1. Managing Internal/External Sales in EFS

2. Session Outline Project background EFS conversion Business processes
Queries for reporting
Benefits
Next steps

3. Project Background Piloted with volunteers
Colleges and central representatives
Goals:
Develop new business process in EFS
Improve management and oversight for contracts, approvals, and billings
Provide database to store documents

4. EFS Conversion ~1,800 approvals loaded ~13,000 contracts loaded
OES number can be associated with invoices
6 public queries created

5. Business Process Enter approvals into EFS Backup documentation imaged
Enter contracts into EFS
Unsigned contracts imaged
units contract with OES number
Monitor external sales activity with queries

6. Departments Monitor pending contracts in EFS
Upload final signed version to EFS
Associate OES number to invoices
Use queries to monitor EFS activity

7. Queries In EFS Reporting instance only:
Internal and external sales approvals
External sales contracts
Invoices by contract
Total billed by contract
Low risk, no contract invoices linked to approval
Contracts ending

8. Benefits Complete contract management tool Central storage
Approval documents
Contract data and documents
Customer history with entire University
Billing history in EFS
Queries to manage approvals, contracts, and billing

9. Next Steps Contract Management Email extsales@umn.edu Learn procedures
Take Public Jobs Private Data training
Complete EFS ARF, request External Sales Entry or External Sales Contract Inquiry
Learn procedures
Manage contract statuses
Review/update contract details
Upload signed contracts into EFS
Update current billed amount

10. Next Steps Billing Administrators & Billing Specialists
Review Billing External Sales Activity job aid
Contract number & bill plan communication
Populate 1-2 additional fields on the invoice entry process

11. Questions & Answers