have automatic approval. • Goods Confirmations and invoice postings complete the process. Some types of carts have automatic goods confirmations and invoicing. • Encumbrance (i.e., funds reservation) occurs when cart is approved. SRM Shoppers Training - Revised April 2012

11. Personal Settings and Attributes SRM Shoppers Training - Revised April 2012

12. Personal Settings Overview • Personal Settingsrelate to the user’s employee data and are established via Site Navigation. • Default information populates into this area based on data from Human Resources org structure. • Personal Settings must be confirmed and setup for all roles during the first visit to SRM to ensure a successful Shopping experience. SRM Shoppers Training - Revised April 2012

13. Login to myUK 1. Click Link Blue from the UK Home Page 2. Click myUK from the Link Blue site 3. Login to myUK using your AD and password Payment Request Document – Creator Training

14. Shopper Tab and Site Navigation 4. Select the Shopper tab Site Navigation 5. Click Settings SRM Shoppers Training - Revised April 2012

15. Personal Settings – Position Tab 6. Click Edit to make changes 7. Form of Address is required Data on left side of Position tab is organization data and not to be edited 8. Email address is the only data on right side to be edited Note: Everything on the Position tab relates to the employee as an individual. It is not the delivery address for shipment of goods. SRM Shoppers Training - Revised April 2012

16. Personal Settings – User Account Tab 9. Click User Account Tab 10. Confirm User ID and email address are correct and/or edit as necessary SRM Shoppers Training - Revised April 2012

17. Personal Settings - Designate Substitute Shoppers • Optional: Substitute Shoppers are persons allowed to set-up, view and respond on behalf of another Shopper. • Only Shoppers may designate, in their Personal Settings tab, their own Substitute Shoppers. • Substitute Shoppers must have the Shopper role before they can be designated. • Unless a Substitute Shopper is designated, no one will be able to create or view the Shopper’s Shopping Carts. SRM Shoppers Training - Revised April 2012

18. Personal Settings - Designate Substitute Shoppers Note: You are still on the User Account tab within Personal Settings 1. Click the Possible Entries icon to locate and add a Substitute Shopper SRM Shoppers Training - Revised April 2012

19. Personal Settings - Designate Substitute Shoppers 2. To conduct a search enter last and first name of Substitute Shopper and click OK 3. Highlight correct selection from search results 4. Click OK SRM Shoppers Training - Revised April 2012

20. Personal Settings - Designate Substitute Shoppers 6. Enter date on which substitute role is to end or 12/31/9999 for indefinite assignment 5. Enter date on which substitute role is to begin Note: If you are designated as a Substitute by another Shopper, that information will appear in the bottom section. Note: For best results Substitute Shoppers should designate each other the same. SRM Shoppers Training - Revised April 2012

21. Attributes Overview • Attributesare default components which populate into every Shopping Cart to facilitate a more efficient Shopping experience. • The following attributes can be set as defaults: • Account Assignment Category • Cost Center • Building Delivery Address • WBS Element • Not setting attributes will require manual entry of components for every Shopping Cart. SRM Shoppers Training - Revised April 2012

22. Attribute – Account Assignment Category The Account Assignment Category determines which type of account assignment will default into each Shopping Cart. 1. Return to Position tab 2. Select Account Assignment Category as the Attribute type SRM Shoppers Training - Revised April 2012

23. Attribute – Account Assignment Category Note: This task only selects the “type” of account assignment to default into each Shopping Cart. The actual cost center or WBS numbers are entered on the following screens. Important: Be sure not to check Deactivate for any selections. 3. Determine which type of Cost Assignment Category you most frequently use and click the Standard radio button. Cost Center will be the most common selection for most Shoppers. SRM Shoppers Training - Revised April 2012

24. Attribute – Cost Center 1. Select Cost Center from the drop down menu to assign a default Cost Center number 2. Select Logical System (there is only one choice) 3. Click Add Line SRM Shoppers Training - Revised April 2012

25. Attribute – Cost Center 4. Enter the Cost Center number that you will use for most purchases If needed a search feature is available through the Possible Entries icon 5. Click the Standard radio button SRM Shoppers Training - Revised April 2012

26. Attribute – Building Delivery Address 1. Select Building Delivery Address drop down menu The default building delivery address for all first-time Shoppers is 322 Peterson Service Building. It must be changed to your building address. Note: If the building delivery address is not changed, any Shopping Cart orders you place will be delivered to the Peterson Building address. 2. Click the Possible Entries icon to search and choose your building delivery address SRM Shoppers Training - Revised April 2012

27. Attribute – Building Delivery Address 3. Locate your building address based on postal speed-sort code. Highlight and click OK. 4. Click the Standard radio button SRM Shoppers Training - Revised April 2012

28. Note: A WBS Element is a type of cost object for grants and capital projects. 1. Select WBS Element from the Attribute dropdown menu Attribute – WBS Element If you frequently purchase goods or services charged to a WBS Element, you can also set a default WBS element to flow into your Shopping Carts. 2. Select Logical System from the drop down list (there is only one choice) 3. Click Add Line SRM Shoppers Training - Revised April 2012

29. Attribute – WBS Element 4. Enter the WBS Element number that you will use for most purchases If needed a search feature is available through the Possible Entries icon 5. Click the Standard radio button 6. Click Check for errors 7. Click Save when finished editing all Personal Settings and Attributes SRM Shoppers Training - Revised April 2012

30. Sign Off Click Sign off to end myUK session IMPORTANT: Do not click the red “X” icon in the upper right hand corner of your screen to exit. Be sure to click “Sign Off” link instead. SRM Shoppers Training - Revised April 2012

31. SRM Help Web Sites • myHelp – MM & Purchasing Help web site: http://myHelp.uky.edu/rwd/HTML/MM.html • Contains Quick Reference Cards, updated and printable course manuals, Reference Manual, etc. • SRM Resource Page on Purchasing web site: http://www.uky.edu/Purchasing/srm.htm • IRIS-MM web site: http://www.uky.edu/IRIS/MM • SRM Assistance Email: SRMHelp@uky.edu SRM Shoppers Training - Revised April 2012