FAR Meeting July 19, 2017 Rene Paniagua Rowdy Exchange Project Manager Update FAR Meeting July 19, 2017 Rene Paniagua Rowdy Exchange Project Manager Office of Financial Affairs (http://www.utsa.edu/financialaffairs/)

Agenda Road to Success Go-Live About Rowdy Exchange Rowdy Exchange Update Training Videos Website for information Outreach – Past Outreach – To Come Questions

Office of Financial Affairs Road to Success Management Support/UTSA commitment Change Management Document Selection of the Core Team Members: Purchasing Training development Vendor selection and enablement Office of the Controller Office of PSSC Office of TCM Subject Matter Experts Selection of the Executive Committee Selection of the Advisory Committee Focus Groups Communication Efforts Consistent and tight coordination with Jaggaer, nProdigy, UT System, & Core Team Full Community Support and willingness to adopt a new system Office of Financial Affairs

Office of Financial Affairs Go Live Success Monday, July 17, 2017 A day that will go down in UTSA History Hiccups Few Complaints None Technical Issues Help Calls Minimal Office of Financial Affairs

About Rowdy Exchange Benefits Include: Taking advantage of Showcase Suppliers, which were vetted by UTSA Purchasing Department and offer you the best value for price and quality. The Showcase Suppliers allow you to standardize purchases of items, manufacturers, models and available equipment maintenance. Placing university orders via a “shopping cart” experience. This familiar platform simplifies purchasing. Having the ability to search for a wide range of products on UTSA or UT System’s contracts. Creating templates for regular purchases, further speeding the buying process. Easily searching your own or your department’s buying history. Having several options for shopping, including hosted catalog, punch-out catalog, non-catalog items, forms and contracts. Office of Financial Affairs

Office of Financial Affairs Rowdy Exchange Update Rowdy Exchange is an eProcurement Marketplace offering you one‐stop shopping for all goods and services. It was designed to make day-to-day purchasing easier for faculty and staff. Important Updates: Rowdy Exchange Labs is your opportunity to get one-on-one assistance. This is available only for those who have gone through training. Labs will be held in the NPB 1.412 training room. Dates are: July 20, 21: 9-11 a.m. July 24, 25, 26: 10 a.m.-12 p.m. Rowdy Remaining Training: AM0869 Rowdy Exchange Procurement Process Overview July 21, 24, 26, 27, 31: Training Room NPB 1.412, 2-4 p.m. CT0990: Rowdy Exchange Procurement Requestor Training July 27, 29: Training Room NPB 1.412, 9 a.m.-12 p.m. Office of Financial Affairs

---------------- Responsible Party ---------------- 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

Training Videos Rowdy Exchange Training Videos Copying a Requisition to a New Cart Creating Receipts Shopping for Non-Catalog Items Adding an Attachment to a Requisition Approving Requisitions Office of Financial Affairs

Rowdy Exchange in Action Rowdy Exchange Purchases Requisitions Purchase Orders Non Catalog 82 74 Catalog Items 30 26 Office of Financial Affairs

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

Office of Financial Affairs Outreach - Past 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 Posters Training Business Affairs Forum Rowdy Exchange website Special interest presentations Provost Council Department Deans Student Affairs Specialized Training DTS Facilities Safety Grants / RSC Asset Management Office of Financial Affairs

Outreach – To Come One-on-One Labs Ongoing Training Updates on Rowdy Exchange website PDS emails FAR presentations Final Executive and Advisory Committee meetings Business Horizons Newsletter SPOC website Road Shows through 7/31 Information Exchange for Rowdy Exchange Tier 1 Future Staff Projects Faculty Office of Financials Affairs

Office of Financial Affairs QUESTIONS Office of Financial Affairs

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