1. SHARE: John Prihoda SHARE Project Manager
SHARE Special Project General Services Department SHARE eProcurement Enhancements Phase II
Requesting Agency:
Karen Baltzley
CIO
General Services Department
SHARE:
John Prihoda
SHARE Project Manager

2. eProcurement Enhancements Phase II
The GSD eProcurement Phase II Enhancements Project
is Requesting Certification for Closeout
Original Project Justification:
GSD/SPD’s business processes are slow, manual, error-prone, & paper-based
Purchase request turn around times are excessive
Data to support management decisions is difficult & labor-intensive to acquire
Use of spreadsheets is error-prone and creates consistency problems
Metrics are incomplete and cumbersome to identify areas for improvement
Duplicate entry creates synchronization issues

3. eProcurement Enhancements Phase II
Funding Source

4. eProcurement Enhancements Phase II Goals
Configure and implement the existing SHARE Financial and Supply Chain (FSCM) eProcurement application for identified Pilot Agencies (DOH, Environment, HSD) to provide the following capabilities;
Provide paperless business processing by implementing On-line requisitions
Implement Item Catalogues in Punch Out to enable the processing and delivery of the end user requests for goods and services in the fastest possible way
Improve efficiencies by automating document transmission to and from suppliers
Extend standard Commodity Codes for services and goods purchased
Pre-Populate default chartfields based on commodity
11/14/2018

5. eProcurement Enhancements Phase II Goals
Use delivered workflow processing to automatically route Requisitions through the system for approvals based on commodity and/or amount
Relieve the manual notice for approval of orders and allow the proper use of the workflow for monitoring paperless approvals
Significantly reduce manual data entry and increase transparency and integration with financials and budgeting
Increase the efficiency of the delivered budget checking processes to encumber and release encumbrances of funds and allow for on-line review of available funds
Enhance application security to allow and disallow end-users to perform procurement, sourcing and budgetary functions
Improve end-user experience through shopping cart purchasing, increased use of delivered reporting and transparency of processes

6. SHARE / PeopleSoft FSCM Application Portfolio
Scorecard
User Productivity Kit
Planning & Budgeting
Productivity and Advanced Analytics
Financials & Supply Chain
Warehouses
Activity-Based Management
Project Portfolio
Management
Global Consolidations
Supplier Rating System
Extended Suite
eProcurement
eSettlements
eSupplier
Connection
Program
Management
Supplier
Contract
Management
Strategic
Sourcing
Core Applications
Financial
Management
General Ledger
Commitment Control
Accounts Payable
Asset Management
Billing
eBill Payment
Expenses
Accounts Receivable
Licensed / Implemented Modules
Licensed Modules
Not Licensed Modules
Supply Chain Management
Purchasing
Services Procurement
Catalog Management
Order Management
Inventory
Project & Grant Management
Project Costing
Grants Management
Billing
Contracts
Resource Management
Treasury Management
Cash Management
Deal Management*
Asset Lifecycle Management
Maintenance Management
IT Asset Management
Real Estate Management
* Dormant, functionality not configured 6

7. Summary RoadMap and Vision
Strategic Direction (Phases):
Phase 1 - Build Out Foundation
Phase 2 - Enhance and Extend
Phase 3 – E-Bid/Contracts Management/Vendor Portal
Phase III
Contracts Management
Strategic Sourcing (e-Bid/Vendor Portal)
Phase II
Roll Out – Agency by Agency/Vendors
Enable standardized descriptions of purchased goods/services
Phase I
Enable requisition to capture data from vendor web-site and on-line catalogue
Security clean-up, on-line approvals, electronic requisitions, streamlined navigation, central view
Automated Requisition to PO conversion, Vendor/Bidder file cleanup
System Optimization, Commodity Codes Clean-up, establish purchasing defaults, chartfield data population

8. eProcurement Phase II Enhancements
Project Accomplishments:
Through the efforts of GSD, SHARE, & DOH (pilot agency) the project was able to:
Automate routine business tasks
Improve communications between SPD and Vendors
Improve efficiency of State agency procurements
Improve compliance with the State Procurement Code
Build vendor catalogs with normalized naming conventions and pricing methods
Establish Amazon-style shopping cart features between agencies & selected vendors
Streamline and shorten acquisition time
Provide procurement life-cycle tracking from requisition to invoice payment
Utilized previously purchased PeopleSoft modules with minimal consulting to implement

9. eProcurement Phase II Enhancements
Project Accomplishments:
Fit-Gap Sessions with Executive Agencies/Judicial/Courts completed
Completed issues clean-up of Commodity Code related items (implemented a query tool to track agencies using default of for the purpose of re-training and identifying issues, mapping of Commodity Codes to correct GL account ) and database update with latest codes
Implemented Requisition Punchout/Catalogue and Item Approval Workflows
Grainger and Staples were configured for Direct Connect or “Punchout”(availability to shop for Statewide Price Agreement items on-line)
Implemented Items Catalogue
Adjusted security roles action, permissions, user preference, requestor set-up
DOH and Environment workflows were implemented and User Acceptance Testing completed. Agencies have been moved to production.
Cookbook configuration and implementation documentation have been delivered
Training /Knowledge transfer to DFA Financial Control Division Support Unit completed

10. eProcurement Phase II Lessons Learned
Setup of vendor catalogs takes longer than expected – volume related, initial steps
Setup of Vendor electronic linkages takes longer than expected and testing has to be comprehensive
Pilot Agency was not fully committed to use the new functionality
Changes in pilot agency leadership and resources diverted focus and priority to other issues which halted deployment
Continued implementation efforts contingent on hiring replacement for DFA FCDSU Support position
Conduct upfront Agency surveys to determine most widely used vendors and commodity codes and agency readiness to utilize new SHARE and Procurement business process functionality and product enhancement offering
Most utilized Vendors x more need = more interest
Identify major suppliers with volume discounts to determine which vendors should be implemented first
Revert configuration changes that were made prior to new platforming
Business Unit configuration vs Enterprise configuration
Cultural Change Management and Strategic Approach - Agencies were reluctant to change business processes – relinquish paper and multiple approval steps
Must be committed effort internally and then externally to vendors

11. eProcurement Phase II Project Budget
Major Project Expenditures
Expense
Project Management, Technical/Functional Implementation & Consulting
$438,171.17
IV&V
$6,600.00
TOTAL APROPRIATION
$435,000.00
 Additional Funding from Share
$ 20,000.00 
TOTAL BUDGET
$455,000.00
TOTAL SPENT
$444,771.14
BALANCE
$ 10,228.86

12. eProcurement Phase II Enhancements
GSD is requesting the Project Certification Committee’s approval to close this project out.
Q & A