1. Procure to Pay Project Weekly EUAT meeting June 27, 2018
Last Updated: June 26, 2018

2. Agenda P2P Status and EUAT Results Bernie Durman Workday Enhancements
Recent Decisions and Changes
Tips and Tricks Glori Tatro
Next Steps – Marketplace, adding Jaggaer
Open Discussion, Questions

3. P2P Early User Acceptance Test (EUAT)
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
June , First Go Live, Early User Acceptance Test
Workday only, Non Catalogue ordering
Limited number of FAOs, Includes a few Grant FAOs
EUAT, UAT locations
Simon School Academic Operations
UIT (excludes Inventory)
Physics and Astronomy
Directors’ Office
Speech Pathology
Microbiology & Immunology

4. IT, Solution Build Test, Procurement, AP Preparation
P2P EUAT Results
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
EUAT Results to date as of 5:00pm Monday:
27 Requisitions
34 Supplier Invoice Request (SIRs)
20 completed
33 completed
4 in process
0 in process
2 cancelled
1 cancelled
1 Denied
Turn Around Time: 2.5 Days all, Purchasing 1.6 Days
P2P Customer Service Center to Date
186 inquires to the P2P Customer Service Center
7 (4%) escalated to Level 3

5. Enhancements/ Issues Addressed Week 1 & 2
SIRs pointing to Sandbox
Addressed morning of Day 2.
Confusion surrounding software with maintenance, applies to any Good with a Service agreement.
Met with participants, developed a Best Practice, Tips and Trick and a Template, updating training
Lack of Access due to not having a completed authorization form on file,
Form now on file
‘How to” Questions from Participants
Provide answers, updating existing training, QRCs, FAQs,
Adjust training plan for future participants
Former PMM orders getting hung up in Procurement
Policy and procedural update
Reporting
Procure to Pay Dashboard
Report to find all Requisitions and SIRs including “Draft” or in process

6. Decisions
Expand to other FAOs for which the Requisitioner is already trained
Reduce the need for the Requisitioner and SIR initiator to use 2 processes
Approval training is being tested so any new approver will complete the training and provide feedback
Will allow additional activity to flow through P2P
If interested contact Bernie Durman or

7. Training Enhancements
Identifying increased needs as EUAT progresses
Topics that need further explanation
Additional guidance for non Workday users
Modular approach, Participant selects only the modules needed
Training options:
In person, Instructor led
Virtual in MyPath
Sharing Tips and Tricks, Templates
On Demand – WalkMe, links, videos

8. Future Enhancements
WalkMe - System guidance when and where it is needed
On line help tool to walk the user step by step walk though the process
Initial testing on the “Approver” process late 2018, testing in Pilots on other processes after they stabilize
2CFR200 Regulations, Federal Regulations for Grants, Supplier Price Justification and Conflict Information (SSPJCI) form
Working to enable the SSPJCI form and business process within Workday, ready for the February 2019 P2P Pilot
Information will still be required but process will be automated

9. Tips and Tricks - Activity Stream
Workday's Activity Stream is now enabled for collaborating on procurement transactions. The activity stream is shown at the bottom of screens such as View Requisition, View Purchase Order, etc., for the following transactions:
Requisitions
Purchase orders
Receipts
Returns
Supplier Invoice Requests
Supplier Invoices
Suppliers
Everyone with access to the transaction will see the full history of the activity stream. You can mention a user to send a notification with your message.

10. Tips and Tricks - Activity Stream cont’d
Typing an symbol will open a prompt to search for another user. Search for and select a user to insert their name and send a notification when you post your message.

11. Tips and Tricks - Activity Stream cont’d
The mentioned user receives a notification. By default, the notification will be included in a daily digest . If you would like to receive immediate notifications for activity stream, you can update your notification preferences by clicking on the cloud icon, then My Account > Change Preferences > System (bottom of page) > Activity Comments.

12. Next Steps: Marketplace
enabling JAggaer

13. Procure to Pay with Marketplace For catalogue purchases
Workday
Contract Management
Request Purchase
Purchase Requisition
Financial Approval
Purchasing Approval
Purchase Order
3 Way Match
Payment
Receipt of Goods & Invoice
Marketplace
Suppliers
Purchase Order
Build Shopping Cart
Enables more Efficient Operational Processes, improved customer experience and data accessibility. Start with the contract 13

14. Procure to Pay A Level Plan
IT, Solution Build Test, Procurement, AP Preparation
Jan – Nov
EUAT Workday Only
June 11 – Aug 11
UAT adds Marketplace
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
Jan - Oct 2018 Procurement, AP Readiness, IT Design and Configure, Training Build, Test
June , First Go Live, Early User Acceptance Test (EUAT) Workday only
Nov - Dec 2018 User Acceptance Test (UAT) Adds Marketplace capability
June - Nov 2018, continued Procurement/ AP readiness, Training, IT Design and Configure.
Feb - July pilots, test solution, training material and communications
Aug - Dec 2019 Roll out in 3 phase

15. Procure to Pay Next Steps – Marketplace enabled
Marketplace enablement
Preliminary meetings w and w/o Jaggaer during the month of June
Kick Off Meeting with Jaggaer July 12
Workshop with Jaggaer July 16-17
High level timeline requires 16 weeks to Configure and Test
User Acceptance Test (UAT) planned to start November 12
Same FAOs as current EUAT
Same roll out process with modifications to comprehend learnings
Jaggaer Training for UAT participants tentatively planned for mid / late October

16. Questions?