1. P2P Advisory Committee meeting
Procure to Pay Project
P2P Advisory Committee meeting
July 27, 2018

2. Agenda P2P Status and EUAT Results 6 Weeks in Bernie Durman
Data and Reporting Opportunities Jeff Meteyer
Procurement Reporting Ryan Taylor
Phase 2 Bernie
Open Discussion, Questions All

3. P2P EUAT Results as off end of day July 26
Requisitions EUAT Total
New 60
Completed 55
in process 5
Cancelled /Denied 6
Supplier Invoice Request (SIRs)
New 114
Completed 108
In process 6 Cancelled/Denied 3
Key Messages:
Much faster than 312 Reqs and F4s
Customer Service Desk
34 calls
4 (11%) Escalations to Level 3
Turn Around Time Avg Days
Requisitions Total TAT 3.5
Req Procurement 1.7
Req Approval 1.8
SIRs Total TAT 2.4
SIRs Procurement .5
SIRs Approval .9

4. Enhancements a result of EUAT
Enabled requisition checkout help text
Enhanced grant-related requisition workflow so that it only routes to a cost center manager when there is no P.I. or lead P.I. or above P.I. threshold.
Enhance change order to allow P2P Specialist the ability to add freight when required.
Enabled notification to SIR initiator for when a new supplier request is fully approved and available for use.
Approver Training, SIR Training available in MyPath. Requisitioner Training available for testing ~end of August
User Guides improved and posted to URProcurement website
Enhanced Reporting capabilities within Workday, continues as requested
Procurement processes being evaluated and updated as needed

5. Jeff Meteyer Mgr, UIT Applications
Data and Reporting Opportunities
Jeff Meteyer Mgr, UIT Applications

6. Data opportunities and linkage within the Warehouse environment
PMM Legacy
Company Code Master data
Dun & Bradstreet data
GRID
One Time pull
Enterprise Data Warehouse
Sponsor Research
COEUS
Frequent pull
Workday Procurement
URFinancials
Fin trx
Supplier trx
Legacy Finance

7. Purchasing / Procurement Reporting and Analytics Tools
November 27, 2018
11/27/2018
Purchasing / Procurement Reporting and Analytics Tools
Executives
Mix of tactical and strategic decision-making
Summary data oriented, w/mostly standard reports
Ease of use is very important
Limited usage
Managers
More tactical decision making
Generate standard reports and answer ad-hoc requests
Ease of use is important
Above average usage
Staff
Tactical decision-making
Mostly standard reports
Detail data oriented, focused on their needs
Average usage
Knowledge Workers
Transactional detail and summary data oriented
Ease of use is important when creating reports
Significant daily usage
Need analysis calculations/functions
Wants to reduce # of reports and report requests
Needs to integrate ad-hoc data sources
Report & Dashboard Consumer
BI Portal x
Cognos Bursted Reports
Workday Reports
Ad-hoc Reports and Analysis
Cognos Workspace Advanced
Tableau Web Author
Dashboard & Report Authoring
Tableau Desktop
Cognos Report Studio
Workday Report Writer
Executives
Mix of tactical and strategic decision-making
Summary data oriented, w/mostly standard reports
Ease of use is very important
Limited usage
Scorecard, Dashboard, Summary Reports
Managers
More tactical decision making than Management
Generate standard reports and answer ad-hoc requests
Want to analyze process trends, exceptions, anomalies
Ease of use is important
Above average usage
More summary data oriented w/some detail needs
Scorecard, Dashboard, Summary Reports, Ad-hoc reports
Staff
Tactical decision-making w/mostly standard reports
Average usage
Want to identify process exceptions, anomalies
More detail data oriented, focused on their needs
Report User, Ad-hoc Reports
Knowledge Workers
Transactional detail and summary data oriented
Ease of use is important especially when creating reports
Significant daily usage
Significant analysis/calculations/functions needed
Wants to reduce # of reports and report requests
Significant report tools usage for complex reports
Needs to integrate ad-hoc data sources
Ad-hoc Reports, Report Author, Dashboard Author

8. Example: Spend Analytics Requirements
Spend Metrics
Top N vendor spend (M)
Spend by categorization (M)
Spend by Vendor attribute
Contract vs Non-contract spend
PO Count
PO Amount
PO Budget Amount
Invoice Amount
PO Item Quantity
PO Item Quantity Received
Invoice Item Spend Amount
PO: Time from origin to completion
Invoice Lifecycle: Time from origin to completion
Dimensions
Vendor
Veteran/Minority/Woman Owned
Chart of Accounts
Product
Product Price
Contract
PO Status
PO Line Status
PO Start/End dates
Calendar/Fiscal Calendar
Analyze by

9. Purchasing Analytic possibilities

10. Ryan Taylor Lead analyst, programmer
Procurement Reporting
Ryan Taylor Lead analyst, programmer

11. Procure 2 Pay Phase 2 - Marketplace

12. IT, Solution Build Test, Procurement, AP Preparation
P2P A Level, Phase 2
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
2018
We are Here
2019
Phase 2- Marketplace
Jaggaer’s Spend Director to enable the Marketplace

13. Procure to Pay Next Steps – Marketplace Enablement
Preliminary meetings w and w/o Jaggaer during the month of June
Jaggaer ½ day Kick Off Meeting July 12, 1 ½ day Workshop July 16-17
High level timeline: 16 weeks to Configure and Test
Configuration
Catalogue strategy and build
Will be seeking input on catalogues
Testing
Meanwhile:
Develop Training material
Train the Trainers, P2P Service Center, Procurement
Procurement Readiness
Ready for 11/19 Go Live to with User Acceptance Test (UAT) participants
~20 catalogues ready for 11/19 Go Live, continue to build post Go Live

14. Adding Marketplace Experience
Demos look very promising
Easy to Requisition and approve
Quick Approvals
Hosted and Punch out Catalogues
Hosted Catalogs static items that are stored within the Jaggaer database and are searchable within the application.
Punch Out Catalogs are integrated links that take the end user out to an external supplier’s web-based catalog.
Seamless integration with Workday
Easy to Use Reporting

15. Spend Director Shop, Approve, Adapt
Easy-to-use internet based shopping experience mimics popular e-commerce websites.
Designed to make the process of getting what you need easier.
Spend with suppliers is directed to the suppliers you want to build relationships with.
Visibility to suppliers and products can be limited if needed.
Provides flexibility to adjust the way the system works as the organization grows.
Anytime a user is shopping, they are using Spend Director, which provides a user-friendly, very intuitive shopping environment similar to popular eCommerce shopping sites like you might find at Walmart.com or Target.com. It is designed to address the most critical spend challenges and makes the process of getting what you need easier. Your organization can direct spend to those suppliers you have or are building relationships with while limiting visibility to suppliers and products if needed. Approvals can be put in place in addition to setting spending limits for users. As your organization grows, Spend Director is flexible and can quickly adjust the way the system works to meet your procurement needs.
With the Spend Director solution, organizations can expect:
An easy-to-use internet based shopping experience (which mimics popular e-commerce websites)
Designed to enhance existing procurement systems
Purchase directly from pre-negotiated contracts (direct spend to various areas, suppliers, etc.)
Promote contract compliance
>>>
JAGGAER SPEND DIRECTOR
Make shopping for goods and services simple and intuitive.
The unique JAGGAER Spend Director Marketplace is a user-friendly, intuitive shopping environment for goods and services that mimics popular eCommerce shopping sites. It addresses the most critical spend challenges and offers a powerful bundle of supplier enablement, catalog management, contract management and end-user shopping platform.
Through pCard Marketplace group purchasing organizations (GPOs), states, industry organizations and other sourcing enterprises can open up their library of contracts to their general membership for simple internet based shopping. A smart and powerful way to achieve efficiency and compliance, member users simply sign up, get approved, and use their credit card to buy from the best group contracts.
University systems, state governments and other multi-institution organizations can realize significant savings and efficiencies by consolidating their procurement resources. Consortium Community provides the technology framework that lets organizations source together, share and publish contracts, shop in your own or shared marketplace, and consolidate reporting.
The procurement function in large organizations is often distributed across different units or departments of the business. However, there is a growing trend of centralizing procurement contracts, processes and technology in large organizations to gain operational efficiencies and to grow organizational buying power. The Multi-Business Unit functionality (MBU license) was developed to support this trend.
Together with the comprehensive JAGGAER Requisition Manager and JAGGAER Order Manager products, this best-in-class Spend Director environment is seamlessly integrated into your financial system of record.

16. Spend Director Order Distribution – FAX, Email or cXML
Secure, electronic document exchange with suppliers.
Online order status tracking and automated communications with suppliers and requisitioners.
Eliminates paper processes.
Data analysis to identify savings opportunities and visibility into spend with your suppliers.
Order Manager is the ‘order processing solution’ that automates and streamlines purchase order distribution, tracking and management. Once a purchase requisition has been approved and a Purchase Order is ready to be transmitted to the supplier, Order Manager is the part of Spend Director that automatically distributes the order to the suppler. Your suppliers can have different or multiple distribution methods. The orders are transmitted securely through , fax, or cXML depending on the capability of the supplier, which eliminates the need for pushing paper orders and allows for online order status tracking. This provides visibility into your spend with your suppliers and helps to identify savings opportunities for your organization.
This on-demand module can be integrated with JAGGAER Requisition Manager or existing ERP systems and financial applications.

17. Spend Director Overview The Process
Shopping is conducted by the end user.
The purchase requisition goes through a series of approvals in Workday.
Purchase Order is created and distributed to supplier.
Just to recap the Spend Director Process…
End-users shop in an easy-to-use shopping environment and fill a cart with goods and/or services.
The Requisition enters into workflow and goes through a series of approval steps to determine if the purchase request meets your organization’s policies.
If approved, a Purchase Order is created and sent electronically to the supplier to be filled.
*Note: Budgets can be enabled to be checked for fund availability during the workflow process.
A cart in Spend Director
Requisition
(Workday)
Purchase Order

18. Decisions - UAT Go Live November 19.
Avoids Jaggaer’s release 11/12
Will have P2P Service Center, Procurement and UIT coverage Thanksgiving week
UAT Run through January 25, 2019
Will not have a separate “Shopper” role. If this is need, an employee can be set up as a “Requisitioner” when can select items and pass the cart along to another “Requisitioner” to finish the requisition
Expanding Early User Acceptance Test to add FAOs for which a Requisitioner has already been trained.
SIR Initiator Training and Approver training is available in MyPath
Requisitioner Training will be available late August

19. Sourcing Candidates for Feb 2019 Pilot
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
Sourcing Candidates for Feb 2019 Pilot, Go Live late Feb
Includes Workday and Jaggaer for catalogue and non catalogue orders
Training and application testing provided for all Requisitioners, SIR Initiators, Approvers
P2P Support
60 Days start up support

20. Questions, Discussion, Sharing