1. Internal/External Contracts Module Project Update

2. How did we do it? Goals Requirements Gathering
System Development and Configuration
Conversion
Small Scale Roll Out

3. Goal
Develop a new business process in EFS to streamline the management and oversight of the Internal and External Sales Approval process
Develop a new business process in EFS to streamline the management and oversight of the External Sales Contract Approval process
Develop a new business process in EFS to provide systematic oversight and management tools for External Sales Contract related billing

4. Requirements Gathering
Multiple demo’s of EFS capabilities across campus
Asked many questions on how the business is currently being done from both a central and distributed department perspective
Gathered requirements
Fine tuned system steps based on feedback until we got it right
Presented to the FinMaC group for project approval
Received approval for a Pilot Project
Solicited for Pilot Project Team volunteers
Med School
CEHD
CSENG
Office of Internal/External Sales
SPA
SFR

5. Requirements Cont’d Continued to work with the Pilot Team
Mapped out current business process at both a central and academic department level
Fine tuned requirements
Internal External Sales Office
Academic Departments
SPA
SFR
Gathered system requirements and enhancements
Gather reporting/query requirements for oversight and management

6. System Development and Configuration
Created new roles and permission lists for both Central and Academic Department people
Created a new section to store important dates, notes, contract forms, confidentiality agreement info and other agreement information
Configured new system values such as contract business units, contract types, contract administrators, products, and many others to provide accurate oversight and separate this line of business from the sponsored line

7. Conversion - November 2017 Internal Sales Approvals
External Sales Approvals
External Sales Contracts
Previously billed amount by Contract for pilot group where supplied in Contracts History

8. Roll Out – November 2017 All Internal Sales Approvals
All External Sales Approvals
All External Sales Contracts
Academic Department Pilot group contract management
Academic Department Pilot group billing
Linked to ES Contract
Low risk, no Contract linked to Approval
Oversight and Management Queries FSRPT
IESAF_APPROVALS – Internal and External Sales Approvals (ESAF)
OES_ALL_CONTRACTS – External Sales Contracts (OES)

9. Roll Out Cont’d Job Aids and Desk Procedures
EXT_SALES_BILLED_DTL – Invoices by Contract
EXT_SALES_BILLED_SUMM – Total Billed by Contract
EXT-SALES_BILLED_NO_CNTRCT – Low risk, no Contract Invoices linked to Approval
EXT_SALES_BY_END_DT – Contracts Ending
Job Aids and Desk Procedures
External Sales Billing Job Aid -
Located under Accounts Receivable/Billing > Create Bills> Billing for external sales activity
External Sales Contract Management Desk Procedures

10. Here is what you need to do
Billing
Meet with your billing specialist and give them the job aid for external sales billing
Requires the population of 1-2 additional fields on the invoice entry process
Contract Management and Monitoring
Let the Office of Internal/External Sales know that you want to onboard your business. Send to
Fill out a new ARF requesting the CA Sales Entry Dist role
Take the “Public Jobs, Private Data training online if you haven’t already
Download, save and use the Distributed External Sales Desk Procedures