1. Cindi Stinebaugh 2017-18 Procurement Clean-up Effort Melissa Guinn
October 10, 2017

2. Agenda Project Team & Expectations
Introduction of the Clean-up Effort
Deliverables
Project Plan
Open Purchase Order (PO) Report Review Process
Open PO SME Workshops & Actions
Next Steps
Questions
Melissa

3. Project Team & Expectations
Melissa

4. Project Team & Expectations
Participate in SME Meetings
As questions, if needed
Serve as a Subject Matter Expert for areas requesting assistance
Volunteer for SME and End User workshops, when possible
Treat entries made on behalf of others as you would in your own department(s)
Ensure comments are entered to identify changes made are part of this clean-up effort
Collect/provide feedback and recommendations for clean-up process enhancements
Provide encouragement and promote the clearing of these items in your home areas
Melissa

5. 2017-18 Clean-up Effort Introduction:
Broader focus due to the transition of the account structure 7/1/18
All procurement items will need to be addressed
Cutover schedule, communication strategy, and management plan are in process
Seven procurement reports to be cleared by 6/30/18
Open PO
Blocked
GRIR
Invoice Reconciling
IRE Approval
Vendor Invoice
Outstanding PO/Commitments
Remaining procurement items as of 6/30/18 will require updated account structure information
Cindi

6. 2017-18 Clean-up Effort Deliverables: Goals:
Clear every possible line from the seven procurement reports in preparation for 7/1/18 Finance Implementation
Document business justification for remaining line items
Reason (recent PO delayed, multi year PO, etc.)
Goals:
Clear older items that have remained on the report
Remove old commitments no longer needed
Minimize the number of lines touched as part of the account structure conversion process
Document best practices and system enhancements to automate and minimize manual clearing of procurement items
Cindi

7. 2017-18 Clean-up Effort Deliverables Defined:
What this means in “Numbers” as of 9/17/17:
Report
Lines to be cleared
Open PO
12,980
Blocked 68
GRIR
8,830
Invoice Reconciling
8,307
IRE Approval
263
Vendor Invoice
21,229
Outstanding PO/Commitments
Requires further review
Total
51,677 +
Cindi
16,595 Unique Purchase Orders

8. 2017-18 Clean-up Effort Project Plan:
Varied Approach based on Report Type and Need
Published Reports with negative responses, action by SMEs
Published Reports with action by Departments
Published Reports with action by Central Areas
Mandatory Workshops by Cluster, staffed by SMEs
Four defined “Rounds” of Review
Each “Round” is designed to address progressively newer lines
At the completion of Round 4, weekly summaries of outstanding items will be published for areas to address weekly
Targeted Support
For areas that want or need additional assistance, targeted SME support will be available to assist with clearing items throughout this process
Cindi

9. 2017-18 Clean-up Effort Project Plan: Round 1
Procurement Clearing Project_ Update.xlsx
Both

10. Clean-up Effort
Project Plan:
Round 2
Both

11. Clean-up Effort
Project Plan:
Round 3
Both

12. Clean-up Effort
Project Plan:
Round 4
Both

13. 2017-18 Clean-up Effort Project Plan:
What we requested from major areas
Respond to the information requests
Attend the cluster workshops
Ask for help if/when needed
Provide feedback and suggestions
Celebrate successes
Melissa

14. 2017-18 Clean-up Effort Open PO Report – Major Area Review:
Files by Major Area were ed to DFAs
Report is sorted by Delivery Date ascending
Negative approval
If the item has been received but the GR has not been processed:
Enter the date in Column B (Receive), a SME will receive it for you and enter the received date
Note: Departments may receive it directly if desired – Please enter “Complete” in Column B for that line if you have already processed the GR
If the item will be received in the future:
Enter future estimated delivery date in Column A (New Delivery Date)
If the items should be cancelled:
No entry required
Cindi

15. 2017-18 Clean-up Effort Open PO Report – Major Area Review:
Reports should be completed by area and ed back to Melissa Guinn and Cindi Stinebaugh
Melissa Guinn
Cindi Stinebaugh
Responses and action taken are tracked on the Open PO Report Clearing Status spreadsheet
DFA’s are notified when the report entry is complete
Cindi

16. Open PO Workshops Open PO Report – SME Workshops: Note:
Open PO – Entry
Monday, October 16 9:00 AM until Noon
Thursday, October 19 1:00 PM until 4:00 PM
Note:
A significant number of workshops will occur between 10/16/17 and 11/10/17
Dates for these and the remaining future workshops will be available soon to reserve slots on your calendar
Melissa

17. Open PO Workshops Open PO Report - Delivery Date Change Process:
Procurement
ME23N Entry in SAP
Enter Change Mode
Enter new dates for the impacted lines
Save process
Validate change in ME23N and on the Open PO Report
Cindi

18. Open PO Workshops Open PO Report - Cancellation Process:
SME - Cancellation Process in Ariba
Enter quantity of 0.0 in the “Accepted” field
Closed order = “Yes”
Submit
Note: P_Manual Supplier Approval triggered, Procurement notified
Procurement – Cancellation Process in SAP
MIGO Entry in SAP
Receiving 0, delivery complete flag marked
Post
Note: Open PO and commitment cleared
Procurement – Receipt Approval in Ariba
Click “Approve”
Cindi

19. Open PO Workshops Next Steps: SME Team Meetings
Bi-weekly Meetings – SME updates, launch news, feedback, etc.
Face-to-Face?
WebEx?
Workshop Schedule
Respond on available dates, once ed
Blocked Invoice Launch
Continuously reviewed by A/P
Spreadsheet for Round 1 to A/P on 10/9/17
39 lines across 26 POs, 11 lines already cleared by last night
Target completion 10/20/17
Melissa

20. Open PO Workshops Next Steps: GRIR Launch
Spreadsheets to DFAs on 10/10/17
SMEs will be copied on the with the spreadsheet
4 tabs, one for each action with instructions in A-1 of each tab
GRIR Report was scrubbed for errors
Current reports still contain errors
Report sent to DFA was scrubbed and 70+ errors were removed
Typical errors are two lines (1 invoice needed, 1 quantity issue)
1975 lines
Return Delivery Needed – 287
Quantity Issue – 377
Credit Memo Needed – 55
Invoice Needed – 1256
Target for completion is 10/20/17
Melissa

21. Questions
Questions