Sentry

1
Sentrys Implementation and Use of theSupplier
Contract Module

• Presented by
• Barry Estes - Director of Procurement and
  Contracts
• Blake Barron - Contract Manager
• Carrie Johannsen - Sr. Sourcing Specialist

2
Agenda

• Introduction
• Overview of Implementation Team/Timeframe
• Goals and Objectives for using Supplier Contracts
• Implementation Considerations
• Challenges and Lessons Learned
• Electronic Signatures
• Future/Post Implementation Plans
• Suggested Enhancements
• Q A

3
Sentry at a Glance
4
SRM/Finance Modules in Production

• Purchasing
• eProcurement
• Strategic Sourcing
• Catalog Management
• Inventory
• Supplier Contracts

• Accounts Payable
• Asset Management
• Expenses
• eVoucher (Custom Module)
• General Ledger

• All module PeopleSoft 8.9, and Tools 8.47.13
• SQL Enterprise 2005, 64 Bit
• Windows 2003 Enterprise 64 Bit

5
Project Team

• Project Team
• 2 Technical Resources .5 FTE
• 1 Analyst .25 FTE
• 1 PM .1 FTE
• 4 Functional Resources 1.5 FTE
• Assistance From Oracle on weekly conference call

6
Technical Project Data

• Project Duration 17 weeks (10/2/2006 -
  1/31/2007)
• Technical Effort
• Elaboration (Requirements) 180 hours
• Construction (Configuration) 185 hours
• Testing 120 hours
• Project Mgmt 30 hours
• Total Technical Effort 515 hours

7
Prior Workflow
8
Goals and Objectives for Implementation of SCM

• Single Repository of Contracts with associated
  approval workflow
• Documented Electronic Approval Workflow
• On-line Collaboration
• Audit Trail
• Electronic Signatures

9
Electronic Approval Workflow
10
Approval Screen
11
Assumptions

• No Conversion of Existing Contracts
• Limited Budget
• Limited Resources
• Limited Time

12
Implementation Options Considered

• Approval Workflow Ad-Hoc
• Assigning Libraries and Risk Classes
• Use of Amendments
• Use of Clauses and Sections

13
Manage Contract Library
14
Challenges and Lessons Learned

• FTP Protocol conflicting with imaging system
• Workflow approval chain/self approval (IT fix)
• .xml Template
• Collaboration Sequence (Only one person at a
  time)
• Vendor Paper (Attachment work around)

15
Current Statistics

• 643 Contracts processed since implementation.
  (Approx 1 year)
• 369 on Vendor Paper
• Internal Customer Acceptance
• Initial resistance due to sequential approval
• Currently well accepted

16
Contract Execution Using Electronic Signatures

• Why
• Legality
• Adobe Considerations
• Full version of Adobe
• Password protected
• Signatures files created for the appropriate
  officers

17
Electronic Signature Procedures

• Contract manager certifies
• Signer is notified via email, signs and saves to
  their desktop
• Signer uploads document back into the Supplier
  Contracts module
• Signer approves contract is routed to the next
  signer in the approval work flow routing
• After signatures document is routed back to
  administrator to obtain counter-signatures if
  required

18
Electronic Signature Benefits

• Saves time and labor
• More user friendly for executives
• Documents are not misplaced
• Officers can sign contracts remotely

19
Future/Post Implementation Plans

• Assigning libraries and Risk Classes
• Additional Templates
• Automated Deletion of Prior Versions
• Cycle Time Reporting

20
Suggested Enhancements

• Inquiry only Role
• Multiple Notifications (expiration, interim
  notifications)
• Better Reporting
• Search Features
• Additional fields such as type of contract and
  manufacturer ID.

21
Questions