Town Meeting

1

• Town Meeting
• April 2007

2
Agenda

• Chart of Accounts
• Training Update
• eProcurement Overview
• Question Answer

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Chart of Accounts

• There is a significant push for departments to
  become familiar with their own chart strings, and
  the chart strings for those areas with which they
  transact business.
• How is this working in your area?
• Any best practices to share?
• Are you using any tools/methods that would be
  helpful to others?

Note A new COA online training resource will be
available through the OASIS Learning Resources
website in mid-April
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Chart of Accounts
Managing the Chart

• Discourage significant changes/additions to chart
  strings during the budget process.
• There should be no changes to values, ranging,
  hierarchies
• Any new FAS account requests (e.g., new gifts,
  endowments, or sponsored projects) must be
  accompanied by new chart string
• Its okay to create new funding values for new
  gifts and endowments received.
• Changes/additions to the activity segment will be
  handled on an exception-only basis
• Chart strings will be frozen June 1 - July 9

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Chart of Accounts
Perfection is Only a Chart String Away
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Upcoming Training

• New training classes will be available mid-April
• Web ADI (journal entries with GL chart strings)
• SPUD (journal entries with PTAEO chart strings)
• Using New Financial Reports
• Pre-requisite training class, Working in the
  Oracle Financials Environment and Working with
  the New Chart of Accounts, must be completed
  prior to registering for new classes.

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Oracle General Ledger

• Module

Journal Entries in the Oracle General Ledger
Explains the revised journal entry process,
guidelines and rules, how to use the Web ADI tool
to create and upload journal entries to the
general ledger, and the electronic approval
process (to be implemented in Fall 07).
Description
TargetAudiences

• Fiscal Officers
• Department Business Managers
• Administrative Assistants
• Staff
• Service Center Users

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Oracle General Ledger
Module
Using New Financial Reports
Addresses the new financial reporting tool and
data warehouse reports that will be available
beginning on 7/01/07. Also covers Preferences set
up, accessing the Reports Tool, submitting a
report, reviewing report data, using Pivots, and
resolving error messages.
Description

• Executive Officers
• Fiscal Officers
• Department Business Managers
• Faculty
• Service Center Users

TargetAudiences
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Oracle Grants Accounting
Module
Journal Entries in Oracle Grants Accounting
Provides an explanation of the PTAEO strings,
information on the SPUD journal entry process and
tool, and instruction on using the tool to create
journal entries for grant expenditures and
combined entries involving both grant and
non-grant expenditures.
Description

• Service Centers
• Grant Managers
• Office of Sponsored Projects staff

TargetAudiences
10
Welcome to eProcurement
Agenda

• eProcurement Introduction Dartmouth Initiative
  (Frans Barends)
• eProcurement Tool Demonstration (Mark Eseppi)
• Process and Policy Changes (Tammy Moffatt)

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Our Current State P-Cards

• Procurement Cards will continue!
• The P-Card reallocation/approval tool has been
  converted to work with the new chart strings.
• The new tools will lead a shift away from the
  P-Cards for transactions that are better
  accomplished in the Procurement Marketplace.

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Procurement The Next Level

• What is eProcurement?
• An electronic process to connect buyers and
  suppliers for the exchange of goods and services.
  

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Procurement The Next Level

• Why Make the Change?
• Enable Dartmouth to operate in the electronic
  marketplace and compete with peers
• Provide more competitive pricing and fiscal
  accountability
• Leverage the College's position to use
  procurement technology and processes to improve
  value while competing in the marketplace.

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Where are our Peers?
14 Ivy Plus Schools
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eProcurement Benefits

• Web-based, easy-to-use application
• Improved customer service and increased cost
  savings
• Provides vast product access and competitive
  pricing all at a single site
• Less time spent placing, tracking, and receiving
  orders
• Simplifies chart string management
• Supports a procurement shift from transactional
  focus to strategic focus

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Marketplace Overview

• Marketplace brings many suppliers together with a
  single order point.
• Two systems allow us to interact in the
  marketplace
• Oracle iProcurement which simplifies the
  requisition process and allows end-user
  purchasing.
• SciQuest which serves as the host providing our
  access to suppliers and their products.
• All the order data, financials, and coding are
  captured and stored in Oracle.

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Current Purchase Model
Many Buyers
Many Suppliers
Supplier
Buyer
Supplier
Buyer
Supplier
Buyer
Supplier
Buyer
Supplier
Buyer
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Marketplace Model
Many Buyers

Many Suppliers
Supplier
Buyer
Oracle
SciQuest
Supplier
Buyer
MarketPlace
Market Place Host
Supplier
Buyer
Supplier
Buyer
Leveraged Procurement
Supplier
Buyer
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Catalog Vendors Phase I
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eProcurement Tool

• Product Demonstration
• - Mark Eseppi

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Process and Policy Changes

• Presentation on the Changes Ahead
• Tammy Moffatt

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eProcurement Advisory Group

• Terry T. Hall - Physiology
• Lori A. Jackson Thayer School
• Lesa M. Knapp Alumni Development
• John Pate Thayer School
• Laurie A. Pollard Computing Services
• Toni M. Pippy Computing Services
• Mary M. Poulson - Biology
• Charles K. Scott - Libraries
• Kenneth B. Snelling - Athletics
• Adrienne W. Stone FOM
• Richard J. Savage - Biochemistry
• Linda R. Hartson Tuck School
• Terry Greywolf - Genetics

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Testimonials

• For the kind of purchasing that I do,
  eProcurement is easy to use and a real time
  saver.
• Toni Pippy
• Computing Services
• For the type of ordering I do, the new
  eProcurement application was easy to use.
• Laurie Pollard
• Computing Services
• Overall, I feel that this new system will save
  everyone a great deal of time and frustration.
• Ken Snelling
• Athletics

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Policy and Process Changes
Procurement Cards
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Policy and Process Changes
Requisitions
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Policy and Process Changes
Confirming Orders
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Policy and Process Changes
Workflow Approvals for Requisitions
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Policy and Process Changes
Encumbrances
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Policy and Process Changes
Receipt of Orders over 2,500
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DARTMOUTHS
SCIENTIFIC VENDOR
PROCUREMENT
TECHNOLOGY
EXPO 07

• Thursday, April 12, 2007
• Alumni Hall at Hopkins Center
• 1000 A.M. to 200 P.M.
• eProcurement Presentation/Demo every half hour in
  the Faculty Lounge starting at 1015 A.M.

• Participating College Departments include
• Procurement Services
• Inventory Operations
• Materials Management
• Design, Printing Mailing Services
• Environmental Health Safety
• 45 Participating Vendors

Scientific Vendor Displays On-line Travel
Tool Launch Cellular Provider Booths Copier
Provider Display
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• Questions