1. and Contract Management
Supporting Unisa
Green Initiative

2. What is the 10/90 Principle?

3. Before iProcurement Write a manual requisition
Submit manual requisition for approval
Submitting a requisition to procurement (walk)
User not able to track status of the requisition
User must phone to enquire
The BIG question
“When will my order be ready?”

4. Why iProcurement
User complete requisition on line
System default information:
Responsibility Centre number from HR structure
Account codes from item level or
Category level

5. Why iProcurement
Attach quotations to electronic requisition
After Check out the system will submit the requisition for approval according to HR Supervisor Approval hierarchy

8. Requisitioning – Best Practice
Users
Market-places
Suppliers
Catalogues
HOSTED
Supplier Managed
Lon
LOCAL
Internally Managed 1
Preferred Supplier
- Contracts in Place
- No Catalogue 2 3
- Buyer Intervention
- Tenders etc
Non-Approved
Supplier or
No Supplier
Jap HK -
- Employee/Supplier/Category
Approval
Buyer
- sourcing and approval
Employee/Supplier/Category
Supplier
Order On Supplier
XML
Autofax
Goods Received
2-3 Way Matching
User prompted by
Match
&
Pay
Invoice to Payment
Electronic or Manual

9. Why iProcurement (continue)
Approval, requisition will stay “In Process” until responsible RC Manager approve
NB: Vacation rule
Various approval amounts as per the policy

10. Why iProcurement (continue)
After final approval system route the iReq. to Purchasing
Online tracking of the status of your iReq.
After physical receiving do receipt on system
Evaluate Suppliers

11. Process flow of iProcurement

12. Local, supplier, content hub
Oracle iProcurement Enforce Organizational Policies and Enable User Self-Service
Shop for Goods and Services
Populate Requisition
Place an Order
Familiar web-shop interface
Favorites lists
Powerful search
Cross-search compare
Transparent punchout
Inline shopping cart
Easy web checkout
Project, work order, grant reference
Account generator
P-cards
Supporting attachments
Informational
Catalog
Smart Form
Local, supplier, content hub
Seek Approval
Request Changes
Order Fulfillment & Execution
or online
Pre or post-req
Position hierarchy
Employee hierarchy
Shared engine
Self-service change management
withdraw
cancel
change price, amount, need-by-date
PO status
Shipment tracking
Desktop receiving
Invoice & payment status

14. What is Contract Management
Contract management is the management of contracts made with customers, vendors, partners, or employees.
Contract management includes negotiating the terms and conditions in contracts and ensuring compliance with the terms and conditions, as well as documenting and agreeing on any changes or amendments that may arise during its implementation or execution.

15. What is Contract Management (Conti.)
It can be summarized as the process of systematically and efficiently managing contract creation, execution, and analysis for the purpose of maximizing financial and operational performance and minimizing risk.

16. How did Contracts work before?
Currently all contracts are negotiated and approved using a manual process
Internal authorisation is obtained through the manual distribution and signature of the Due Diligence Certificate, which is a lengthy and cumbersome process
Although there is an audit trail the process often does not meet the inherent targets it tries to achieve.

17. Contract Management will in future be done through:
An electronic Oracle process
Using this system across key areas of the Institution will:
increase contract compliance rates
reduce revenue leakage
improve overall Contract Lifecycle Management performance by reducing cycle times.

18. Why Contract Management
Centralized repository for all Unisa Contracts
Proper control over expenditure on all contracts
Automated Due Diligence Process
Notification of expiring contract dates

19. Process Flow for Contract Management

20. Procurement Contracts Process Flow Standardize Terms, Accelerate Negotiation, Drive Compliance
1. Establish Standards
2. Author &
Negotiate
3. Approve
and Sign
Central terms library
Workflow configuration
Clause selection rules
Templates & role- based authoring
Substitute & non-std clauses
Supplier paper
Online collaboration
Flexible approval workflow
Electronic & digital signature
4. Monitor
and Track
5. Amend
6. Renew & Closeout
Contract Workbench
Terms implementation
Real-time deliverable tracking
Collaborative revision process
Amendment approval flow
Auditable revision history
Expiration alerts
One-click renegotiation
Standardized closeout process

21. BENEFITS
Support Unisa Going Green initiatives
Quicker turn-around time
No more walking around to submit requisitions
Requestor monitor flow of requisition online

22. BENEFITS
No more phoning to find out what the status is of the requisition
Audit trail on every step of the requisition
Various reports through BI Reports
Supporting documents on URL
No document can get lost

24. What is expected from the user Departments?
Supply names of all approvers
Supply names of Requestors
Buy-in of the new system
Support new procedures and processes

25. What is expected from the user Departments?
Positive feedback and proposals to improve on our processes
Make it work for you and your Department
Don’t see it as additional work but rather a way of taking control of your request

26. QUESTIONS