1. November 19, 2014 Procurement Council Meeting: MarketPlace Catalog/eInvoicing Project Update Susan Filburn Director NYS Procurement

2. 1 S ERVICE · A CCOUNTABILITY · V ALUE · E FFICIENCY Agenda Marketplace Catalog/eInvoicing Vision MarketPlace Catalog/eInvoicing Scope and Outcomes Catalog Timeline High-Level Process Example Site Findings eInvoicing Summary Project Team Project Plan Questions

3. 2 S ERVICE · A CCOUNTABILITY · V ALUE · E FFICIENCY Marketplace Catalog/eInvoicing Vision VISION A Marketplace Site for New York State agencies, municipalities and other authorized users, to seamlessly purchase goods and services from statewide contract suppliers in one collaborative online environment; an “Amazon” like purchasing experience. Electronic PO dispatch and supplier invoice submission capabilities integrated with the Statewide Financial System (SFS); reduce paper invoices. Many States have already incorporated Marketplace Catalog sites within their eProcurement solutions, i.e., GA, AZ, VA and TN.

4. 3 S ERVICE · A CCOUNTABILITY · V ALUE · E FFICIENCY Marketplace Catalog/eInvoicing Overview SCOPE Marketplace site of NYSPro statewide contract supplier catalogs Electronic invoicing to support Business Service Center agency transaction processing OUTCOMES A more efficient and streamlined procurement business process Ability to access and purchase from statewide contracted supplier catalogs via an online site Better management of statewide contract suppliers, items and pricing Ability to analyze spend data to identify best savings opportunities Paperless invoicing processing by enabling suppliers to submit invoices electronically Ability to process invoices with greater efficiency and accuracy, supporting timely payment settlement

5. 44 MarketPlace Catalog Summary

6. 5 S ERVICE · A CCOUNTABILITY · V ALUE · E FFICIENCY  NYSPro began its planning for Marketplace Catalog Hosting Sites and Management Services for statewide contracts and Electronic Invoice Management Services (eInvoicing) in Spring 2013.  NYSPro conducted Request for Information (RFI), a Request for Comment (RFC) and two Request for Proposals (RFP).  NYSPro awarded the contract to Perfect Commerce in Fall of 2014.  The Catalog kick-off meeting was held November 12 th, 2014. Attendees included staff from ITS, SFS, OSC, DOB, BSC and OGS.  Perfect Commerce has begun the Discovery phase of the project. Marketplace Catalog/eInvoicing Timeline The Catalog/eInvoicing solution is a cloud-based solution

7. 6 S ERVICE · A CCOUNTABILITY · V ALUE · E FFICIENCY Various types of catalogs can be hosted on the Marketplace Site. Users can shop the site directly from SFS (Agencies) or from the site/internet (Agencies/Locals). High-Level MarketPlace Catalog Process Integration Warehoused Items Hosted Catalogs Supplier Data Sources Local governments will have the ability to shop, settle with a P-Card, or export a shopping list. NYS Marketplace Supplier Punchout Interfaces with SFS to for PO processing Automates A/P through eInvoicing

8. 7 S ERVICE · A CCOUNTABILITY · V ALUE · E FFICIENCY Marketplace Shopping Site Perfect Commerce Page Example Marketplace Shopping Site Identified shopping cart Search Features Amazon-like Ability to compare similar items Ability to filter by attributes Shows detailed item description and pricing Shopping Lists

9. 8 S ERVICE · A CCOUNTABILITY · V ALUE · E FFICIENCY Marketplace Catalog Update Marketplace Catalog Findings Purchased a SaaS (cloud-based technology) solution with a access to a robust supplier network with thousands of suppliers; assists with setting up PO dispatch and eInvoicing NYSPro is coordinating with SFS and its EE1 project throughout implementation plan. NYSPro is also coordinating the Item Master with the launch of eCatalogs. NYSPro will coordinate with Perfect Commerce on Catalog launch priority, definition of Item numbers and whether the catalog is “punch-out” or “hosted” Users will have the ability to search across punch-out catalogs and/or hosted catalogs from within the Marketplace Catalog without having to access the supplier site directly Catalog managers will have the ability to associate distinct attributes with a supplier and/or catalog items; e.g., MWBE, Green, Preferred Sources, etc. Authorized users (i.e., localities) will have the ability to purchase on the site and pay via a procurement card.

10. 99 eInvoicing Summary

11. 10 S ERVICE · A CCOUNTABILITY · V ALUE · E FFICIENCY eInvoicing High-Level eInvoicing Process Suppliers PO Dispatching eInvoicing EDI, XML, cXML Integrated Suppliers PO Flip Portal Suppliers Email, Fax Manual Suppliers Supplier Portal SFS sends the following information to the provider system to maintain data continuity: Vendor Information (State Vendor ID, Vendor Name, etc.) Contract Numbers Purchase Order Numbers Suppliers can receive POs and submit invoices in various electronic formats to the State via Cloud technology.

12. 11 S ERVICE · A CCOUNTABILITY · V ALUE · E FFICIENCY Procurement Transformation eInvoicing Updates eInvoicing Key Findings Perfect Commerce coordinates with vendors to enable suppliers to receive purchase orders, and submit purchase order acknowledgements and invoices electronically Suppliers can submit invoices to a supplier portal via XML/EDI file, PO Flip (Purchase order to an invoice), and/or manual entry; invoices are subsequently integrated to the eSettlements module within SFS NYSPro is coordinating with OSC and SFS to manage eInvoicing project SFS EE1 is planning rollout of eSettlements module eInvoicing project includes transmitting invoices through FileNet (BSC agencies) and SFS (Other agencies)

13. 12 S ERVICE · A CCOUNTABILITY · V ALUE · E FFICIENCY NYS Project Sponsor – Sergio Paneque Team Participation Procurement – Erin Boyce (NYSPro) Invoice/AP – Patrick Hall (OSC) Integration – Paul Kalinowski (SFS) BSC/FileNet – Adam Brown (BSC) Team Participation Procurement – Erin Boyce (NYSPro) Invoice/AP – Patrick Hall (OSC) Integration – Paul Kalinowski (SFS) BSC/FileNet – Adam Brown (BSC) SME by Business Area Perfect Commerce Cross-functional team Procurement Lead – Jim Galichia Catalog Lead – Melanie Saunders Integration Lead – David Bates End-User Training – Deidre Lines Perfect Commerce Cross-functional team Procurement Lead – Jim Galichia Catalog Lead – Melanie Saunders Integration Lead – David Bates End-User Training – Deidre Lines Extended Team Steering Committee PC Exec Sponsor – Michael Ereli NYS Proj Mgr – Susan Filburn PC Project Manager – Carol Capek SME’s as needed Project Team Structure MarketPlace Catalog Project Team

14. 13 S ERVICE · A CCOUNTABILITY · V ALUE · E FFICIENCY Implementation Timeline 2014 159 2015 1317212529333741 2015 System Go- Live 7/31/15 POC Sign Off - eInvoicing 4/30/15 POC Sign Off - Catalog 3/27/15 System Interfaces Complete 1/30/15 Design Document and Implementation Plan 1/2/15 eInvoicing Rollout 4/27/15 - 8/24/15 Catalog Marketplace Rollout 3/30/15 - 7/27/15 eInvoicing Proof of Concept 3/2/15 - 4/15/15 Catalog Marketplace Proof of Concept 2/2/15 - 3/18/15 Interface Development 12/15/14 - 1/28/15 Discovery and Design 11/3/14 - 1/1/15 MarketPlace Catalog Proposed Implementation Plan

15. 14 S ERVICE · A CCOUNTABILITY · V ALUE · E FFICIENCY Questions?