Presenting Eduprise

1
Purchasing BPA (Business Process
Analysis) Executive Summary October 2003
Confidential and Proprietary
2
What a BPA Isnt!

• Not a Staffing Plan
• Not a Case Study
• Not an Implementation Plan
• Not Written in Stone

3
What a BPA is!

• Map As IS Process While asking Why?
• Determine Best Practices Process
• Dont Ask How does Banner do it?
• Do Ask How best to do it?
• Think Architectural Blueprints!

4
The Goal Alignment
Business Process
Technical Process
Alignment
Redesigned Process
5
How Much Change?
6
Two Critical Tools

• Extract Time and Effort
• Disintermediation
• Intelligent use of technology
• Focus on the Customer

7
Current Purchasing Process
8
Findings

• Excessive Ways to Spend
• (15-20)
• Few Serious Controls
• (Budget Checking/Encumbrance Turned Off)
• Serious Process Problems
• (Data Integrity/Information Flow)
• A Business Practices
• Mini and Q Paper Costs
• Paper Process
• (Not Authenticated)

9
Impact of Current Processes

• General Lack of Accountability
• Probable Legal Exposure
• (Mis-Management of Funds)
• University Can Be Obligated without Authorization
• Inhibits Revenue Generation
• (Contracts and Grants)
• Unnecessary Workload/Duplication
• (Wasted Time/Effort 60,000 Faxes)
• In ability to Report Accurate Financial Status
• University Cashflow Health
• (Seriously/Negatively Affected)

10
Proposed Solution Principles

• Implement Electronic Controls
• (Activate Business Rules)
• Enable Electronic Purchasing Methods
• Streamline/Simplify Process
• Single System of Record
• Enforce Policy/Procedures

11
Current Purchasing Process
12
Redesigned Purchasing Process
13
Results USU Benefits

• Customer Friendly Process
• Sharply Reduced Time/Effort
• More Efficient/Timely/Accurate
• Effective Audit Trails
• Budget Managers Get Accurate Information
• Reduced Processing Costs
• (Time to Perform Meaningful Work)
• Accountability for Purchasing Actions
• Employees Free for More Meaningful Work

14
Implementation Requirements

• Executive Support for Budget-Checking
  Encumbrance
• Easy and Effective Online Reporting
• Agree to Purchase Card Readers for PA Card
• Plan for and Allow for Time for People to Change
• Effective Communications and Marketing
• Use Web-based, Electronic, and Auto-notification
  messaging
• Visible and High-Level Support for Culture Change