SCHOOLS & DEPARTMENTS PROCUREMENT FOUNDATION LEVEL TRAINING

2Procurement Foundation Level ROADMAP TO SUCCESS Drive Your Own Learning Travelers on today’s journey will discover New Business Processes, how SAP roles are changing and arrive at the rest stop where they can make decisions about continuing their journey on their Road To Success ProcurementPlaceProcurementPlace HR Highway BudgetBoulevardBudgetBoulevard ESS Expressway MSSMallMSSMall PayrollParkwayPayrollParkway e-LearningAcademye-LearningAcademy Rest Stop

3Procurement Foundation Level ROLE DESCRIPTIONS

4Procurement Foundation Level ROLE DESCRIPTIONS  Requisitioner –Create/edit purchase requisitions in SAP and submit for approval. –Process goods receipt or returns in SAP.  1st Level Requisition Approver –Review and approve all purchase requisitions for department/school including price, account assignment information; approve a revised requisition. –Review and approve requisitions in SAP for B-Stock Transfers-In (Stock Transport Requisition).

5Procurement Foundation Level ROLE DESCRIPTIONS  Budgetkeeper –Review and obtain invoice approval against Framework Requisitions/P.O.’s (signed invoices) in SAP. –Complete and submit approved check requests to Accounts Payable for invoice payment. –Submit travel vouchers and mileage reimbursement requests to Accounts Payable.

6Procurement Foundation Level NEW TERMINOLOGY

7Procurement Foundation Level NEW TERMINOLOGY  Account Assignment Category - An indicator that tells the system how the costs of this procurement will be charged.  Catalog Content Management (CCM) - The online catalog of materials available for purchase both internally and externally.  Document Type - Key identifier for a purchasing document, e.g., standard requisition (NB), framework requisition (FO), stock transport requisition (ZT), etc.

8Procurement Foundation Level NEW TERMINOLOGY  Framework Requisition – A type of requisition used to procure 25 non-asset items or more through electronic attached lists.  Goods Receipt - Online acceptance of ordered items.  Material Master (MM) - Repository of data information pertaining to a specific good or service.  Material Group (NIGP class) - Grouping of materials, products and/or services with similar features or characteristics.

9Procurement Foundation Level NEW TERMINOLOGY  Stock Transport Requisition/Order – A type of purchase requisition/order used for internal purchases from the central warehouse or to obtain free B-Stock warehouse materials.

10Procurement Foundation Level STANDARD REQUISITION

11Procurement Foundation Level Access to SAP BRITE WEB SITE Click to Access SAP

12Procurement Foundation Level PORTAL SIGN-ON Select “Get Support” to Request a new password

13Procurement Foundation Level END-USER LOG-IN TO SAP Will add screen shot later HR Action Processor Tabs Dependent Upon Your Role(s)

14Procurement Foundation Level Current StateFuture State No centralization of data management New Data Strategy Group (DSG) will centralize the creation, maintenance and standardization of data records, thus reducing duplication of data Online catalogs are not available for purchases An online catalog of material records maintained in the BCPS system allows point and click selection of materials to be purchased Facilitates selection of contracted materials Automatically populates requisitions once material is selected, which will save time KEY IMPROVEMENTS: PROCUREMENT

15Procurement Foundation Level Current StateFuture State Attached lists are widely used for purchases Electronic attached lists will only be allowed for purchases of 25 or more non-asset line items in one requisition The materials list will be electronically attached to the requisition for better tracking Purchases of 24 or less line items will require itemization, which provides better data collection of purchasing history Material Requirements Planning (MRP) not used The verification that a material needs to be reordered and the process for creating a requisition are manual processes MRP helps determine when to order required stock, reducing backorders The system will recognize material requirements and generate the requisition automatically KEY IMPROVEMENTS: PROCUREMENT

16Procurement Foundation Level STANDARD REQUISITION When the need for an item is identified, the Requisitioner initiates a standard requisition, enters their phone number and selects the Catalog button to choose the item. CatalogCatalog SAP tracks Req by the User’s Login ID

17Procurement Foundation Level CATALOG CONTENT MANAGEMENT Catalog Content Management allows “point and click” selection of materials to be purchased

18Procurement Foundation Level STANDARD REQUISITION Completed requisition

19Procurement Foundation Level STANDARD REQUISITION Request Approved by Principal or Department Head

20Procurement Foundation Level STANDARD REQUISITION Requisitioner may display information or status of requisition

21Procurement Foundation Level PURCHASE ORDER Auto POs are created for items under contract Quotes will be obtained by Purchasing Agents and a contract created if required

22Procurement Foundation Level PURCHASE ORDER Created PO Close out all POs by 11/15/07

23Procurement Foundation Level ORDER DELIVERED Order received at location

24Procurement Foundation Level GOODS RECEIPT When the item arrives at your school or department Receive it online in SAP

25Procurement Foundation Level INVOICE RECEIPT Invoices will be received and entered in Accounts Payable against the P.O. Only invoices for purchases using Framework PRs/POs will be routed for approval and signature

26Procurement Foundation Level NEXT STEPS

27Procurement Foundation Level NEXT STEPS Description of Roles Decide who will be performing (and backing up) the following: School or District-based Administrator (Approver) Budgetkeeper (Schools & Departments) Requisitioner Future Training Needs Staff needs to register for training according to roles assigned

28Procurement Foundation Level FUTURE TRIPS Drive Your Own Role-Based Training Instructor Lead Training Instructor Lead Training Blackboard LearningCommunitiesLearningCommunities Atomic Learning Atomic Learning Elluminate

29Procurement Foundation Level  Key Dates –Official “Go-live” Wave One is 12/3/07 –End user training begins 10/1/07 –Principals assign roles and enter in database 8/15/07  Training Strategy –Two people per role for location during initial training  System Requirements –Available online at web/erp Prepare your hardware now IMPORTANT REMINDERS

30Procurement Foundation Level  HELP DESK  BRITE web/erp  e-Learning prerequisite courses available 9/1/07  CAB Conference  BRITE LITES Training 8/23 & 8/24/07  Training Procurement 10/4/07 – 11/9/07 USER SUPPORT OPTIONS

31Procurement Foundation Level QUESTIONS

32Procurement Foundation Level As part of your Foundation Level Training follow-up activities, you are required to complete: Business Event Appraisal in Course Evaluation in Your input will provide valuable feedback, ensure that your attendance in today’s course is on your inservice record and that your points are awarded. Thank you. COURSE EVALUATION