0. Rowdy Exchange Update Purchasing and Distribution Services FAR
May 24, 2017
Rene Paniagua
Rowdy Exchange Project Manager
Office of Financial Affairs (

1. Agenda About Rowdy Exchange Rowdy Exchange Overview Enable Vendors
Training Plan
Current Activities
Outreach – Past
Outreach – To Come
Questions

2. About Rowdy Exchange Your eProcurement Marketplace
Offers one‐stop shopping for all goods and services
Designed to make day-to-day purchasing easier
Intuitive and comprehensive online shopping tool
Connects directly to and serves as front end of UTShare/PeopleSoft’s purchasing application
Simply log on to UTShare and navigate to the Rowdy Exchange link
Office of Financial Affairs

3. About Rowdy Exchange (Continued)
Offers greater buying power for UTSA = lower prices
Puts UTSA in a stronger position to negotiate better prices and services as we spend more with vetted, preferred suppliers
Allows search by supplier, manufacturer, part number or SKU, item description, exact phrase, product category or sub-category
Purchases from preferred suppliers are processed more efficiently and often less expensively than purchasing from unapproved suppliers
Automatically submits Purchase Orders to contracted vendors upon final approval
Office of Financial Affairs

4. Benefits Showcase Suppliers
vetted by UTSA Purchasing Department
offer you best value for price and quality
allow you to standardize purchases of items, manufacturers, models and available equipment maintenance
“Shopping Cart” experience simplifies purchasing
Ability to search for a wide range of products on UTSA or UT System’s contracts
Create templates for regular purchases
Easily search your own or your department’s buying history
Several options for shopping:
hosted catalog
punch-out catalog
non-catalog items
forms and contracts
Office of Financial Affairs

5. Integrated e-Procurement Solution
Procurement Interface
Performs most Procure-to-Pay activities
Access to internal UTSA forms
DTS
UTSA Vendor Setup and Maintenance
Financial System
of Record
Source of Chatfield values & validations
Vendor Master
Receives Purchase Orders, Receipts & Invoices
Generates payments
Financial reporting
Supplier Community
Hosted & Punchout Catalog Content
Access to Rowdy Exchange to receive and process POs & post e-Invoices
Support Team
& Knowledgebase
Formal Helpdesk
Exchange tips, best practices and questions & answers
Office of Financial Affairs

6. The Procure to Pay Process
Cart
Purchase Requisition (PR)
Approved PR
Purchase Order (PO)
Receipt
Invoice
Payment
Required for
Purchase Orders
(1) > $4, (non-Amt. Only),
(2) State and or
Federal Funds
Vendor
Submitted
e-Invoices
Responsible Party
Office of Financial Affairs

7. Office of Financial Affairs

8. Enabled “RowdyExchange” Suppliers
“Possible Missions” HUB partner of Fisher Scientific “Summus Industries” HUB partner of VWR & Dell “SHI Government Solution” HUB partner of Dell & HP “Burgoon Company” HUB partner of Grainer Inc. “Todays Business Solution” HUB partner of Office Max “CommonWealth Trading Co.” HUB partner of Dell “Cuevas Co.” HUB partner of Airgas
Office of Financial Affairs

9. Office of Financial Affairs

10. Milestones Milestone Planned Start Date Status 1
Project Planning (Remote)
September, 2016
Completed 2
Project Orientation 3
Configuration, Workflow, and Integration 4
Focus Group 1 (FG1)
January, 2017 5
Additional Configuration from FG1
Completed  6
Focus Group 2 (FG2)
March, 2017 7
Training Development
In Process  8
Solution Validation Testing
May, 2017
In Process 9
Training Delivery
May/June, 2017
 Not Started 10
User Acceptance Testing
June,2017
Not Started 11
Deployment
July, 2017
Not Started 
Office of Financial Affairs

11. Office of Financial Affairs
Training Plan
Events
Start Date
End Date
Develop Snippets
2/20/2017
3/31/2017
Review Snippets
4/03/2017
4/07/2017
Snippets ready for deployment
4/18/2017
4/20/2017
Develop Requestor Training Materials
3/01/2017
5/19/2017
Develop Overview Training Materials
3/27/2017
Informational Sessions
4/10/2017
6/05/2017
Pilot Requestor Training
5/18/2017
Deliver Requestor Training
Continuous
Deliver Overview Training
5/31/2017
Post Production Training Labs
7/10/2017
7/15/2017
Office of Financial Affairs

12. Rowdy Exchange Training
AM0869 Rowdy Exchange Procurement Process Overview
This two-hour class explains what Rowdy Exchange is and how it will operate. You will learn how to set up your profile and shop in Rowdy Exchange and how to approve (for approvers) a requisition. The instructor will provide an overview of the requestor and receiving process.
CT0990: Rowdy Exchange Procurement Requestor Training
This course will walk you through how to purchase goods and services and enter all required information. You will learn the procurement processing and workflow, new business terminology, how to manage multiple shopping carts, how to receive in Rowdy Exchange, where to get support, and much more.
Office of Financial Affairs

13. Rowdy Exchange Training
Training Goals and Objectives
Goal 1: Ensure UTSA is adequately prepared to perform your job functions using Rowdy Exchange by:
Building a training delivery schedule, website, course catalog and course prerequisites.
Mandating all current requesters attend training.
Using the UTSA Training & Development Learning Management System to track and report training attendance.
Goal 2: Ensure UTSA Campus employees and supervisors are familiar and ready to use Rowdy Exchange:
Having shoppers review training snippets and attend an Overview Training session.
Having all supervisors review training snippets and attend an Overview Training session.
Office of Financial Affairs

14. Current Activities In process
Validation testing between UTShare/PeopleSoft and Rowdy Exchange
Workflow testing
Develop training materials
Office of Financial Affairs

15. Change Management Launch of the Rowdy Exchange Website.
Launch of the Rowdy Exchange address.

16. Office of Financial Affairs
Past Outreach
CMO presentation
FAR presentations
Executive and Advisory Committee meetings
Business Horizons Newsletter
Naming contest
SPOC website
Focus Groups I and II
Introduced Logo
PDS s
HUB Vendor Fair
Downtown and Main Campus
Training Sign up
Business Affairs Forum
Rowdy Exchange website
Special interest presentations
Provost Council
Department Deans
Student Affairs
Office of Financial Affairs

17. Office of Financials Affairs
Future Outreach
FAR presentations
Executive and Advisory Committee meetings
Business Horizons Newsletter
SPOC website
Rowdy Exchange website
PDS s
Special interest presentations
RSC
Facilities
Safety
DTS
OIT
Road Shows
Office of Financials Affairs

18. Office of Financial Affairs
QUESTIONS
Office of Financial Affairs

19. Your partner for successful solutions
Thank you!
Your partner for successful solutions
Office of Financial Affairs