EXT100 - State Distributing Agency (SDA) Organization Administration

1.Fulfillment Process/SDA Organization Administrator Overview 2.Maintaining RA Organization 3.Maintaining Users 4.Entitlements 5.Maintaining Catalogs 6.Reporting

Improve Procurement practices & technologies to increase efficiencies Decrease administrative costs associated with procurement & contract management, and technology Enable USDA to become more efficient at meeting customer needs Improve order cycle times, financial processing, and customer relationship management to reduce costs Leverage advanced planning and collaboration tools to enable USDA to match supply and demand more effectively and efficiently

You will start  E-Auth to Login  Placing orders through one master catalog You will stop You will continue  Maintaining Surveys  Add non-delivery dates

Organization Admin Order Management Complaints Processing Recall Processing Warehouse Activities

Organization Admin Order Management Complaints Processing Recall Processing Warehouse Activities

Key TermDefinition WBSCM Portal Web-Based Supply Chain Management initiative, a web interface that can be used for USDA fulfillment or procurement. Wildcard SearchSearch using an asterisk and a portion of the field. Matchcode Search Search wherein a user chooses a value from a list of possible values for the field.

Key TermDefinition Context-Sensitive Help Help feature wherein user can get the step-by-step instructions on how to do a certain transaction. CatalogMedium used for placing orders in WBSCM. Sourcing Method Method for procuring goods. This could include direct delivery, processing, or multi-food.

Key TermDefinition Delivery Document Internal document automatically generated when goods are issued (shipped) from a warehouse. Bill of Lading Packing slip that accompanies an order sourced from a warehouse/vendor. Goods Issued Transaction performed by warehouse personnel when goods are sent to a customer. This decrements the inventory and automatically generates a delivery document.

Key TermDefinition Domestic Requisition Precursor to a sales order. RAs & Co-ops create domestic requisitions when they wish to order goods in WBSCM. Material MasterStorage area for all materials available in WBSCM. WorkflowProcess of routing a document from one user to another.

New TermOld Term Business PartnersITOs, SDAs, RAs, Co-ops, Vendors Sold-to PartySDA Code Ship-to PartyEntity Code

New TermOld Term Material or ProductCommodity Purchase OrderNotice to Deliver

New TermOld Term Program/Functional AreaOutlet Code Requested Delivery DateEnd Shipping Date

New TermOld Term BatchLot OrderDelivery Order CatalogSurveys

Lesson Objectives Explain the Domestic Fulfillment Process Describe the SDA Organization Administrator Overview

Step 1 RAs, Co-ops, SDAs & ITOs place domestic requisitions in WBSCM

Step 2 SDAs & ITOs consolidate requisitions into a sales order

Step 3 FNS approves sales order and may alter sales order type

Step 4 Order is sourced to appropriate vendor

Step 5 Goods are delivered

Step 6 Customer enters receipt when goods arrive

The following organizations are involved in the fulfillment process Most are responsible for creating, consolidating, and/or approving requisitions and orders, or handling the procurement of the order

SDA

RA

Create Users SDA Organization Administration Overview

Create Users Create Organization

SDA Organization Administration Overview Create Users

SDA Organization Administration Overview Create Users Create Catalog

RA Organization Administration Overview Notify SDA if updates to your organization are needed No User Admin Responsibilities No Catalog Maintenance Responsibilities

1. SDA Organization Administrators are responsible for managing Master Data such as _____. A. Organizations and catalogs B. Transactional data C. Receipts and delivery documents 2. RA Organization Administrators must A. Notify their SDA of any updates to their Org Profile B. Create and maintain their own Org Profile C. Update the catalog D. All of the above 3. T/F: The customer is responsible for placing the Domestic Requisition and entering a shipment receipt when goods arrive. A. True B. False

Lesson Objectives Describe the different methods of creating an RA organization Explain the mandatory fields used in the process Demonstrate how to create and modify a RA organization

Creating an Organization Adding & Updating Organizations Create / Maintain Organization Import Organizations / Import Updates

Select Create RA Organization

The Address tab is where you enter the Name, Street Address, City, State, Country, & Postal Code for the new RA

The Relationship tab is where you assign business partners to the organization

The Programs tab is where you assign programs to your RA

The Miscellaneous tab is where you enter details on the RA like attributes and identifiers

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

A State Distributing Agency (SDA) wants to view a pre- existing RA Organization. This procedure is easy to accomplish in WBSCM.

Select Update RA Organization

Select the desired RA from the drop- down list

Use the tabs to navigate to different screens

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Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

Click Browse button

Select a file & click Open

Click Upload File button

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

1. What type of RA information can be altered? A. Address B. Programs C. Relationships D. All of the above 2. T/F: An SDA Org Admin can create new RA Organizations in WBSCM by uploading an XML file or completing an online form. A.True B.False 3. T/F: When updating an RA, an Org Admin may import the XML file instead of recreating the information in a form. A. True B. False

Lesson Objectives Describe the process of creating a user in WBSCM Demonstrate how to create a user Explain how to modify a user

User Admin is notified that user needs to be created User Admin creates user in WBSCM User receives confirmation User confirms WBSCM account & logs in User creates eAuth account

User Admin notified that user needs to be created User Admin creates user in WBSCM User receives confirmation User confirms WBSCM account & logs in User creates eAuth account

Personal Data tab Enter user information in Personal Data

Role Data tab Assign user roles in Role Data

Admin Data tab Lock User in Admin Data

An is sent to the new user!

Click on the first link to create an E-Auth account

Click on the Level 1 Access link

Enter User Information

Create your Password Required Requirements: 9 to 12 characters long At least one uppercase At least one lowercase At least one number (1 – 9) At least one special character Passwords Should Not: Be Dictionary Words Contain Profile Info (i.e. Mother’s Maiden Name, Date of Birth, PIN, Phone, , etc) Change your password every 180 days!

Submit your E-Auth Information

Close Window and wait for the confirmation !

Access Activation and Activate Account!

Access Activation

Complete your WBSCM Registration!

Enter you User ID and E-Auth Password!

Accept WBSCM Rules of Behavior!

WBSCM Home Page

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

To Modify, select the User’s Organization

Select the User from the list

Click on Modify User button!

After updates, click on Save!

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

1. What type of information is needed when creating a user? A. First Name B. Last Name C. address D. All of the above 2. T/F: When a user account is created, you do not need to use the same last name and address that is used for their E-Auth account. A.True B.False 3. T/F: In order to gain access to WBSCM, the new user MUST provide confirmation by clicking the appropriate links in the system generated and completing the registration process. A. True B. False

Lesson Objectives Describe the Entitlements process Describe how Entitlements are set for your RA Describe Notification & Stop Order Percentages Describe Entitlement Reports

 Allow organizations to spend money on commodities  Allocated by Program  Allocation of money is in an increment/decrement document

FNS uploads Excel file with entitlement budget for SDAs SDAs review the budget and allocate entitlements down to their RAs SDAs can set entitlement tolerances when they maintain their Business Partner record SDAs & RAs can view their entitlement budget during order entry or by choosing “Entitlement Management” in the menu

FNS uploads Excel file with entitlement budget for SDAs SDAs review the budget and allocate entitlements down to their RAs SDAs can set entitlement tolerances when they maintain their Business Partner record SDAs & RAs can view their entitlement budget during order entry or by choosing “Entitlement Management” in the menu

FNS uploads Excel file with entitlement budget for SDAs SDAs review the budget and allocate entitlements down to their RAs SDAs can set entitlement tolerances when they maintain their Business Partner record SDAs & RAs can view their entitlement budget during order entry or by choosing “Entitlement Management” in the menu

SDA Org Admins will be able to apportion their entitlement dollars down to the RA for the respective programs

FNS assign entitlement amounts to SDAs SDAs have “entitlements notification percentage” on the organization profiles SDAs can also prevent RAs from placing orders

If the entitlement budget becomes negative, WBSCM will not prevent an order from going through unless a stop order % is set by FNS SDAs/ITOs and FNS determine if the order should be approved

Entitlement balance is stored for each sold-to party that places orders under an entitlement program For all entitlement orders, the customer’s entitlement amount is initially decremented by the last average purchase price of the order commodity The entitlement will be adjusted based on the actual average purchase price that is procured. The actual average purchase price is calculated on a monthly basis. Entitlement balances may be adjusted via re-donation orders and credit memo requests created by FNS

Initial Reporting Screen Select Admin tab Select Organization Maintenance Select Maintain Organization Click on the Maintain Organization link Click on the Update my Organization link

Miscellaneous Tab When displaying your organization, click the Miscellaneous tab to view entitlements information

Notification Percentages Stop Order Percentages

Entitlements SDA Order Managers may view their entitlements by clicking on the Entitlement link.

Enter required fields Program and Program Year Click Execute button when you have made your selections.

The SDA Order Manager may scroll to the right to view : Program and Program Year Sold-To Party, Name, City, and State Beginning Balance DOD Fresh Amount Entitlement Order Total Entitlement Pounds Entitlement Balance Bonus Order Total Bonus Pounds

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

1.The first step in the Entitlement process is: A.FNS uploads excel file with entitlement budget for SDAs B.SDAs and RAs review entitlement budget C.SDA set entitlement tolerance when maintaining business partner record D.SDAs allocate entitlement to RA 2.All of the following statements are true except for _________. A.Pushing entitlements to the RAs is optional B.SDAs can keep RAs from placing orders C.FNS does not assign entitlement amounts to SDAs D.SDAs can see previous years entitlements by program E.Both B and C

Lesson Objectives Describe the purpose of catalog views Describe the process of creating/maintaining RA catalogs Explain the importance of maintaining delivery periods

When navigating the WBSCM Catalog, navigate by: –Program –Sourcing Method (Direct Delivery, Processing, or Multifood) –Commodity Type (Food Group) –Funding Source (Entitlement or Bonus)

Create RA Catalog Views Maintain Lead Time Requirements There are only two catalog maintenance tasks that need to be performed by an SDA Org Admin

As an SDA you can create views and assign views to specific RAs The RAs will only see the portion of the catalog contained in the view Create RA Catalog Views

Create New View button Update button

Create button

View tab

Organization tab

Save View and Organization button

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

You don’t need to publish the catalog if you are maintaining Delivery Periods The Order By date ensures that the sponsoring agency has lead time to review and approve the orders SDAs filter delivery periods for their RAs and set lead times to give them appropriate lead time to review and consolidate requisitions Maintain Lead Time Requirements

An SDA can enter the lead time for their RAs

An SDA can enter their lead time requirements on this portion of the screen! SDAs enter lead time by program and commodity group (i.e., all dairy orders will have the same lead time; there is no distinction made between lead time for cheese and lead time for milk)

Auto Playback Tutorial: watch the simulation with no user input required

Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

1. T/F: SDA Org Admins are responsible for creating catalog views and setting No Later Than (NLT) dates for their RAs. A. True B. False 2. Which of the following are part of the Catalog Hierarchy? A. Delivery & Items B. Program & Entitlement C. Goods & Plant Location 3. T/F: A catalog view filters down the WBSCM catalog to ensure that RAs only see the commodities applicable to them. A. True B. False

Lesson Objectives Describe the various reports available for use Generate a report in WBSCM

Information Access means getting to data with ease Reports available at your fingertips through WBSCM

Received Shipment Report Multi-Food Shipment Notification Report Requisition Status Report Value of Materials Received – Multi-food Value of Materials Received –Domestic & Price Support Multi-Food Requisition Report List of Materials Material Pricing Report

Received Shipment Report

Multi-Food Received Shipment Report

Requisition Status Report

Value of Materials Received – Multi-food

Value of Materials Received –Domestic & Price Support

Multi-Food Requisition Report

List of Materials

Material Pricing Report

Use * in place of unknown values to find a display of values you can choose from. Example: Type ‘10*’ for an unknown Sold-To starting with ‘10’.

Matchcode Search Functionality lets you display possible values for field

Clicking on the grey diamond allows you to narrow search criteria by choosing various operands like greater than, less than, unequal to, etc. Clicking the grey diamonds will display the Selection Options pop up (shown on left)

The Multiple Options pop- up windows provide additional ways for narrowing selection criteria Click on a yellow arrow to enter additional criteria Click the yellow arrows to perform an advanced search

Click on Settings to: Modify column selection Sort Calculate Filter Display

Click on Settings to further customize columns. Click on the Column Selection tab to further customize columns.

Move items from the Displayed Columns to the Hidden Columns queue Change the sequence of columns Apply changes

Filtering a Report Enter your filtering criteria in the desired field, in the filter row, the press Enter Creates a new filter & displays filter row Deletes Filter & Removes Filter Row Filter row

Sorting Columns in a Report Sorting columns in ascending or descending order allows users to organize their results Click on the up arrow for the respective column to sort results in ascending order Click on the down arrow for the respective column to sort results in descending order Use the up and down arrows to sort results

Click on Settings to do Calculations Click on the Calculation tab to calculate Total, Minimum, Maximum, and Mean Value

Calculation Features Click the Apply button to run the calculation and display the result in the table Only the columns that can be analyzed with calculations will be displayed.

Calculation Features Select your display preferences

Display Functions Click the Apply button for the changes to take effect. Click on the Display tab to change the appearance of the report.

Display Functions Click the Apply button for the changes to take effect. Go to the Print Version tab to alter the report so it can be printed.

Pop-up prompts you to name the view Name and Save the view

Reports can be printed, and print specifications can be customized by the user. Reports can be exported to excel Select your view

1. The Reporting functionality includes: A. Filtering B. Displaying C. Calculating D. All of the above 2. To access the desired report, follow Reports tab to _________. A. Order Processing B. Complaint Administration C. Recall Administration D. None of the above.

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