Commonwealth of Pennsylvania SRM Upgrade Project AS IS Workshops

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Commonwealth of PennsylvaniaSRM Upgrade
ProjectAS IS Workshops
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Welcome

• Introductions
• SRM Project Overview
• Purpose for the Session Agenda
• Housekeeping
• As-Is Workshop Expectations

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Introductions

• Roles and Responsibilities
• Presenters
• DGS
• Ravi Upadhya (BE)
• Emmanuel Kenol (BE)
• Facilitators
• Yvette Leaman (IES)
• Kim Ruhl (IES)
• Note Taker
• Emmanuel Kenol (BE)
• Subject Matter Experts
• Everyone in attendance

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Welcome

• SRM Project Overview

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SRM Overview Core Functionality and Timeline

• SRM Supplier Relationship Management

Today
Catalog Management
Phase 1
Self-Service Procurement
Supplier Registration
Phase 2
Supply Strategy Development
Spend Analysis
Supplier Selection
Contract Management
Service Procurement
Phase 3
Order Collaboration
Phase 1 Go-Live August 2006
Phase 2 Go-Live October 2006
Phase 3 Go-Live November 2006
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SRM Project Introduction Goals and Objectives

• Specific SRM goals and objectives include
• Operational Procurement
• Automated Purchase Order processing for DGS and
  agency contracts reducing transactional workload
  in agencies and comptrollers
• Streamlined and standardized workflow
• Increased utilization of catalogs and punch out
• Strategic Sourcing
• Improved cycle times for contracting process
• Reduced data entry for contracts
• Implemented standard templates, clauses, and
  terms that allow end-user to build contract
• Automation of bidding process and auction
  functionality

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SRM Project Introduction Goals and Objectives
(cont)

• Supplier Collaboration
• Ability to gather supplier data specific by
  product category during registration
• Automation of registration process
• Automation of invoice process with Supplier
  Self-Service or XML
• Catalog strategy development for contracts
• Development of supplier evaluation metrics and
  reports

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Welcome

• Purpose for the Session Agenda

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Todays workshop

• Operational Procurement

Today
mySAP SRM
Goods Receipt
ShoppingCartCreation
WorkflowApproval
InvoiceHandling
WorkflowApproval
PurchaseOrder
SAP Enterprise Buyer
EBP Requisition Approver
R3 Receiver EBP Receiver
EBP Requisitioner
PO Approver
Invoice Processor
Purchaser
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Todays Agenda

• Purchase Order Process Walkthrough
• SRM order process overview
• Purchase Order types
• Create from Contract
• Create from shopping cart
• Create new
• AS IS process discussion
• Change Purchase Order
• Purchase Order output
• Approval Process walkthrough
• QA
• Requirement Definition Document
• Review Parking Lot Issues

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Welcome

• Housekeeping

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Workshop Etiquette

• Respect Time
• Cell phones and pagers off
• Return promptly from breaks
• Respect Process
• Stick to agenda topics
• One subject discussed at a time
• Respect One Another
• One conversation at a time
• Listen
• Focus on workshop objectives
• You are empowered to help design the future state
  processes
• Work to gain consensus
• Silence means agreement
• Park tangential issues for resolution outside of
  the workshop

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Housekeeping

• Cafeteria 8th Floor
• 7th Floor requires an access control card.
• Smoking 4th Floor
• Bathrooms Hallway

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AS IS WorkshopsBE
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Overview of As-Is Workshops

• To validate the project teams understanding of
  the As-Is process. We will walk through
• Current Processes
• Inputs
• Process Steps
• Outputs
• Regulations-technical, legal,
• Organization policies and procedure
• Requirements.
• Not intended to be a training secession.
• While we identify the differences in the current
  processes across the Commonwealth, our intent is
  to identify the possible areas to standardize the
  process.

You score when you Standardize the business
processes
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Expectations

• On completion of the As-Is Validation Workshops,
  Requirements Confirmation report will be
  produced.
• These workshops will identify the current state
  of procurement functionality, and will be used as
  the original base line for the To-Be Design.
• Give us your valuable input to define your
  future to-be processes

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What Next after As-Is workshops

• On completion of the As-Is Workshops a
  deliverable 1.C Requirements Report will be
  produced.
• BearingPoint will use these requirements to
  develop options for the To-Be processes. The
  to-be process options will be compared with the
  Best Business Practices.
• A one or two week workshop will be held in April
  to discuss the to-be process options to finalize
  the to-be processes for the implementation.
• A deliverable documenting the to-be processes
  will be presented to the Steering committees
  approval in May 2006.
• Testing in June-July 2006 for phase 1, September
  for Phase 2, Oct-Nov for Phase 3.
• Training in July-August for Phase 1, Sep-Oct for
  Phase 2, Oct-Nov for Phase 3.

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Project Guiding Principles

• To provide a web-enabled purchasing and payment
  solution which will make procurement easier and
  more cost effective, we will accomplish this by
• Simplifying and standardizing purchasing
  throughout the Commonwealth
• Reduce manual data entry
• Move away from paper intensive practices
• Reduce the number of touch points without
  reducing quality
• Streamline approval processes
• Reducing processing costs by increasing
  purchasing agent productivity
• Adopting and modeling industry best practices
• Ensuring every business process step and action
  adds real value
• Eliminating barriers that keep us from achieving
  our vision
• Utilizing the standard features and functionality
  of the software
• Embracing the opportunity to dramatically improve
  the processes