1 BOISE CASCADE USING WORKFLOW SUPPLIER RELATIONSHIP MANAGEMENT PRODUCT USER GROUP CONFERENCE APRIL 4, 2006
2 Presenters Mark Kirkland, Corporate Procurement Marci Struzinski, Corporate Shared Accounting Services Dave Howard, Corporate Systems Development
3 Topics Covered Boise Cascade Company Information Use of Delivered Work Flow Use of Customized Work Flow Strategies and Implementation of Work Flow Questions and Answer Session
4 Boise Cascade Company Background Company Headquarters in Boise, Idaho 10,000+ Employees Operations Domestically throughout the United States Internationally in the United Kingdom, Brazil, and Canada Four Major Divisions Building Materials Distribution (29 Distribution Centers) Paper Manufacturing (4 Paper Mills) Timber and Wood Products (21 LVL, Plywood, Lumber, & Veneer Plants) Packaging and News Print (1 Paper Mill, 5 Packaging Plants)
Sales by Business -- $ Millions
6 Versions of PeopleSoft Began Converting to PeopleSoft Version 5.1 in 1996 Upgraded to Version 7.5 in November 1999 Added eProcurement 8.0 in 2002 Upgraded to 8.8 on November 28, 2005 Currently on PeopleSoft SP 1 - MP 2 Preparing to ‘Get Current’ through Maintenance Pack 5
Finance and Purchasing Statistics ~ 2,400 Purchasing and Finance Users 20 Purchasing Business Units 26 Inventory Business Units 179 AP Business Units 238 General Ledger Business Units ~ 280,000 Item Ids
Finance and Purchasing Statistics 293,688 Journals 1,447,625 Vouchers 328,794 Payments 1473 Pay Cycles 107,880 Purchase Orders 68,546 Requisitions 191,737 Receipts
9 Modules In Use Purchasing Inventory Accounts Payable Accounts Receivable Asset Management Project Costing General Ledger Budget Billing Contracts eProcurement Human Resources Benefits Administration Payroll ePay
10 Integrated Systems Maximo 4.1 and Maximo 5.2 Maximo is a maintenance planning application used by some Business Units Requisitions that are written in Maximo and ‘Replicated’ into PeopleSoft PeopleSoft and Maximo also share the following: Purchase Orders Receipts Vouchers Item IDs and Descriptions
11 Three Types of Work Flow Delivered Work Flow for Requisition Approvals Customized Work Flow for Receipt Notification Customized Work Flow for Entering Two-Way Vouchers
12 Delivered Work Flow for Requisitions Requisitions that are written in eProcurement go through an Approval Process Approval Process Varies depending on the Business Unit Self Approvals Yes/No Approvals Monetary Value Based Approvals
13 Yes/No Approvals Static Approval Process Definition All Requisitions Require Supervisor Approval If a User is allowed to Self Approve Requisitions, the User is their own Supervisor
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26 Monetary Based Approvals Each Business Unit has Specific Levels of Approval One Business Unit has Seven Levels A Dynamic Setup is Used Every User in the Business Unit has a Supervisor
27 Example of Approval Levels Level 0 – Any Requisition Written Requires Approval Level 1 – Self Approval up to $1,000 Level 2– Self Approval up to $5,000 Level 3 – Self Approval up to $10,000 Level 4 – Self Approval up to $20,000 Level 5 – Self Approval up to $25,000 Level 6 – Self Approval up to $100,000 Level 7 – Unlimited Self Approval Make sure every user has a Supervisor, and every Supervisor ultimately leads to a Level 7 Approver.
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30 Adding Approvers and Reviewers
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32 Receipt Work Flow Notification Customized Work Flow Alerts a Requestor when Material is Received PeopleCode in place to exclude Inventory Items
33 for Receipt Notification From: Sent: Monday, March 27, :54 AM To: Herbert, Diana Subject: Notification: Receipt for Requisition A receipt has been processed for your Requisition 4005/ , PO 4005/ , PO Line 1 Ship Seq Number 1 Distribution Line 1. The item, STUFF FOR APPROVAL, for a quantity of 2000 is available for pick-up at the warehouse/stores location unless other arrangements have been made for delivery to LENA STORE. Receiver ID: 4005/
34 Prior to ‘Two Way’ Creation Vouchers entered against ‘Two Way’ POs were placed on hold Voucher faxed to requestor/buyer for approval Requestor/ buyer notifies AP if voucher is ‘ok to pay’ or if voucher is ‘not ok to pay’ AP monitors via query all vouchers ‘pending approval’ and follows up with requestor/buyer
35 Two Way Notification for Vouchers Customized Work Flow Notifies a Requestor or Buyer via when a Voucher has been entered against a ‘Two-Way’ PO Negative approval Public Folders Copied and s Stored
36 Two Way Scenarios Online Requisition Non-Requisition PO - Data in PO Ref field Non-Requisition PO - No Requestor Identified
37 for Online Requisition Invoice Number: Voucher Number: 2006/ Vendor: RENTAL SERVICE CORP Invoice Total: $1460 Freight Total: $0 Invoice Due Date: Buyer: Cook,Larry Requestor: Charlie Bordelon Requisition Number: 2006/ PO Ref Field: Online Src From Req Notification PO Number: 2006 / PO Line Number: 1 Line Description: RENTAL, CRANE, 8-TON CARRYDECK Amount Vouchered on PO Line: $895 PO Line Total: $895 Dollar Amount Matched to PO Line: $0 Project ID:
38 for Non-Requisition POs – PO Ref Field Invoice Number: Voucher Number: 2002/ Vendor: GRAYS HARBOR PAPER LP Invoice Total: $ Freight Total: $0 Invoice Due Date: Buyer: Medley,Sue Requestor: Requisition Number: / PO Ref Field: sa PO Number: 2002 / PO Line Number: 1 Line Description: 60.5 X # MAXB Amount Vouchered on PO Line: $ PO Line Total: $ Dollar Amount Matched to PO Line: $0 Project ID:
39 for Non-Requisition POs – No Requestor Identified Invoice Number: 5383 Voucher Number: 6003/ Vendor: DANS FORKLIFT SERVICE & REPAIR Invoice Total: $ Freight Total: $0 Invoice Due Date: Buyer: Garcia,Mark Requestor: Requisition Number: / PO Ref Field: Delivered Notification To: PO Number: 6003 / PO Line Number: 2 Line Description: Ser#A3EC #4 Parts- Switc Amount Vouchered on PO Line: $41.15 PO Line Total: $41.15 Dollar Amount Matched to PO Line: $0 Project ID:
40 Two Way Issues Security Set Up Notifications created as a ‘Post’ from Manual Forwarding of Notifications (Offline Requisition - Data in PO Ref)
41 History We had a directive to stay vanilla, but customizations became necessary for numerous reasons. Resource constraints. We re-implemented workflow in 7.5. We used eProcurement rules-based workflow. We re-implemented in version 8.8. We shifted our security model over time.
42 Current situation We have had issues with each workflow process that we implement. We have ongoing issues.
43 Going Forward We now have several pieces of documentation related to implementing the delivered AWE: a lengthy red paper, a step-by-step document and a summary example. We have trained more developers to handle workflow. We have many additional requests for workflow- type applications and these will be addressed in future months.
44 Considerations Set up can be considerable. Maintenance is required. Be sure to allow for exceptions.
45 Boise-specific Issues Upgrade from 7.5 to 8.8 introduced problems. Merging eProcurement and mainstream purchasing was a goal.
46 Workflow Design
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50 Questions and Answer Session