1. Procure to Pay Project IT Leader meeting August 22, 2018
Last Updated: August 20, 2018

2. Agenda Solution Overview Project Management Schedule Testing Pilot1
General Questions

3. 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 3

4. Robust Project Management
Project Sponsors
Executive Sponsor – Holly Crawford
Sponsors - Carl Tietjen, Liz Milavec, Mike Andrews
IT Sponsor - Julie Myers
Project Lead - Bernie Durman
Work stream Leads
Accounts Payable Readiness - Marta Herman
Purchasing - Debbie Flotteron
Purchasing Readiness, People – Bernie Durman
Purchasing Readiness Processes - Dan Richardson
IT -Lisa Koch
Communications - Bernie Durman
Training - Bernie Durman
User Acceptance - Bernie Durman
Financial Hierarchy – Jim Dobbertin 8

5. Procure to Pay A Level Plan
IT, Solution Build Test, Procurement, AP Preparation
2017 – Nov 2018
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
Jan - Nov 2018 Procurement, AP Readiness, IT Design and Configure, Training Build, Test
June , First Go Live, Early User Acceptance Test, Phase 1 - Workday only
Nov 19, Jan 2019 Workday/ Jagger Sandwich model User Acceptance Test
Feb - July pilots, test solution, training material and communications
Aug - Dec 2019 Roll out in 3 phases

6. 2018 Functionality June 11 UAT November UAT Jaggaer Workday
No EDI vendors
All SOLO ordering remains as is until enabled by Jaggaer in UAT
Jaggaer
Internal stores
eMarketplace
Automated PO transmission to suppliers
Adds EDI vendors
SOLO orders 11

7. Early User Acceptance Test (EUAT) and User Acceptance Test (UAT) Sites
Pilot Criteria
Considerations
High 312 req % of all activity
Size
Low SOLO, PMM activity
Cost Center level vs FAO level
Consider number of Blanket Orders
Who volunteered
Consider contracts: goods and services
Same sites for both EUAT and UAT
EUAT, UAT locations - limited number of FAOs
Simon School
Physics and Astronomy
Speech Pathology –
UIT – all except Tech Store
Directors’ Office
Research Labs Microbiology & Immunology

8. P2P EUAT Results Final Key Messages: Customer Service Desk Week 9
Early User Acceptance Test (EUAT) Results
Requisitions EUAT Total
New 89
Completed 79
in process/Draft 3
Cancelled /Denied 9
Supplier Invoice Request (SIRs)
New 141
Completed 135
In process 3 Cancelled/Denied 6
Key Messages:
Customer Service Desk Week 9
22 contacts
3 (13%) Escalations to Level 3
EUAT Assessment - Successful Test
Much faster than 312 Reqs and F4s
Increased Transparency
All issues addressed as EUAT progresses
Reformatted training, offering additional/alternative options. Adding WalkMe, step by step, on demand guidance
Incorrect/inaccurate Spend Categories being worked
Added a Medical Supplies SIG led by Katie Oleksyn and Carl Tietjen
Turn Around Time
Requisitions Total TAT Days 3.9
Req Procurement 2.1
Req Approval .7
SIRs Total TAT 2.2
SIRs Procurement .7
SIRs Approval .47

9. 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
Nov 19, 2018 – January Workday/ Jagger (Catalogue/non-Catalogue) User Acceptance Test (UAT)
February 2019 Pilot 1, catalogue/ on catalogue,
Run for 60 days
Test solution, training material and communications.
July – August 2019 Pilot 2
Aug - Dec 2019 Roll out in 3 phases

10. P2P Updates – Pilot 1 February Pilot - 20 Groups confirmed
Biological Supply Center Vivarium Budgets
Core Nucleic Lab for the SRLs Processing Core Finance
Food & Nutrition Services Friends of Strong Budgets
Campus Dining Biology EH&S
Remainder of UIT Chemistry Treasury
Procurement Public Safety Audit
Human Resources Admissions, Enrollment and Financial Aid
Target <10% of the Requisitions and F4 populations
Balance # of transactions and $ spend
Current Pilot candidates sized at over 1800 Requisitions and SIRs valued at $32M annually
Monthly estimate~ 1500 Reqs/SIRs valued ~ & $2.6M

11. Questions, Discussion, Sharing