1. Procure to Pay Project EUAT Confirming Meeting May 30, 2018
Last Updated: May 29, 2018

2. Agenda Timeline Benefits Decisions Made Support Exceptions
What do you need?
Open Discussion

3. Procure to Pay A Level Plan
IT, Solution Build Test, Procurement, AP Preparation
Jan – Nov
EUAT Workday Only
June 11 – Aug 11
UAT adds eMarketplace
Nov – Dec
Pilot 1
Feb – Apr
Pilot 2
May – Jul
Roll out 1
Aug
Roll out 2
Oct
Roll out 3
Dec
We are Here
Procure to Pay Transformation two year schedule
June , First Go Live, Early User Acceptance Test
Workday only – Non Catalogue ordering
Limited number of FAOs, Includes a few Grant FAOs
Requisitioner / Initiator instructor led training complete, Approver training in process
Gate Review - Go/ No Go June 5
Nov - Dec 2018 adds Jagger/ eMarketplace
Same FAOs as June 11 EUAT
Feb - July Pilots, test solution, training material and communications
Aug - Dec 2019 Roll out in 3 phases

4. Procure to pay In Scope Phase 1 Phase 2
Automates existing Business Processes improving efficiency and allowing some enhancements, improves data accessibility
Blue Requisitions used for purchases to suppliers
PMM not associated with PMM inventory locations
Non Catalogue items
Goods and Services
Supplier Invoice Request Forms
Enables more Efficient Operational Processes, improved customer experience and data accessibility. Starts with the contract
eMarketPlace, enhanced user experience
Catalogue items
SOLO

5. Early User Acceptance Test (EUAT) and User Acceptance Test (UAT) Sites
EUAT, UAT locations
Simon School Academic Operations – CC
Physics and Astronomy –CC11072 all Grants
Speech Pathology - OP137539
UIT – Enterprise Applications, Core Technology Services, Security & Policy
Directors’ Office- FAO OP231506, Research Labs Microbiology & Immunology – FAO Level OP211400, GF459600, GR500140, GR500373, GR527895, GR500859, GR500852, GR501071, GR500299, GR501263

6. Procure to Pay Benefits to the Sir Initiator, Requistioner and Approver
Simplify and enhance the Requisitioner and Approver experience
Increased Transparency, visibility to Requisition, PO, Invoice, Payment Request
Error reduction
Approvals on mobile devices

7. Problem/Bug Fixes Duo approval issue has been addressed
Requisitioner and Approver on same FAO
Solutioned
Cannot be on same transaction
Delegate –within manager reporting structure
Above
Peers and peer reporting structure
Subordinate
Additional Approver Training options
MyPath, additional Approver sessions

8. Decisions Made Dates: Requisition/ Approvals:
Requisition fields to be completed in the entirety, “see attached” is not sufficient. IT is developing a tool that will allow the Requisitioner to upload multiple line items into a draft requisition. Purchasing will not take on this responsibility within Workday.
Selecting “Approve” replaces the signature, no additional signature needed
Approvers need to go into Workday and “Approve” or “Delegate”, “Signature on File” is not sufficient
Approvers cannot edit the requisition, instead the requisition will be sent back to the Requisitioner
Dates:
Start and End Dates are required on all Services requisitions
Delivery Date is required for all Goods requisitions
To keep you up to date on the design of the system, the next several screens contain decisions that have been made.

9. Decisions Made Change Orders: Attachments:
Attachments are required for non-catalog (goods) requisitions > $2,500 and all services requisitions
Attachments are optional when creating receipts
Attachment will be required on a requisition related to a supplier contract, in the form of a supplier justification form
Change Orders:
A requisition to change a purchase order dollar amount is within 10% or $250 whichever is less, it does not need re-approval unless the new amount exceeds the next financial hierarchy approval threshold, it would then go through financial approvals hierarchy.
If a change order results in a lower dollar value, will not need financial approval again.

10. Decisions Made Contracts: To prevent overspending:
Warning to the Requisitioner that spend is within 10% of contract value
Hard stop at 5% or $250 (whichever is less) over value
Contracts are valid for the entire University, any requisitioner can requisition against it. They won’t be able to drill into the details unless they have company- level access to organization level access to the worktags.
Requisition FAO do not need to be the same as contract FAO
Spend Category on requisition needs to match the contract
Supplier Invoice Request (SIR):
Will route to Category Managers as appropriate via spend category
Procurement and Account Payable staff will not have edit capability, any changes needed will require it to be sent back to the requestor
Can start a new Supplier and complete the Questionnaire as a draft while waiting for New Supplier Approval  
This slide identifies decisions regarding Contract Decisions

11. EUAT Support, Training, Tools, Guidance
Complete
May 2 Kickoff and Overview meeting
Overview of Workday in MyPath
May 8 or 9 four hours hands on training
System Testing - Requisition and Supplier Invoice Requests 4 hours, May 21 or 23
Ensure requisitions and SIRs flow correctly through the processes
Opportunity to continue to test
Upcoming
Weekly meetings - Wednesdays am
Work through questions, problems or challenges.
P2P Team will be there to support you
Develop best practices
Cohort support – other EUAT members collaborates
Daily assessment meetings 4:00-5:00-pm, 6/ to troubleshoot and develop solutions for any issues that arise during the day

12. For Procure to Pay Access & Issues
P2P Service Center

13. Website https://www.rochester.edu/adminfinance/urprocurement/

14. If All Else Fails??
This slide identifies decisions regarding dates, match exception and Supplier Invoice Request
As a last resort, you can create a 312 Requisition or a paper F4
BUT FIRST…
Contact the P2P Service Center
P2P Service Center

15. Final Question
Is there anything else you need to start using P2P to process and approve Requisitions and Supplier Invoice Requests?
This slide identifies decisions regarding dates, match exception and Supplier Invoice Request

16. Questions?

18. Procure to Pay Objectives
Transform the Procure to Pay business processes and the organizations supporting these processes to enable more efficient operations
Simplify and enhance the Requisitioner and Approver experience
Increased Transparency, visibility to Requisition, PO, Invoice, Payment status
Leverage total spend at a category level across all departments to negotiate increased contracts and better pricing for everyone
Transition from a paper based transactional PO process to an electronic contract level process
Improve key internal controls through electronic routing for approvals
Consistent and efficient processes
Error reduction
Transition F4 paper based transactions to electronic
View of total spend, enhanced analytical capabilities
Improve departmental budget management

19. Logging Into Workday - https://wd5.myworkday.com/rochester or
Will be live 6/11