Procure to Pay Project IT Leader meeting August 22, 2018 Last Updated: August 20, 2018

Agenda Solution Overview Project Management Schedule Testing Pilot1 General Questions

Procure to Pay with Marketplace For catalogue purchases Workday Contract Management Request Purchase Purchase Requisition Financial Approval Purchasing Approval Purchase Order 3 Way Match Payment Receipt of Goods & Invoice Marketplace Suppliers Purchase Order Build Shopping Cart Enables more Efficient Operational Processes, improved customer experience and data accessibility. Start with the contract 3

Robust Project Management Project Sponsors Executive Sponsor – Holly Crawford Sponsors - Carl Tietjen, Liz Milavec, Mike Andrews IT Sponsor - Julie Myers Project Lead - Bernie Durman Work stream Leads Accounts Payable Readiness - Marta Herman Purchasing - Debbie Flotteron Purchasing Readiness, People – Bernie Durman Purchasing Readiness Processes - Dan Richardson IT -Lisa Koch Communications - Bernie Durman Training - Bernie Durman User Acceptance - Bernie Durman Financial Hierarchy – Jim Dobbertin 8

Procure to Pay A Level Plan IT, Solution Build Test, Procurement, AP Preparation 2017 – Nov 2018 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 Jan - Nov 2018 Procurement, AP Readiness, IT Design and Configure, Training Build, Test June 11 2018, First Go Live, Early User Acceptance Test, Phase 1 - Workday only Nov 19, 2018 - Jan 2019 Workday/ Jagger Sandwich model User Acceptance Test Feb - July 2019 2 pilots, test solution, training material and communications Aug - Dec 2019 Roll out in 3 phases

2018 Functionality June 11 UAT November UAT Jaggaer Workday Email No EDI vendors All SOLO ordering remains as is until enabled by Jaggaer in UAT Jaggaer Internal stores eMarketplace Automated PO transmission to suppliers Adds EDI vendors SOLO orders 11

Early User Acceptance Test (EUAT) and User Acceptance Test (UAT) Sites Pilot Criteria Considerations High 312 req % of all activity Size Low SOLO, PMM activity Cost Center level vs FAO level Consider number of Blanket Orders Who volunteered Consider contracts: goods and services Same sites for both EUAT and UAT EUAT, UAT locations - limited number of FAOs Simon School Physics and Astronomy Speech Pathology – UIT – all except Tech Store Directors’ Office Research Labs Microbiology & Immunology

P2P EUAT Results Final Key Messages: Customer Service Desk Week 9 Early User Acceptance Test (EUAT) Results Requisitions EUAT Total New 89 Completed 79 in process/Draft 3 Cancelled /Denied 9 Supplier Invoice Request (SIRs) New 141 Completed 135 In process 3 Cancelled/Denied 6 Key Messages: Customer Service Desk Week 9 22 contacts 3 (13%) Escalations to Level 3 EUAT Assessment - Successful Test Much faster than 312 Reqs and F4s Increased Transparency All issues addressed as EUAT progresses Reformatted training, offering additional/alternative options. Adding WalkMe, step by step, on demand guidance Incorrect/inaccurate Spend Categories being worked Added a Medical Supplies SIG led by Katie Oleksyn and Carl Tietjen Turn Around Time Requisitions Total TAT Days 3.9 Req Procurement 2.1 Req Approval .7 SIRs Total TAT 2.2 SIRs Procurement .7 SIRs Approval .47

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 Nov 19, 2018 – January 25 2019 Workday/ Jagger (Catalogue/non-Catalogue) User Acceptance Test (UAT) February 2019 Pilot 1, catalogue/ on catalogue, Run for 60 days Test solution, training material and communications. July – August 2019 Pilot 2 Aug - Dec 2019 Roll out in 3 phases

P2P Updates – Pilot 1 February Pilot - 20 Groups confirmed Biological Supply Center Vivarium Budgets Core Nucleic Lab for the SRLs Processing Core Finance Food & Nutrition Services Friends of Strong Budgets Campus Dining Biology EH&S Remainder of UIT Chemistry Treasury Procurement Public Safety Audit Human Resources Admissions, Enrollment and Financial Aid Target <10% of the Requisitions and F4 populations Balance # of transactions and $ spend Current Pilot candidates sized at over 1800 Requisitions and SIRs valued at $32M annually Monthly estimate~ 1500 Reqs/SIRs valued ~ & $2.6M

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