Grants: Birds of a Feather

Getting More From PeopleSoft ePro and the GeorgiaFirst Marketplace:Thursday, September 19th10:50 to 11:40

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IntroductionsJohn Klatt, Director of Procurement, University of West GeorgiaGeorge Horn, Director, Business Services/CUPO, Georgia Southern UniversityDebbie Lasher, Special Projects, USOTeresa Page, GFM Support, ITSKurt Collins, Project Manager, USOAndy Waligowski, Account Manager, SciQuest22AgendaHistory and Status of the GeorgiaFirst MarketplaceUniversity of West Georgia Implementation Experience Data AnalysisGeorgia Southern University Implementation Experience and ResultsSciQuest and the GeorgiaFirst MarketplaceGetting StartedTraining Opportunities

33History of the GeorgiaFirst Marketplace (GFM)What is the GFM?PeopleSoft eProSciQuest software (Amazon like shopping environment)Catalogs, contracts, items, pricingPurpose to improve efficiency in procurement and increase compliance with State and USG contractsStarted project in 2010 with pilot schools live in early 2011 (7 schools)On-going rollout continuing today4Current Status of the Marketplace14 GeorgiaFirst Institutions Live1133 POs in last 30 days60+ Suppliers223 ContractsHundreds of Thousands of Items on ContractSciQuest also used by the State, UGA, GA Tech, GRU and Georgia State

5University of West GeorgiaUWG BackgroundProcess for Rolling Out the GFMProcurement RoleDepartmentsTrainingHow UWG Benefits from the GeorgiaFirst MarketplaceConclusions and Recommendations66UWG BackgroundPaper Purchase and Pay Requests sent to PurchasingPurchasing decided if they were a check request or POPurchasing created PO in PeopleSoftReceiving by exception to APs e-mail notice the invoice would be paidUWG jointed Pilot group with strong support from Controller backed by Presidents Advisory CounselUWG tasked an ePro Administrator and a Non Purchasing Trainer to implement and provided Administrative support

7Roll OutGet Administration Buy-In firstAttend BOR training, ePro Administrator and Training StaffDefine Security roles for Approvers, Requesters & Buyers Test a few Catalog and Special requisitions, POs and invoices in the SCITEST environmentReview existing Ship To codes and make changesEstablish Implementation/Training schedule Setup in PeopleSoft following training88University of West GeorgiaBenefit of First Full Year Following Implementation

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Change in PO Lines & Spend10University of West Georgia2013 Numbers

11YEAR201120122013Special PO Lines5,7556,8269,030Catalog PO Lines4833,9029,176Catalog % of Total7.7%36.4%50.4%Special PO Spend$35,288,434$37,825,030$38,692,355Catalog PO Spend$136,820$1,148,758$1,525,985Catalog % of Total0.4%2.9%3.8%11Change in Pcard Activity Year201120122013Pcard Transactions12,52213,297 11,145 % Change6%-16%Pcard Spend$3,236,118$3,217,003$3,285,973% Change-0.59%2.14%12

ConclusionsNeed Strong Management Buy-inSpend a lot of time determining user/approver rollsSchedule roll out after completing Pilot test groupPhase in slowly, only features you want, best users firstHave an active support system BOR, other schoolsSimple to use - Successful Implementation will automate most small dollar purchases, reduce Pcard transactions and increase POs and linesImplementation will increase A/P activity/vouchers13Georgia Southern UniversityGSU BackgroundProcess for Rolling Out the GFMProcurement RoleDepartmentsTrainingHow GSU Benefits from the GeorgiaFirst MarketplaceFY 13 NumbersConclusions and Recommendations1414GSU BACKGROUNDUsed paper requisitions prior to implementation. Procurement created the PO in PeopleSoftDesired to convert to online requisitioning for better efficiency and accountability.ePro was attractive due to the workflow elementStarted implementation in 2011 with a senior buyer assuming responsibility part time with little progress.2012 assigned one buyer full time ePro administrator duties

15GSU BACKGROUNDProcurements RoleOversight of the programTrainingRoles and Security assistanceTroubleshootingSecurity and Roles administered by member of IT staff

16PROCESS for ROLLOUTFY 13 - Of approx. 175 departments, selected 7 for pilot group rollout for catalog ordersPilot group departments were purchasing knowledgeable for easeTwo phase implementation after pilot groupJuly Dec: training on catalog orders in GFMJan May: training on Special RequestsTraining:Five sessions per week with 14 in each classHands on training accessing training databaseFY 14 Complete conversion to Special RequestsCut off all paper requisitionsAddressing stragglers, new users and refresher trainingCurrent: Approx 150 depts using with 300 Requesters

17GFM / ePRO BENEFITSEfficiency: Same system for catalog and non catalog ordersBOR can only use TGM as window shoppersGFM allows us to shop and buy in one placeTailored catalogs (ex. Dell)Reduces P-card reconciling effortsRequisition routine much fasterReduces lost requisitions

18GFM / ePRO BENEFITSFinancials:Allows better control of spending during fiscal year end due to encumbrancesCharges hit financial reports much faster than P-card expenditures

Workflow:Many approval levels available - customIT, Dept, Project (PI), Buyer, Amount, AssetsBOR Grant (Research Accounting)Hazardous Materials

19FY 13 NUMBERS4,260 purchase orders totaling $70.9M2,190 catalog purchase orders totaling $732K51% of orders were catalog ordersOnly 1% of purchase order spend26,111 P-card transactions totaling $8.2MCatalog orders only 9% of P-card spendChallengesWay the SWCs are structured (ex. Office Supplies)P-card fan baseLot of one off purchases from non SWC vendors using P-card

20CONCLUSION: WHAT DO I NEED?Administration SupportCommitment of ResourcesCommitment of TimeFlexibility as Business Process will need slight changesPatienceWillingness to reach out to other schools to help or be helpedDesire to see positive results2121SciQuest and the GFMPartnership with SciQuestDemo and New User Interface

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22Getting StartedBusiness DecisionsIdentify who within the organization will use the GFM as Requesters, Buyers and possibly Shoppers (often a small group initially, then rolling out to larger audience)Choose which electronic approvals to implementChoose receiving approach (central vs. distributed)Peer Support Discussions on lessons learned and experiences at schools already live

23Getting StartedImplementationAttend training, share training materials with your teamAssign new Security roles for access to GFM, and ApproversSetup Requesters and Buyers in PeopleSoftReview existing Ship To codes and possibly make minor formatting changesTest a handful of carts, requisitions, POs and invoices in our SCITEST environment

24Training OpportunitiesClassroom TrainingShopper and Requester Training on Oct 8: http://gfmrequesteroct8.eventbrite.comBuyer Training on Oct 9: http://gfmbuyeroct9.eventbrite.com

2525Training OpportunitiesDocumentation and Training Materials:http://www.usg.edu/gafirst-fin/training/epro_georgiafirst_marketplace/

User GuidesJob AidsOnline video sessions

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Question and Answer Period27

How Do I Sign Up????Contact Debra.Lasher@usg.edu to get started!

28Thank you!Please send comments or questions to: John Klatt -- jKlatt@westga.edu George Horn -- ghorn@georgiasouthern.edu Debra.Lasher@usg.edu Kurt.Collins@usg.edu 29Suppliers / Vendors in GFM30Supplier NameADRENALIN POWERSPORTS INCKellogg's Food Away From HomeAgilent TechnologiesLaerdal Medical CorporationAIRGAS SOUTH INCLashley Tractor SalesALLIGARE LLCMayfield Dairy FarmsAMERICAN BIO MEDICA CORPMcKesson Medical SurgicalATLANTA X-RAY CORPMEDTOX Scientific, Inc.Bob BarkerMoridge Manufacturing, Inc.Canon USA IncMSCCAROLINA BIOLOGICAL SUPPLY COMulti Media ServicesCDW GOVERNMENT INCNebraska ScientificComplete BookOfficeMaxCRAIG'S FIREARM SUPPLY, INC.Onepath SystemsCTS AmericaPet DairyCWC Chemical, IncPhysician Sales and ServiceDade PaperRed River Specialties, Inc.DAL-KAWA CYCLE CENTER INCRegency LightingDell (Computers and Software)Remel Inc.E. Sam Jones DistributorRICOH CORPORATIONFisher ScientificSHERWIN WILLIAMS COFlav-O-Rich Dairies LLCSIG SAUER INCGeorgia Correctional IndustriesSMYRNA POLICE DISTRIBUTORS INCGeorgia Enterprises for Products & Services (GEPS)SOUTHEASTERN PAPER GROUPGeorgia Industries for the Blind (GIB)SOUTHERN COMPUTER WAREHOUSE INCGrainger, Inc.StaplesGraybar Electric CompanyTECHNOLOGY INTEGRATION GROUPGulf States DistributorsTHE INSTRUMENT HOUSE INCHD SUPPLY FACILITIES MAINTENANCE LTDTHE WHITSON COMPANYHelena Chemical CompanyTROXELL COMMUNICATIONS INCHewlett-Packard CompanyVashaw Scientific, Inc.Jerry Pate Turf & IrrigationVoss LightingJohn Deere CompanyVWR InternationalKACO Supply CompanyZEP MANUFACTURING COMPANY INCCurrent Status of the MarketplaceCurrently LIVE at:Georgia Perimeter CollegeKennesaw State UniversityValdosta State UniversityUniversity of West GeorgiaGeorgia Gwinnett CollegeGeorgia Southern UniversityGeorgia Highlands College

31Middle Georgia State CollegeSouth Georgia State CollegeGordon State CollegeFort Valley State UniversityCollege of Coastal GeorgiaClayton State UniversityGeorgia College and State University