Fit Gap Sessions State of Kansas Supplier Contracts January 2015

2 Agenda ●Introductions ●Objectives ●Schedule ●Fit Gap –Global Enhancements with 9.2 ●Enterprise Search (Confirm the areas where it will be utilized) –Business Process Deltas between 9.0 and 9.2 ●Online Review / Offline Review ●Confirm new functionality that should be explored for system design –Workflow ●If applicable – Confirm whether AWE or Virtual Approver will be used –Interfaces ●Retrofit / Eliminate –Customizations ●Retrofit / Eliminate –Reports ●Retrofit / Eliminate –Security –Batch Schedule ●Discussion

3 Introductions ●Name ●Functional Area ●Role

4 Objectives ●Analyze the deltas between current Business processes and version 9.2. –Identify Gaps –Confirm Inventory of Interfaces, Customizations and Reports. ●Facilitate the next stage – Design and Configuration ●A list of potential post upgrade improvements requiring new or changed configuration and business process that cannot be implemented now due to upgrade constraints.

5 Schedule DateTimeTopics Thursday, January 22, :00AM -12:00PMGlobal Enhancements, Contracts Library, Contracts Setup, Document Management, Transactional Contracts

6 Global Enhancements ●Oracle Secure Enterprise Search (SES) – Provides global search capabilities that enables the user to take action from search results without navigating through the menus thereby increasing productivity –SES is implemented through the PeopleSoft Search Framework. The PeopleSoft Search Framework replaces the Verity search engine and provides a standard method to create search indexes for PeopleSoft applications –SES indexing is available in these areas of PS FSCM ●Assets, Expenses, Journals, Payments, Procurement Contracts, Purchase Orders, Receiving in Purchasing, Requisitions in Purchasing and eProcurement, Strategic Sourcing Events, Suppliers, Supplier Conversations, Vouchers

7 Global Enhancements ●Pivot Grids –Based on PS Query results that display results in an Excel-like pivot table, chart, or grid. ●Interactive analytical grids and charts –Accessible through pagelets added to a users Home Page, Work Center and Dashboards

8 Global Enhancements ●Embedded Help –Use Help Icon (?) –Explains how to perform a specific task –Message modal window can be moved

9 Global Enhancements ●Accessible with Apple Ipad and other tablet devices ●Certified on Safari browser running IOS version 4.2 or later ●Enables view to virtually all of the PS application pages ●Use with mobile devices

10 Business Processes ●Executive Summary –Generates a single, secondary-summary document along with the authored document for the purpose of initial-contract executive review ●Cycle-time Feature –Enables association of a business calendar with a document type and targets cycle- time turnarounds for the document from draft to a selected status, such as Dispatched or Executed ●Contract Wizard Bind Enhancements –Prompt Tables, –Check Box Binds –Informational URL links ●Table Widgets –Table clauses allow users to create tables in MS Word and insert repeating bind variables in the table columns as needed –Tables are populated with transactional information during document generation –Table columns can also be summed using a SUM psuedo bind

11 Business Processes Executive Summary 1/2

12 Business Processes Executive Summary 2/2

13 Business Processes Cycle Time – Document Type and Document Search Results

14 Business Processes Wizard Binds – Check Box

15 Business Processes ●User-Defined Fields –Provides a means of defining additional attributes to be associated to a document header ●Also can be captured in wizard responses and stored in document header –Available for various types of data are available without using Application Designer ●Character, Date, Integer and Decimal –Contract administrators can select which fields they want to enable and the labels to use for the fields ●Auto-Create Amendment Feature –Enables amendment edits to the last executed contract and has the system automatically compare the edits with the last executed document and extract them and place in a separate amendment file ●Miscellaneous enhancements provide a multi-source configurator, deletion of library contents, document retention choices, new document comparison options, and clause import where you can create sections and an initial configurator from the imported document ●Online test to ensure that the server path works – Click to test the compare and render features –System verifies that the application server entered in the Compare/Render Server URL field and the gateway are setup correctly and running

16 Business Processes Enable with Document Types Contracts Setup – User Defined Fields

17 Business Processes Auto Create Amendment -1/2 1) Create Section - Amendment Placeholder

18 Business Processes Auto Create Amendment - 2/2 2) Include in Amendment Document Placeholder

19 Business Processes ●Microsoft Office Open XML Format –Enhanced to provide integration with MS Word 2007 & Word 2010 using Microsoft Office Open XML Format ●Streamlines and Automates Electronic Collaboration –Enables contract administrators to invite suppliers to collaborate on contract drafts –Supplier will be able to view and if allowed edit the latest version of the contract within the supplier portal –Version is free of all internal collaboration comments to preserve privacy and confidentiality between the parties –Supplier will be to check out the contract documents and using MS Word make the appropriate changes and upload the changes & comments for the contract manager to review ●Simplified Digital Signatures –Contract specialist will be able to send the contract to the supplier and the supplier to digitally sign the contract using Adobe PDF – Supplier signatures can be captured before or after internal signatures & approvals depending upon the organizations requirements ●After the contract is approved and all internal and external digital signatures have been captured; the contract specialist will be able to execute the contract.

20 Business Processes Document Management Page Links & Buttons related to External Collaboration & Digital Signature

21 Business Processes

22 Business Processes Document Management page digital signature document preparation: When a document is prepared, the main Microsoft Word version of the document is then locked for any further editing

23 Business Processes Select the and Online Signatures delivery method to a document. This will enable suppliers to sign the documents using an established portal or by an attachment. When signing through the portal, suppliers are presented with a link in the that directs them to a page to open, sign, and upload the final document. Signature status is tracked for the administrator for each contract.

24 Business Processes ●Author Purchase Order Contracts –Ability to author contracts from PO's including full life cycle tracking, collaboration, approvals, document import and document copy features ●Purchase Order Request for Contract –Similar to requisition request for contract ●Document Authoring for Buy Side RFX –Provides integration with Buy Side RFX flows in Strategic Sourcing to streamline and automate the entire supplier contract life cycle, from authoring, collaboration and negotiation to implementation, status tracking and compliance ●Improved PDFs creation process –Impacts creating digital signatures and dispatching a contract document –With this new method, the Adobe Acrobat installation is no longer required on the windows machine. Instead the process can utilize Microsoft Word 2007, or later version, on the windows machine, which directly creates the PDF

25 Business Processes Purchase Order Contracts

26 Business Processes ●Contracts by Category –Instead of defining and maintaining each item individually in the contract, the Contracts by Category feature allows the user to specify the category, along with price adjustments and item exceptions ●Change Tracking –Provides an audit trail of key contract transactional information that enables management to clearly identify who made what change and when they made it –Configurable Contract Change Tracking template allows the organization to define which fields on the contract to track ●Contract Versioning –Allows contract administrators to create and maintain multiple versions of a transactional contract in the system

27 Business Processes Procurement Contracts – Contract Categories

28 Business Processes ●XML Publisher Reporting Capabilities and New Reports as follows: –Document Status Summary: Summarizes contract data using administrator, status, dept, source transaction, document type & date range selection criteria –Document Status Detail: Detail contract information using administrator, status, dept, source transaction, document type & date range selection criteria. –Unused Contract Content: Lists unused select contract content (clauses & sections) using class, approval type, and date range selection criteria –Contract Content Usage: Details the usage of selected contract content (clauses & sections)using class, approval type & date range selection criteria –Contract Content Deviations: Provides contract content deviations (i.e. manual additions, changes & deletions to contracts) from standard clause & section definitions for documents within a document type and creation date range. You will be able to limit a report to classes of clauses and the approval types being modified to pinpoint deviations based on critical verbiage only

29 Workflow ●Collaboration Workflows Implemented –Role and or User Id based – out of the box (documented in customizations) ●Assign existing roles and or user ids as collaborators ●Approval Workflow not implemented

30 Interfaces Inbound/ Outboun d/Real Time Frequ ency Interface Flow NameINF#PS Interface Job Process Name Functional Job Name/Description Retro -Fit (Y/N) Outbound NightlySMRT.PS.N.PO.INF39.KS_BID _SUPP INF39PS.N.PO.KS_BI D_SUPP KS_BID_SUPPExisting Solicitation interface INF39 : (SS) To state Website Y

31 Customizations IDDescriptionBusiness ReasonRetro/Fit (Y/N) FD_PO006Contract RenewalEliminates the requirement to backdate a contracts start date to coincide with an existing requisitions date. Also, impacts epro requisition view of contracts (More details – page0 Y FD_PO013Collaboration WorkflowRole assignment & workflow configuration documentation Y FD_PO018Commodity Code DescriptionIncreases the item category description field from 30 to 254 characters to support UNSPSC descriptions. Impacted SCMT Component Contract Entry pages: Category Search Y FD_PO020Bidder Preferences URLLink to custom Bidder preference page – same as modification noted in Purchasing module Y

32 Reports – Custom Report IDDescriptionDeliveredTypeRetro-Fit (Y/N) FD_RPTP0021Contract Expiration (KPO000010) NoSQRY FD_RPTP024Cooperative Agreement Contracts (KPO00003 ) NoSQRY KS_PO_CONT RACTS Purchasing ContractsNoQueryY KS_PO_CNTR CT_SPEND Vouchers associated to a contract through a PO and or P-Card NoQueryY

33 Security ●Current State –Custom Roles and Permission lists used –Row Level Security Used – BU/Set ID (by Agency) –User Preferences – Strategic Sourcing –Requester and Buyer Setup ●Security Changes –New permission lists for new features (Supplier Administration and Registration Center, SES, etc) ●Security Design Changes will be needed –This will be discussed with the SOK Security Team separately

34 Batch Schedule Freque ncy Functional Job Name PS Navigation PathRun Control IDSuggested Change Nightly Existing Solicitation Interface INF39 Kansas > KS PO Batch > INF39- Solicitation Website N_PO_KS_BID_S UPPNo

35 Open Discussion & Questions