Internal/External Contracts Module Project Update

How did we do it? Goals Requirements Gathering System Development and Configuration Conversion Small Scale Roll Out

Goal Develop a new business process in EFS to streamline the management and oversight of the Internal and External Sales Approval process Develop a new business process in EFS to streamline the management and oversight of the External Sales Contract Approval process Develop a new business process in EFS to provide systematic oversight and management tools for External Sales Contract related billing

Requirements Gathering Multiple demo’s of EFS capabilities across campus Asked many questions on how the business is currently being done from both a central and distributed department perspective Gathered requirements Fine tuned system steps based on feedback until we got it right Presented to the FinMaC group for project approval Received approval for a Pilot Project Solicited for Pilot Project Team volunteers Med School CEHD CSENG Office of Internal/External Sales SPA SFR

Requirements Cont’d Continued to work with the Pilot Team Mapped out current business process at both a central and academic department level Fine tuned requirements Internal External Sales Office Academic Departments SPA SFR Gathered system requirements and enhancements Gather reporting/query requirements for oversight and management

System Development and Configuration Created new roles and permission lists for both Central and Academic Department people Created a new section to store important dates, notes, contract forms, confidentiality agreement info and other agreement information Configured new system values such as contract business units, contract types, contract administrators, products, and many others to provide accurate oversight and separate this line of business from the sponsored line

Conversion - November 2017 Internal Sales Approvals External Sales Approvals External Sales Contracts Previously billed amount by Contract for pilot group where supplied in Contracts History

Roll Out – November 2017 All Internal Sales Approvals All External Sales Approvals All External Sales Contracts Academic Department Pilot group contract management Academic Department Pilot group billing Linked to ES Contract Low risk, no Contract linked to Approval Oversight and Management Queries FSRPT IESAF_APPROVALS – Internal and External Sales Approvals (ESAF) OES_ALL_CONTRACTS – External Sales Contracts (OES)

Roll Out Cont’d Job Aids and Desk Procedures EXT_SALES_BILLED_DTL – Invoices by Contract EXT_SALES_BILLED_SUMM – Total Billed by Contract EXT-SALES_BILLED_NO_CNTRCT – Low risk, no Contract Invoices linked to Approval EXT_SALES_BY_END_DT – Contracts Ending Job Aids and Desk Procedures External Sales Billing Job Aid - http://www.controller.umn.edu/training/index.html Located under Accounts Receivable/Billing > Create Bills> Billing for external sales activity External Sales Contract Management Desk Procedures http://controller.umn.edu/sales/external/index.html

Here is what you need to do Billing Meet with your billing specialist and give them the job aid for external sales billing Requires the population of 1-2 additional fields on the invoice entry process Contract Management and Monitoring Let the Office of Internal/External Sales know that you want to onboard your business. Send e-mail to extsales@umn.edu Fill out a new ARF requesting the CA Sales Entry Dist role Take the “Public Jobs, Private Data training online if you haven’t already Download, save and use the Distributed External Sales Desk Procedures