Procure to Pay Project EUAT Confirming Meeting May 30, 2018 Last Updated: May 29, 2018

Agenda Timeline Benefits Decisions Made Support Exceptions What do you need? Open Discussion

Procure to Pay A Level Plan IT, Solution Build Test, Procurement, AP Preparation Jan – Nov EUAT Workday Only June 11 – Aug 11 UAT adds eMarketplace Nov – Dec Pilot 1 Feb – Apr Pilot 2 May – Jul Roll out 1 Aug Roll out 2 Oct Roll out 3 Dec We are Here Procure to Pay Transformation two year schedule June 11 2018, First Go Live, Early User Acceptance Test Workday only – Non Catalogue ordering Limited number of FAOs, Includes a few Grant FAOs Requisitioner / Initiator instructor led training complete, Approver training in process Gate Review - Go/ No Go June 5 Nov - Dec 2018 adds Jagger/ eMarketplace Same FAOs as June 11 EUAT Feb - July 2019 2 Pilots, test solution, training material and communications Aug - Dec 2019 Roll out in 3 phases

Procure to pay In Scope Phase 1 Phase 2 Automates existing Business Processes improving efficiency and allowing some enhancements, improves data accessibility Blue Requisitions used for purchases to suppliers PMM not associated with PMM inventory locations Non Catalogue items Goods and Services Supplier Invoice Request Forms Enables more Efficient Operational Processes, improved customer experience and data accessibility. Starts with the contract eMarketPlace, enhanced user experience Catalogue items SOLO

Early User Acceptance Test (EUAT) and User Acceptance Test (UAT) Sites EUAT, UAT locations Simon School Academic Operations – CC 11127-202 Physics and Astronomy –CC11072 all Grants Speech Pathology - OP137539 UIT – Enterprise Applications, Core Technology Services, Security & Policy Directors’ Office- FAO OP231506, Research Labs Microbiology & Immunology – FAO Level OP211400, GF459600, GR500140, GR500373, GR527895, GR500859, GR500852, GR501071, GR500299, GR501263

Procure to Pay Benefits to the Sir Initiator, Requistioner and Approver Simplify and enhance the Requisitioner and Approver experience Increased Transparency, visibility to Requisition, PO, Invoice, Payment Request Error reduction Approvals on mobile devices

Problem/Bug Fixes Duo approval issue has been addressed Requisitioner and Approver on same FAO Solutioned Cannot be on same transaction Delegate –within manager reporting structure Above Peers and peer reporting structure Subordinate Additional Approver Training options MyPath, additional Approver sessions

Decisions Made Dates: Requisition/ Approvals: Requisition fields to be completed in the entirety, “see attached” is not sufficient. IT is developing a tool that will allow the Requisitioner to upload multiple line items into a draft requisition. Purchasing will not take on this responsibility within Workday. Selecting “Approve” replaces the signature, no additional signature needed Approvers need to go into Workday and “Approve” or “Delegate”, “Signature on File” is not sufficient Approvers cannot edit the requisition, instead the requisition will be sent back to the Requisitioner Dates: Start and End Dates are required on all Services requisitions Delivery Date is required for all Goods requisitions To keep you up to date on the design of the system, the next several screens contain decisions that have been made.

Decisions Made Change Orders: Attachments: Attachments are required for non-catalog (goods) requisitions > $2,500 and all services requisitions Attachments are optional when creating receipts Attachment will be required on a requisition related to a supplier contract, in the form of a supplier justification form Change Orders: A requisition to change a purchase order dollar amount is within 10% or $250 whichever is less, it does not need re-approval unless the new amount exceeds the next financial hierarchy approval threshold, it would then go through financial approvals hierarchy. If a change order results in a lower dollar value, will not need financial approval again.

Decisions Made Contracts: To prevent overspending: Warning to the Requisitioner that spend is within 10% of contract value Hard stop at 5% or $250 (whichever is less) over value Contracts are valid for the entire University, any requisitioner can requisition against it. They won’t be able to drill into the details unless they have company- level access to organization level access to the worktags. Requisition FAO do not need to be the same as contract FAO Spend Category on requisition needs to match the contract Supplier Invoice Request (SIR): Will route to Category Managers as appropriate via spend category Procurement and Account Payable staff will not have edit capability, any changes needed will require it to be sent back to the requestor Can start a new Supplier and complete the Questionnaire as a draft while waiting for New Supplier Approval   This slide identifies decisions regarding Contract Decisions

EUAT Support, Training, Tools, Guidance Complete May 2 Kickoff and Overview meeting Overview of Workday in MyPath May 8 or 9 four hours hands on training System Testing - Requisition and Supplier Invoice Requests 4 hours, May 21 or 23 Ensure requisitions and SIRs flow correctly through the processes Opportunity to continue to test Upcoming Weekly meetings - Wednesdays 10-11 am Work through questions, problems or challenges. P2P Team will be there to support you Develop best practices Cohort support – other EUAT members collaborates Daily assessment meetings 4:00-5:00-pm, 6/11- 16 to troubleshoot and develop solutions for any issues that arise during the day

For Procure to Pay Access & Issues Procurement_service_center@ur.rochester.edu P2P Service Center 275-2012

Website https://www.rochester.edu/adminfinance/urprocurement/

If All Else Fails?? This slide identifies decisions regarding dates, match exception and Supplier Invoice Request As a last resort, you can create a 312 Requisition or a paper F4 BUT FIRST… Contact the P2P Service Center Procurement_service_center@ur.rochester.edu P2P Service Center 275-2012

Final Question Is there anything else you need to start using P2P to process and approve Requisitions and Supplier Invoice Requests? This slide identifies decisions regarding dates, match exception and Supplier Invoice Request

Questions?

Procure to Pay Objectives Transform the Procure to Pay business processes and the organizations supporting these processes to enable more efficient operations Simplify and enhance the Requisitioner and Approver experience Increased Transparency, visibility to Requisition, PO, Invoice, Payment status Leverage total spend at a category level across all departments to negotiate increased contracts and better pricing for everyone Transition from a paper based transactional PO process to an electronic contract level process Improve key internal controls through electronic routing for approvals Consistent and efficient processes Error reduction Transition F4 paper based transactions to electronic View of total spend, enhanced analytical capabilities Improve departmental budget management

Logging Into Workday - https://wd5.myworkday.com/rochester or Will be live 6/11