CATALYSE PROGRAM PRESENTATION OF THE CATALYSE PROJECT Free meeting – October 13th 2016

Agenda Project presentation – Elvis Fontaine Scope and Content – Catalyse consultants Questions & Answers

Agenda Project presentation – Elvis Fontaine Scope and Content – Consultants Catalyse Questions & Answers

What are the three main objectives of the project?

1 – Implement one globalized, integrated and performant procurement tool Gradual roll-out for the whole EPFL group and satellites for the most part of goods & services Integration of school rules and daily essential tools For instance, connection to the right management tool and stock management tool. Automatic traceability of chemical and biological items in the catalogue. Workflow put in place to check the traceability of the items or any purchase order. Performance : Ivalua and Sciquest are efficient tools, recognized and appreciated by large universities and worldwide companies

2 – One efficient tool to serve you Catalogue implementation To this day, 64 catalogues for SV college = 5 million of available item references The amount of supplier available into Catalyse will grow up until it covers 80 to 90% of the needs At mid-term, the tool features like Sourcing and Reporting will empower your procurement process 16 septembre 2018

3 – More efficient negotiations and lower prices The procurement department will be able to identify and categorise the spend The procurement department will be one mandatory key contact for the suppliers More spending power and less hidden costs 16 septembre 2018

Agenda Project presentation – Elvis Fontaine Scope and Content – Consultants Catalyse Questions & Answers

User friendly / user needs Law compliance (Finance, Security) Tool configuration PROJECT CATALYSE User friendly / user needs EPFL Ecosystem Law compliance (Finance, Security) 16 septembre 2018

From Expereact… EXPEREACT SV 16 septembre 2018 Request, Order, Receipt Stock reordering Internal invoicing Stock supplies Receipt Catalogues Traceability, MSDS 16 septembre 2018

…to Commando SV… SCIQUEST IVALUA BUYER EXPEREACT SV 16 septembre 2018 Catalogs biological / chemical Shopping cart IVALUA BUYER Request, Purchase Order, Good Receipt EXPEREACT SV Stock Management Receipt Resupplying orders Re-invoicing 16 septembre 2018

Rights - signature register Base SIGMA-ALDRICH Security Card 3E Ariel DATA Regulatory lists … and CATALYSE SCIQUEST Catalogs biological / chemical Search by molecule Dangerous items flag Traceability, Stock supplies Purchase Requisition Automatic resupply POs Receipt IVALUA BUYER Sourcing Contracts SESAME (SAP) PO Receipt Request, Purchase Order, Good Receipt Suppliers COPERNIC Rights - signature register User Account Internal invoicing of consumables ACCRED Users Register TEQUILA SSO

Finance compliance EPFL financial rules remider : Purchase requisition below 5K CHF must be signed once Purchase requisition above 5K CHF must be signed twice Validation thresholds are the following: 5K, 50K, 100K, 500K NB : there is no intermediary thresholds Consequences for the users: Signature and delegation rights must be handled in ACCRED Users can select a fund when they have a 0 CHF right in ACCRED Users have to select a default fund that may be changed afterward. 16 septembre 2018

Traceability and security process Traceability of the goods: Every single chemical and biological good will be traced, besides some exceptions The inventory of the goods to be traced will occur once a year (next one during the course of year 2017) Security process for products with authorization need : The DSPS defines the list of products with authorization need. This kind of product has to be validated by the DSPS. Tip: do not mix this kind of product with other products in one unique shopping cart, as it could be held for some time at the Security Department. Purchase request of chemical and biological items for non-catalogue items must be pre-validated by the DSPS 16 septembre 2018

What will change (tools) SciQuest tool: The updated graphic interface of the new ERM 9 version of SciQuest will replace the old Java version. The search engine is working but the users may need some time to make the best use out of it. Advice : use the favourite feature as much as possible One Stockroom module is integrated to the SciQuest product. When the SB faculty will have rolled-out, the stocks will be consultable by the units throughout the Ecubens site iValua tool : New user interface for easier navigation. 16 septembre 2018

What will change (process) The user will now have to send his order by himself : He will have to trigger the PO sending to the supplier The supplier will be able to contact the user directly The user will have to systematically inform the Stockroom staff about any change that may occur on his PO, in particular the cancellation. The supplier creation process will go through a validation workflow including the procurement and the financial departments Advice: Please use the existing suppliers as much as possible and anticipate the purchase orders to new suppliers 16 septembre 2018

Demo Place a purchase order 16 septembre 2018

Go-live planning Go-live SV (+ SV laboratories) : November 15th 16 septembre 2018

How will the roll-out work? Migration : New empty environment Before the migration, please anticipate the purchase orders to avoid any new POs one or two days prior to the migration After the migration, you will be able to access the old system to view your old POs (limited access) 16 septembre 2018

User support Documents : Trainings : Support : Tutorials FAQ Newsletters Trainings : Training session twice a week (English / French) Support : HelpDesk Catalyse 3 50 50 16 septembre 2018

How you can help us to improve the tool… Catalyse ambassadors: Catalyse key users will be available to help you and will transmit your suggestions You can also contact the OS Support to submit any suggestion for improvement: catalyse.support@epfl.ch 16 septembre 2018

Questions ? 16 septembre 2018

Thank you for your attention ! 16 septembre 2018