1. Procurement From the 20 th to the 21 st Century Copyright Byron Honoré 2007. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

2. Procurement From the 20 th to the 21 st Century Byron Honoré, Assistant Director, Information Technology Services Melanie Verret, Application Analyst, Financial Systems Services

3. Overview Procurement Project Why Who was involved Methodology Objective and Scope Old versus New Appearance and Functionality Process and Interfaces Major Differences

4. Common Terms PUR PRO

5. Why Procurement? PUR – designed in 1980 Advances in technology Changing requirements of the Purchasing Office Needed better communication and automated workflow.

6. Contributions Project Team – Identify and document requirements – Provide information and feedback during development

7. Contributions Purchasing Financial Systems Services Information Technology Services University Departments Other University Campuses Sponsored by the Vice Chancellor for Finance and Administrative Services

8. Methodology Software Development Lifecycle Paradigm Evaluation – Procurement tasks and business processes Inputs and outputs were discussed at length Discovered deficiencies with existing business processes Solutions discussed Design and development

9. Objective Provide a more efficient means of workflow and communication Provide departments with decision making power of procuring goods and services Provide better reporting capabilities Address functions and features not presently automated or tracked

10. Objective Paperless, Paperless, Paperless!

11. Scope Name changed from PUR to PRO Interface Changes – IMS screens to Web Redesign - relational database environment using DB2. Maintain functionality while adding flexibility in business processes Improving search capabilities Interface to other administrative systems

12. Improve University Procurement Process Vendor Requisition Submission Approval Process Solicitation Bid Tabulation Purchase Order Issue Goods Receipt Paper form sent to Purchasing to process Paper form routed to each approver Batch process creates PO forms which are sent to vendor then released Match invoice to PO on Paper and sent copy of Invoice to Dept. Vendor Registration form mailed to Purchasing Bid Info written on spreadsheet manually tabulated and filed Low $ - phone, email or fax Other – formal through PUR then to vendor

13. PUR – Appearance and Functionality

18. PUR – Major Deficiencies Continuity of Data and access to data Time Consuming Paper forms mailed and routed through departments Manual entry and release of forms along with nightly batch feeds to accounting systems Needed to address Bid Process Invoice and Receiving Reports Approvals Electronic Document Storage Real time interface

19. Major Outcomes Appearance and Functionality Electronic Document Storage Electronic Workflow Real Time Interface Processing

20. Infrastructure

21. PRO - Appearance and Functionality

22. Appearance and Functionality

28. Electronic Document Storage

29. Electronic Workflow

36. Status Checking

37. Bid Tabulation

39. Real Time Interface Processing

43. Improved University Procurement Process Vendor Requisition Submission Approval Process Solicitation Bid Tabulation Purchase Order Issue Goods Receipt

44. Summary October 2002 – February 2006 Appearance and Functionality Electronic Document Storage Electronic Workflow Bid Tabulation Real time Interface Processing

45. What Was Learned Lengthy Project “Be careful what you ask for” Re-evaluating development paradigm

46. Questions ???? Byron Honoré byron@lsu.edu Melanie Verret mverre2@lsu.edu