LBNL Procurement System

1
Current Status of the LBNL Procurement
System Allan DeMello 9/1/2004
2
Outline

• The LBNL procurement system overview
• The Web Job Ordering (WJO) system
• Attaching drawings to the WJO
• The Engineering Document Control Center (DCC)
• eProcurement system
• Business to Business system
• Current problems with the system
• Consequences of the problems
• Recommendations
• Resources

3
Ideal Procurement Flowchart(from engineerings
point of view)
Engineering Personnel Orders Item
Engineering Personnel is Notified That Item Has
Been Received (on time)
Engineering Personnel Puts Item into Service
4
Overview of Current Procurement System
5
The Web Job Order System

• Benefits of the Web Job Ordering System
• Any LBNL employee with a valid LDAP email address
  can initiate an order with just a web browser
• Many of the input fields have drop down menus to
  aid in completing the WJO
• If input is incorrect the WJO system will not
  accept it
• All specification, notes and attachments stay
  with the order to provide a central location for
  all order information
• Easy approval system using just an email account
  and a web browser

6
Overview of WJO System
Engineering Originator
WJO System
JO Distribution Only
On Site Request For Quote
Off Site Request For Quote
Commodity Procurement
On Site Job Order
Off Site Job Order
Sukhon Panomchan
Tom West
John Mehren
ePro System
Paper Distribution
Buyer
Buyer
7
Getting to the Web Job Order Login Page
Type engineering into the address field of any
browser
8
Engineering Division Home Page
Click on the A-Z Index link
9
Engineering A-Z Search Page
Click on the link to the W index page
10
Engineering A-Z Search, W Page
Click on the link to the Web Job Order System
11
Web Job Order Login
LBNL Employees LDAP (email) user name
LBNL Employees LDAP (email) password
WJO Redirection page
12
Start a New Web Job Order
Click on the New Job Order link to start
13
Initiating an Order
Fill out the Web Job Order Header page and SAVE
IT!
Required fields are marked with RED asterisk
14
Header Complete
After filling out the Web Job Order header page
and saving it the rest of the selection tabs
become available
15
Distribution List
People entered in the distribution list will
receive paper copies of the WJO attachments
(drawings etc.)
Click the Add to Distribution List button to
bring up the distribution list input pop-up box
16
Ordered Items
Click the Add Item button to bring up the item
input pop-up box
17
Ordered Items Pop-Up Box
Type a short description of the item being
ordered here (maximum of 40 characters)
Since PCard only accepts 40 characters in its
description field any further information needed
to provide a full description should be input
into this field
18
Ordered Items Pop-Up Box(Attachments)
Click on this Work Manager Users link and the
system will take you to the DCC to automatically
attach drawings, engineering notes, etc.
19
DCC Login Page(from Work Manager Link)
LBNL Employees LDAP (email) user name
LBNL Employees LDAP (email) password
20
Adding DCC Drawings
Type in the drawing number, the engineering note
number or the engineering specification number
and click Search for the DCC .pdf drawing
file
21
Adding DCC Drawings
Click the DCC .pdf link to attach the drawing
file to the Web Job Order
Copy the 3rd title line to the clipboard so it
can be pasted into the WJO in the next step
22
Adding DCC Drawings
DCC drawing .pdf link is attached to the Web Job
Order
Most recent Rev is filled in by DCC
Paste the third line data (copied into the
clipboard) into this field
23
Adding Notes
Use the Notes tab to add any information/instruc
tions not entered into the Item description
field
Click on the Add Note link to get the note
pop-up box
Send to ePro? check box migrates your note from
the WJO into the ePro system
24
Adding Attachments Scanned Drawings
For scanned drawings archived in the DCC (non
Work Manager) you can add a .tif extension to the
drawing number to create a link to the DCCs
scanned copy.
25
Adding Non Controlled AttachmentsLBL Master

• No system for directly attaching drawings in the
  LBL directory (ME10 files on the x drive) to a
  Web Job Order has been established with the DCC.
• You will have to create a .pdf file from a ME10
  drawing in the LBL directory and attach it to
  the WJO yourself.
• This is an issue that the Document Control Center
  is going to address.

26
Adding Non Controlled AttachmentsLBL Master
Type in the 3rd title line here
Click Browse and search for the .pdf file to
attach
The Send to ePro box should be checked to
migrate documents to ePro
27
Submit to Approver
After all information is input into the WJO click
on the Summit to Approver option in the blue
bar at the top of the page
28
After Submitting to Approver

• Wait for a notification email that the order has
  been approved or that it needs more information
• After approval, if the order has no special
  instructions and is not a fabrication, it is
  automatically submitted to the procurement ePro
  system
• If special instructions are necessary (or it is a
  fabrication) it is issued to John Merhen. He will
  fill out the ePro requisition manually, with the
  special instruction, and submit it to purchasing

29
Current Document Control System
Web Job Order System Attachments
Scanned Drawings
30
PeopleSoft eProcurement System

• The ePro system has replaced the aging Oracle
  procurement system and the LBNL Accounts Payable
  system
• ePro is a modern web based system that has been
  integrated with the LBNL Web Job Ordering System

31
Distributed Purchasing Unit PCard Orders
32
Checking on Orders
An order can be checked for buyers name and PO
number under the item tab after the order has
been entered into the ePro system
Click this icon to get full procurement
information
33
Checking on Orders
Full procurement buyer, status and PO information
is displayed in the View Item page
34
Business To Business System

• Business to Business agreements are available to
  Berkeley Lab personnel
• These eliminates the need to use the Web Job
  Order system
• Examples of vendors include
• McMaster-Carr, WW Graingers, Newark and MDC
• Each vendor has specific requirements for their
  B2B ordering
• Click the company web link available on the
  procurement web site for the details on how to
  order
• http//procurement.lbl.gov/system.htm

35
Problems
36
Problems with the Procurement System

• You must fill out the Header information before
  you can move to the next input tabs.
• You MUST SAVE the header page any time you edit
  it BEFORE you move to any of the other selection
  tabs or your edited header information will be
  lost.
• You are unable to attach more than one drawing to
  a WJO at a time and the 3rd line title must be
  entered by hand.
• Three data bases for the drawings. With
  different ways (or no way) to attach drawings.

37
Problems with the Procurement System

• No notification from the buyer that there will be
  a delay in receiving the order.
• If you cancel (or cancel and reissue) a Web Job
  Order after it has entered the ePro system the
  cancellation from the WJO does not propagate up
  the system to cancel the ePro order as well.
• If the WJO is cancelled the buyer is not
  automatically informed
• PCard does not feed back the buyers information
  to the WJO.

38
Problems with the Procurement System

• Lower limit for the unit cost is 0.51.
• The WJO system is being changed without alerting
  the users.
• Revised drawings must be reattached to the WJO.
• Approver must login to a new session for every
  order that needs approval even if a WJO session
  is currently open.

39
Problems with the Procurement System

• Sometimes approver must hunt for the order to
  approve after the email link takes him/her to the
  WJO login page
• Buyer misplaces or forgets to place the order
  with no feedback to engineering
• PCard description field limited to only first 40
  characters with the possibility of lost
  instructions (from the WJO)

40
Consequences

• Engineering division personnel spend large
  amounts of their time inputting data into the
  WJOs
• Engineering division personnel spend large
  amounts of their time following up on the status
  of their Purchase Orders
• Engineering division personnel are beta testing
  the WJO to ePro interface to find the bugs
• These consequences can negatively impact both a
  projects budget and schedule

41
Some Recommendations

• For time critical orders call your approver
  before submitting the WJO to alert them to look
  for it in their in box.
• Look at the WJO after your approval is granted
  to see who the buyer is for that order.
• Call the buyer and relay the importance of the
  order and ask if they would please notify you if
  there are any delays, problems or questions.
• Get as descriptive as you can (within the first
  40 characters) in the item Description box of
  the WJO.

42
Some Recommendations

• If a WJO is cancelled call the buyer and inform
  him/her that the order has been canceled.
• Create a dummy or drop out account number to
  allow the WJO to be filled out as much as
  possible before a project account number is known
• Use the Labs B2B procurement system whenever
  possible
• If you have problems with the Web Job Order
  system call John Mehren at ext. 5524

43
Final Note

• Engineering personnel can not commit the Lab to
  any purchasing!
• Only Procurement Department personnel are
  authorized to purchase on behalf of the Berkeley
  Lab

Cardinal Rule Of Procurement
44
Web Site Information

• Web Job Order
• https//isswprod.lbl.gov/wjo/Login.asp
• Web Job Order Tutorial
• http//isswprod.lbl.gov/wjo/general/wjoTutorial.p
  df
• Berkeley Lab B2B System Contracts
• http//procurement.lbl.gov/system.htm
• Procurement
• http//procurement.lbl.gov/proc.htm

45
Web Site Information

• Procurement Frequently Asked Questions (FAQ)
• http//procurement.lbl.gov/faq.htm
• Procurement Staff
• http//procurement.lbl.gov/staff.pdf

46
Contact Information

• Engineering Group
• Engineering Liaison (outside contracts) John
  Mehren x5524
• Engineering Inside Fabrication Tom
  West x5904
• Document Control Center Sukhon
  Panomchan x5016
• Document Control Center Dan Pulsifer x5640
• Questions about the WJO system John
  Mehren x5524
• Commercial and Fabrication Group
• Team Leader Susan Walker-Lam x6687
• Mechanical Fabs. Equipment Alan
  Campbell x4592
• Edward Anderson x4575
• Deanna Ashorobi x4583

47
Contact Information

• Distributed Purchasing Unit (DPU) Group
• Team Leader Sheri Freeman-Matterson x6743
• Advanced Light Source Antony Marquez x5148
• Engineering Lisa Cordova x5521
• Engineering Doug Morton x7920
• Web Job Order Maintenance
• Engineering Primary Contact John Mehren x5524
• Programmer Jeff Willer x8624
• Programmer Seni Sangujee x6660