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Phase 2 Awareness Sessions Dates: 30 th June 2008 & 1 st July 2008

Phase 2 Awareness Sessions Dates: 30 th June 2008 & 1 st July 2008. Agenda. 10:00 Coffee & Registration 10:30 Introduction and update from APUC – Louise Burke 10:40 Update from Collaborative Procurement 11:15 Questions & Answers – Collaborative Procurement 11:30 Coffee

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Phase 2 Awareness Sessions Dates: 30 th June 2008 & 1 st July 2008

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  1. Phase 2 Awareness Sessions Dates: 30th June 2008 & 1st July 2008

  2. Agenda • 10:00 Coffee & Registration • 10:30 Introduction and update from APUC – Louise Burke • 10:40 Update from Collaborative Procurement • 11:15 Questions & Answers – Collaborative Procurement • 11:30 Coffee • 11:45 Plan & Scope of ePS Phase 2 Implementation - Lynn Peterson • 12:15 Phase 2 Pathfinder College update • 12:30 Lunch • 13: 30 Interface – Alistair Dinwoodie (CAP Gemini) • 13:45 Interface Questions & Answers – Breakout Session • 14:30 Best Practice Indicators Training Version:

  3. ePS Progress within HE/FE Sector

  4. ePS Progress within HE/FE Sector

  5. Phase 1 Update - Testimonials • North Highland College – Roddy Ferrier, “staff comfortable with using ePS”. • RSAMD – Irene Gillespie, “APUC implemented PECOS at the RSAMD on the 6th and 7th of May 2008. Since then we have placed several orders with our preferred stationery company benefitting from substantial savings. We find the process very easy to use and have experience good service from APUC and our stationery company”. • Carnegie College – Ken Haig, “the more orders we place the more comfortable we become with using ePS”. • Anniesland College – David Gilmour, “of the few orders placed the lead time has been reduced and I am impressed by the speed of delivery. On the whole I am very positive”. • Inverness College – David McLean, “all seems to be going well with ePS. A good implementation, very nice staff working on the implementation, very positive all round”.

  6. Phase 1 Update - Savings Borders College – identified 5% savings Kilmarnock College - Savings between 12% and 44% on Lyreco - average of 5.15% on all products Perth College - Lyreco 59% cheaper across the 3 orders placed. Jewel & Esk College Approx 1.5 staffing expenditure saved @ £27,000 p.a. Reduced staff interruptions, from filling, manual delivery (manual to electronic) @ £15,000 p.a. Reduced cost of paper & pre-printed pads - £1,500 p.a. Reduced cost of printing and postage from previous faxing - £1,000 p.a. 6

  7. Phase 2 Overview • Project Scope • 75 users, combined total of requisitioners and approvers • additional departments • System Administration rights to enable institutions to add new users, suppliers and Financial Tracking Codes • Addition of APUC contract suppliers • Timescales • 5 to 8 week project plan • Roll out due to start September 2008, completion August 2010 • Resources • 1-2 APUC members available • 1-2 local members of staff required to work alongside APUC staff • Interface File • File transfer from PECOS to Finance System

  8. Phase 2 Project Plan – 6 Weeks

  9. Phase 2 implementation plan

  10. Phase 2 implementation plan

  11. Interface Requirements • Ongoing data gathering with each institution to establish understanding of finance system, internal systems and integration requirement • Integration development will be carried out in parallel with onsite project • Data transfer from PECOS to finance system will be available for go-live of phase 2 for each institution

  12. Next Steps • Project Planning • Target Departments • Requisitioners & Approvers • Allocation of Resources • Completion of Workbook • User Details • Financial Codes • Approval Plans • Confirmation of Current Internal Processes • Initiate Integration Developments • Identify High transactional value, high volume suppliers. • Migrate to APUC Contract suppliers

  13. Any Questions?

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