Rowdy Exchange Update Purchasing and Distribution Services FAR May 24, 2017 Rene Paniagua Rowdy Exchange Project Manager Office of Financial Affairs (http://www.utsa.edu/financialaffairs/)

Agenda About Rowdy Exchange Rowdy Exchange Overview Enable Vendors Training Plan Current Activities Outreach – Past Outreach – To Come Questions

About Rowdy Exchange Your eProcurement Marketplace Offers one‐stop shopping for all goods and services Designed to make day-to-day purchasing easier Intuitive and comprehensive online shopping tool Connects directly to and serves as front end of UTShare/PeopleSoft’s purchasing application Simply log on to UTShare and navigate to the Rowdy Exchange link Office of Financial Affairs

About Rowdy Exchange (Continued) Offers greater buying power for UTSA = lower prices Puts UTSA in a stronger position to negotiate better prices and services as we spend more with vetted, preferred suppliers Allows search by supplier, manufacturer, part number or SKU, item description, exact phrase, product category or sub-category Purchases from preferred suppliers are processed more efficiently and often less expensively than purchasing from unapproved suppliers Automatically submits Purchase Orders to contracted vendors upon final approval Office of Financial Affairs

Benefits Showcase Suppliers vetted by UTSA Purchasing Department offer you best value for price and quality allow you to standardize purchases of items, manufacturers, models and available equipment maintenance “Shopping Cart” experience simplifies purchasing Ability to search for a wide range of products on UTSA or UT System’s contracts Create templates for regular purchases Easily search your own or your department’s buying history Several options for shopping: hosted catalog punch-out catalog non-catalog items forms and contracts Office of Financial Affairs

Integrated e-Procurement Solution Procurement Interface Performs most Procure-to-Pay activities Access to internal UTSA forms DTS UTSA Vendor Setup and Maintenance Financial System of Record Source of Chatfield values & validations Vendor Master Receives Purchase Orders, Receipts & Invoices Generates payments Financial reporting Supplier Community Hosted & Punchout Catalog Content Access to Rowdy Exchange to receive and process POs & post e-Invoices Support Team & Knowledgebase Formal Helpdesk Exchange tips, best practices and questions & answers Office of Financial Affairs

The Procure to Pay Process Cart Purchase Requisition (PR) Approved PR Purchase Order (PO) Receipt Invoice Payment Required for Purchase Orders (1) > $4,999.99 (non-Amt. Only), (2) State and or Federal Funds Vendor Submitted e-Invoices ---------------- Responsible Party ---------------- Office of Financial Affairs

Office of Financial Affairs

Enabled “RowdyExchange” Suppliers “Possible Missions” HUB partner of Fisher Scientific “Summus Industries” HUB partner of VWR & Dell “SHI Government Solution” HUB partner of Dell & HP “Burgoon Company” HUB partner of Grainer Inc. “Todays Business Solution” HUB partner of Office Max “CommonWealth Trading Co.” HUB partner of Dell “Cuevas Co.” HUB partner of Airgas Office of Financial Affairs

Office of Financial Affairs

Milestones Milestone Planned Start Date Status 1 Project Planning (Remote) September, 2016 Completed 2 Project Orientation 3 Configuration, Workflow, and Integration 4 Focus Group 1 (FG1) January, 2017 5 Additional Configuration from FG1 Completed  6 Focus Group 2 (FG2) March, 2017 7 Training Development In Process  8 Solution Validation Testing May, 2017 In Process 9 Training Delivery May/June, 2017  Not Started 10 User Acceptance Testing June,2017 Not Started 11 Deployment July, 2017 Not Started  Office of Financial Affairs

Office of Financial Affairs Training Plan Events Start Date End Date Develop Snippets 2/20/2017 3/31/2017 Review Snippets 4/03/2017 4/07/2017 Snippets ready for deployment 4/18/2017 4/20/2017 Develop Requestor Training Materials 3/01/2017 5/19/2017 Develop Overview Training Materials 3/27/2017 Informational Sessions 4/10/2017 6/05/2017 Pilot Requestor Training 5/18/2017 Deliver Requestor Training Continuous Deliver Overview Training 5/31/2017 Post Production Training Labs 7/10/2017 7/15/2017 Office of Financial Affairs

Rowdy Exchange Training AM0869 Rowdy Exchange Procurement Process Overview This two-hour class explains what Rowdy Exchange is and how it will operate. You will learn how to set up your profile and shop in Rowdy Exchange and how to approve (for approvers) a requisition. The instructor will provide an overview of the requestor and receiving process. CT0990: Rowdy Exchange Procurement Requestor Training This course will walk you through how to purchase goods and services and enter all required information. You will learn the procurement processing and workflow, new business terminology, how to manage multiple shopping carts, how to receive in Rowdy Exchange, where to get support, and much more. Office of Financial Affairs

Rowdy Exchange Training Training Goals and Objectives Goal 1: Ensure UTSA is adequately prepared to perform your job functions using Rowdy Exchange by: Building a training delivery schedule, website, course catalog and course prerequisites. Mandating all current requesters attend training. Using the UTSA Training & Development Learning Management System to track and report training attendance. Goal 2: Ensure UTSA Campus employees and supervisors are familiar and ready to use Rowdy Exchange: Having shoppers review training snippets and attend an Overview Training session. Having all supervisors review training snippets and attend an Overview Training session. Office of Financial Affairs

Current Activities In process Validation testing between UTShare/PeopleSoft and Rowdy Exchange Workflow testing Develop training materials Office of Financial Affairs

Change Management Launch of the Rowdy Exchange Website. http://www.utsa.edu/pds/rowdyexchange/ Launch of the Rowdy Exchange email address. RowdyExchange@utsa.edu

Office of Financial Affairs Past Outreach CMO presentation FAR presentations Executive and Advisory Committee meetings Business Horizons Newsletter Naming contest SPOC website Focus Groups I and II Introduced Logo PDS emails HUB Vendor Fair Downtown and Main Campus Training Sign up Business Affairs Forum Rowdy Exchange website Special interest presentations Provost Council Department Deans Student Affairs Office of Financial Affairs

Office of Financials Affairs Future Outreach FAR presentations Executive and Advisory Committee meetings Business Horizons Newsletter SPOC website Rowdy Exchange website PDS emails Special interest presentations RSC Facilities Safety DTS OIT Road Shows Office of Financials Affairs

Office of Financial Affairs QUESTIONS Office of Financial Affairs

Your partner for successful solutions Thank you! Your partner for successful solutions Office of Financial Affairs