Statewide Financial System (Internal Use Only)
EE1: Procurement UpdatesEE1: Procurement Updates
Presentation for
New York State Procurement Council
November 19, 2014
Statewide Financial System (Internal Use Only)2
EE1 Overview
PeopleSoft 9.2 Upgrade/Technology Stack
PeopleSoft 9.2 Upgrade/Technology Stack
Enterprise Services
Automation (ESA)
Enterprise Services
Automation (ESA)
eSettlementseSettlements
Budget/ Commitment
Control
Bulkload Extracts
Procurement Contracts
Technical Upgrade
New Functionality
Re-architecture
Asset Lifecycle
Management (ALM)
Asset Lifecycle
Management (ALM)
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EE1 Project Timeline
Strategy Phase
Planning Phase
Apr2015
Mar 2015
Jan-Feb2015
Nov-Dec20 14
Sep-Oct2014
Jul-Aug2014
Mar-Apr2014
Jan-Feb2014
Nov-Dec2013
May-Jun2014
Go
Liv
e
Soft Freeze Hard Freeze
Integ. Test
UAT
FDR
First Look
Train-the- Trainer
Agency TrainingAdmin. Training
Cutover Workshops
Prep Cutover
New User Training
Build & Unit Test
Design Phase
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SFS April 2012 – Go-Live
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Group Objectives• Leverage delivered controls•Streamline and enhance process
• Increase Procurement Intelligence
•Fiscal Responsibility
How do we drive alignment?
Office of the State
Comptroller
Division of the Budget
Business Service Center
Statewide Financial System
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Areas of Focus in Proceurment
Contract Definitio
n
Contract Maintenanc
ePurchasing
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New York State Benefits
Improve fiscal accountability
Realign to PeopleSoft best practices
Reduce need for customizations across NYS
Support NYS procurement initiatives such as MarketPlace and Item Master
Enhance agency visibility into future cash impacts and financial performance
Positions NY State for future initiatives
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EE1 Overview – Vendor Perspective
Shaving off the Sharp Edges of the Peg
Setting the table for vendors to be able to do business with NYS as they deal with a commercial customer
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EE1 Overview – Vendor Impacts
Contract Numbering
Contract Lines
Amendments/Versions
Contract Remaining Balance
Purchase Order
Corporate Contracts (P Contracts)
Revenue Contracts
E Settlements
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Numbering NYS Contract # will be populated from the
Requisition during the contract creation process
SFS Contract ID (system generated number) will be assigned during the contract creation process
Primarily transparent to a vendor
NYS Contract # remains same
SFS Contract ID will appear on purchase orders
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Contract Lines Currently single line contracts within SFS
• Contract Amount
EE1 - Contracts are created from a requisition and will be created with one contract line for each requisition line• Possible Usage
Deliverables Products Performance or Fiscal Years Goods and related services
Additional contract lines can be added to the contract if desired
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Amendments/Versions Any change to terms and conditions to an
approved contract will be made as a new version
Multiple versions can be in stages of negotiation and approvals but only one approved version
Agencies do not have to manage spending at the amendment level
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Contract Remaining Balance
Definitions
• Non-PO Expense
• Maximum Amount
• Released Amount
Contract Remaining Balance Calculation:
• New calculation for Remaining Balance would be Max Amount – {Released Amount + Non-PO Expenses + Non-PO Adj Expenses} – In Process Amount = Remaining Amount.
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Item Master
The Item Master is currently used for a limited number of disaster stockpile items. It is being expanded to include non-emergency items.
Benefits:
• Supports procurement and inventory automation
• Improved business intelligence
• Clear and consistent naming conventions• Enhanced flexibility when ordering for buyers and
procurement managers
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Corporate Contracts Corporate Contract is a contract that can be used
by all state agencies. Validations will be in place to ensure that statewide
contracts are not overspent
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Purchase Order Impacts
POs will be required for a majority of purchases
All POs (including those against agency contracts) will be used as ordering documents
• Use of a PO as a true ordering document, not as evidence of encumbrance
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Revenue Contracts
NYS as a vendor/supplier
Revenue contracts will be using the Customer Contract Application in the Enterprise Services Automation (ESA) module
Vendors also customer of NYS will have a customer number (NYCUST9999999999)
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eSettlements
eSettlements will provide the state a new standard for centralizing electronic invoicing
• Approved suppliers (vendors) may submit electronic invoices to SFS via eSettlements
• Approved suppliers may enter invoices directly into the Supplier Portal or via file from their source system
Invoices entered into SFS via eSettlements will be built into accounts payable vouchers
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eSettlements: Origination Points
Invoices will have the following origination points:
• File (XML) upload
• Electronic Catalog initiative; invoice generation
• Self-service entry via Supplier portal
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eSettlements: Supplier Portal
Supplier Portal
• Supplier access will be granted to selected suppliers for invoice entry through the current supplier portal
• Encourage eInvoicing vendors to use eSupplier
Pilot Information
• Low volume and high volume invoicing supplier will be targeted
• 10-15 suppliers will be elected to participate in a pilot for eSettlements invoice entry
• Supplier will help test invoice entry for their company• Supplier will test both XML invoice entry and self-service
invoice entry
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Questions and Answers