e VIP : Faster. Cheaper. Better. Electronic Vendor Invoicing Program ( e VIP): Faster. Cheaper. Better. Simplified Acquisitions Committee (SAC) April 24, 2013

e VIP : Faster. Cheaper. Better. Meeting purpose: 1.To create awareness about current eVIP activities for Pilot Phase 2 2.Review the new Oracle-based 2-way approval process 3.Create awareness about upcoming role-mapping sessions for the new 2-way approval process Agenda: eVIP Overview eVIP Pilot Phase 1 Background eVIP Pilot Phase 2 Scope, Timeline and Impacts eVIP 2-Way Approval Business Process Re-Engineering (BPR) Next Steps and Questions Briefing Purpose and Agenda 2

e VIP : Faster. Cheaper. Better. NIH Challenges: Manual invoices process cumbersome and inefficient. 20,000+ cancelled invoices per year. Manual Processing is very expensive. Vendors unable to “see” the status of their invoices. Treasury has mandated electronic invoicing. Electronic Vendor Invoicing Program (eVIP): Enables business and research partners to electronically submit invoices. Provides a shared, real-time view of payment status. Streamlines processing. Invoice processing costs cut by 50% (over $3m annually) Will eliminate 95% of cancelled invoices. eVIP Overview 3

e VIP : Faster. Cheaper. Better. eVIP Pilot Phase 1 tested 2 functions: 1.IC and OFM use of iSupplier as a research tool: – Shared, real-time view of payment status and vendor information for registered NIH users. 2.Invoice Entry and Processing for 5 vendors and affiliated NIH users: – View purchase orders and invoices matched to purchase orders. – Create invoices and match to the correct purchase order electronically. – Electronically process invoices. eVIP Pilot Phase 1 (2009) 4

e VIP : Faster. Cheaper. Better. Pilot Phase 1 showed us that the technology works but the business processes are not scalable to 7,000 vendors. Pilot Phase 2 will bring 6 additional vendors into the pilot and assess process and system improvements that address lessons learned and enable further expansion of eVIP. Lessons Learned 5

e VIP : Faster. Cheaper. Better. Pilot Phase 2 will assess 4 process / system improvements: 1.NIHRA: NIH Registration and Authentication Process/Portal: – Vendors can electronically register for eVIP rather than in-person. – Enables 2-factor authentication which is now required to remotely access NBS. 2.eVIP Help Desk: – Dedicated customer support for eVIP vendors…instead of Vedula’s cell number! 3.Acquisitions Strategy: – A proactive approach to eVIP contract modifications and data clean-up. 4.2-Way Approval Business Process Re-engineering (BPR): – One Oracle-based approval process for 2-way electronic AND PAPER invoices. – This component of the pilot has no impact to 3-way invoices. Pilot Phase 2: Addressing Phase 1 Lessons Learned 6

e VIP : Faster. Cheaper. Better. Pilot Vendors 7

e VIP : Faster. Cheaper. Better. Contracts = Awards, POs, TODOs, IDIQs, BPAs, etc. Data as of 4/05/2013 Pilot Phase 2: Roll-Out Approach 8

e VIP : Faster. Cheaper. Better. Contracts = Awards, POs, TODOs, IDIQs, BPAs, etc. eVIP Pilot Phase 2: 2 and 3-Way Community Impacts 9

e VIP : Faster. Cheaper. Better. DateAction April – May 2013Role mapping sessions for new 2-way approval process June 22, 2013 Prism Go-LiveBuyers enter Oracle CPD in PRISM Payment Options field for all new 2-way contracts July 1, and 3-way contract data clean-up, and 2-way contract modifications begin July 22, 2013 Phase 2.1 NIHRA and Help Desk Go-Live Original Pilot Phase 1 vendors transition to NIHRA and Help Desk August 20, and 3-way pilot vendor data clean-up complete August 22, 2013 Phase 2.2Six new Pilot Phase 2 vendors begin view-only October 1eVIP contract clause added to all new 2 and 3-way contracts Beginning of NovemberRole mapping, contract modifications and data clean-up on all NIH 2-way contracts complete November 25, 2013 Phase 2.3 and Oracle Go-Live New pilot vendors begin invoice entry and new 2-way approval process go-live Pilot Phase 2 Timeline Summary 10

e VIP : Faster. Cheaper. Better. 2-Way Approval Business Process Re-Engineering (BPR) 11

e VIP : Faster. Cheaper. Better. By using the same Oracle-based approval process for paper invoices, ICs and OFM will only have to manage ONE PROCESS in ONE SYSTEM. 2-Way Approval Business Process Re-engineering (BPR) 12

High Level 2 Way Paper Invoice Process Changes 13

High Level 2 Way Electronic Invoice Process Changes 14

e VIP : Faster. Cheaper. Better. The Central Point of Distribution (CPD) is an IC mailbox used to manage invoices for approval. As Is: Buyers manually enter Outlook-based CPD information on award documents. Vendors include the CPD on their invoices in order for MarkView images to be ed to the ICs for approval. Missing CPD results in cancelled invoice. To Be: Buyers will select the Oracle-based CPD in PRISM at the time an Award is created from a mandatory drop-down menu. The CPD will be automatically stored in Oracle and will automatically route invoices for approval once the invoice is matched. Oracle-Based Central Point of Distribution (CPD) Selection in PRISM 15

e VIP : Faster. Cheaper. Better.  April-May sessions: identification of CPDs for PRISM go-live in June 1.Build understanding within your 2-way community about new approval process. 2.Describe the Reviewer and Approver roles and begin thinking about who to map to these roles in the fall. 3.Validate the CPD mailboxes for the new Oracle process. Note: CPDs must be determined before PRISM is updated: All new contracts: Buyers will begin selecting the CPD from the Payment Options field for all new contracts. All existing contracts: modify with the new Oracle CPD before December go-live.  Fall sessions: finalize role-mapping for Oracle go-live in December.  Participants in the role mapping session should include decision makers and experts involved in the 2-way approval process. Next Steps for 2-Way Approval BPR 16

e VIP : Faster. Cheaper. Better. Acquisitions Office / ICPoints of Contact NCIPam Robbins, Mandie White, Lexi Hudak, Kelly Fowler, Jonathan Rudd, Prashant Kancherla NHLBIKathy Lightbody, Joanne Deshler, Mark Brady NLM NICHDRyan Hash NIDAAmy Siller OLAOBrian Goodger, Greg Holiday NIAIDLily Bisson, Mike Kapsilis, Mahlon Lancaster, Brock Smith NIEHSJoe McGowan, Antoinette Bridges, Matt Burr, Connie Riley, Fran Wagstaff, Charles Conrad CCSusan Nsangou ORFJade Gilbert, David Stephens NITAACBrian Goodger, Rob Cohen NIDDKDinah Huffer, Claudia Gerwin ICs that are part of an Acquisitions Office but also manage some of their own 2-way awards: NIDCD: NINDS: NHGRI: David Schneider, Ken Strauch NEI: NIA: NIAAA: NIMH: 2-Way Approval Role Mapping Session Points of Contact (as of 04/19/2013) 17

e VIP : Faster. Cheaper. Better. John OgleJohn Ogle, OFM Deputy Director Jenny Macaulay, eVIP Change Management Jenny Macaulay 18

e VIP : Faster. Cheaper. Better. Additional Information 19

e VIP : Faster. Cheaper. Better. Acquisitions Community Actions and Timeline 20

e VIP : Faster. Cheaper. Better. Data as of 4/05/2013 Pilot VendorsType of Contracts# of Open Contracts Sapient3-way11 Sapient Government Services3-way20 Sapient Government Services2-way4 CTIS3-way2 CTIS2-way6 Technical Resources Inc.3-way7 Technical Resources Inc.2-way22 Total62 Phase 2.1 Pilot Vendor Summary 21

e VIP : Faster. Cheaper. Better. Data as of 4/05/2013 Pilot VendorsType of Contracts# of Open Contracts Eagle Technologies Group3-way2 Enterprise Resource Performance Inc.3-way10 Roberts Oxygen3-way334 IntelliPoint Consulting Inc.3-way1 Deloitte3-way51 Deloitte2-way78 Johns Hopkins Medicine3-way93 Johns Hopkins Medicine2-way136 Total705 Phase 2.2 Pilot Vendor Summary 22

e VIP : Faster. Cheaper. Better. *This # changes daily Data as of 4/05/ Way POs/Awards/ContractsAll VendorsPilot Vendors Total 2- Way Match Vendors9055 Total 2- Way Match Contracts/POs/Awards Total 2-Way Invoices (As of March 1, 2013)3065*79* IC/OD offices Impacted2010 COs Impacted21243 Buyers Impacted38548 Before the new process can go live, there are system changes to PRISM and Oracle, and 2-way Contracts need to be modified with new Oracle-based CPD information. Phase 2.3: Open 2-Way Contracts 23

e VIP : Faster. Cheaper. Better. Data as of 4/05/2013 ICTotal 2-Way Contracts% of TotalCumulative % NIAID217130% NCI130218%48% NHLBI105614%62% NIDA5177%69% NICHD4767%76% NLM4546%82% OLAO/NITAAC3515%87% NIEHS3274%91% OD/OLAO3184%95% NIDDK2283%98% ORF711%99% NIH WIDE100.14%100% CC70.10%100% NIDCD70.10%100% NINDS50.07%100% NHGRI40.05%100% NEI20.03%100% NIA20.03%100% NIAAA10.01%100% NIMH10.01%100% Total % Phase 2.3: Open 2-Way Contracts by IC 24