Transcript (PPT, Unknown) - Source to Settlement PeopleSoft User

BOISE CASCADE
USING WORKFLOW
SUPPLIER RELATIONSHIP MANAGEMENT
PRODUCT USER GROUP CONFERENCE
APRIL 4, 2006
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Presenters
 Mark Kirkland, Corporate Procurement
 Marci Struzinski, Corporate Shared Accounting Services
 Dave Howard, Corporate Systems Development
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Topics Covered
 Boise Cascade Company Information
 Use of Delivered Work Flow
 Use of Customized Work Flow
 Strategies and Implementation of Work Flow
 Questions and Answer Session
3
Boise Cascade Company Background
 Company Headquarters in Boise, Idaho
 10,000+ Employees
 Operations
 Domestically throughout the United States
 Internationally in the United Kingdom, Brazil, and Canada
 Four Major Divisions
 Building Materials Distribution (29 Distribution Centers)
 Paper Manufacturing (4 Paper Mills)
 Timber and Wood Products (21 LVL, Plywood, Lumber, & Veneer Plants)
 Packaging and News Print (1 Paper Mill, 5 Packaging Plants)
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2005 Sales by Business -- $ Millions
Building Material
Distribution
3,052
1,294
Wood Products
Paper
Packaging &
Newsprint
1,418
732
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Versions of PeopleSoft
Began Converting to PeopleSoft Version 5.1 in 1996
Upgraded to Version 7.5 in November 1999
Added eProcurement 8.0 in 2002
Upgraded to 8.8 on November 28, 2005
Currently on PeopleSoft 8.8 - SP 1 - MP 2
Preparing to ‘Get Current’ through Maintenance Pack 5
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2005 Finance and Purchasing Statistics
 ~ 2,400 Purchasing and Finance Users
 20 Purchasing Business Units
 26 Inventory Business Units
 179 AP Business Units
 238 General Ledger Business Units
 ~ 280,000 Item Ids
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2005 Finance and Purchasing Statistics
 293,688 Journals
 1,447,625 Vouchers
 328,794 Payments
 1473 Pay Cycles
 107,880 Purchase Orders
 68,546 Requisitions
 191,737 Receipts
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Modules In Use
Purchasing
Billing
Inventory
Contracts
Accounts Payable
eProcurement
Accounts Receivable
Human Resources
Asset Management
Project Costing
General Ledger
Benefits Administration
Payroll
ePay
Budget
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Integrated Systems
 Maximo 4.1 and Maximo 5.2
 Maximo is a maintenance planning application used by
 some Business Units
 Requisitions that are written in Maximo and ‘Replicated’
 into PeopleSoft
 PeopleSoft and Maximo also share the following:
 Purchase Orders
 Receipts
 Vouchers
 Item IDs and Descriptions
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Three Types of Work Flow
 Delivered Work Flow for Requisition Approvals
 Customized Work Flow for Receipt Notification
 Customized Work Flow for Entering Two-Way Vouchers
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Delivered Work Flow for Requisitions
 Requisitions that are written in eProcurement
 go through an Approval Process
 Approval Process Varies depending on the Business Unit
 Self Approvals
 Yes/No Approvals
 Monetary Value Based Approvals
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Yes/No Approvals
 Static Approval Process Definition
 All Requisitions Require Supervisor Approval
 If a User is allowed to Self Approve Requisitions,
the User is their own Supervisor
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Title
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• TEXT BOX
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• TEXT BOX
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• TEXT BOX
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Title
• TEXT BOX
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Monetary Based Approvals
 Each Business Unit has Specific Levels of Approval
 One Business Unit has Seven Levels
 A Dynamic Setup is Used
 Every User in the Business Unit has a Supervisor
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Example of Approval Levels
Level
Level
Level
Level
Level
Level
Level
Level
0 – Any Requisition Written Requires Approval
1 – Self Approval up to $1,000
2– Self Approval up to $5,000
3 – Self Approval up to $10,000
4 – Self Approval up to $20,000
5 – Self Approval up to $25,000
6 – Self Approval up to $100,000
7 – Unlimited Self Approval
Make sure every user has a Supervisor, and every Supervisor
ultimately leads to a Level 7 Approver.
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Title
• TEXT BOX
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Title
• TEXT BOX
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Adding Approvers and Reviewers
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Title
• TEXT BOX
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Receipt Work Flow Notification
 Customized Work Flow
 Alerts a Requestor when Material is Received
 PeopleCode in place to exclude Inventory Items
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Email for Receipt Notification
From: [email protected] [mailto:[email protected]]
Sent: Monday, March 27, 2006 8:54 AM
To: Herbert, Diana
Subject: Notification: Receipt for Requisition
A receipt has been processed for your Requisition
4005/0000022149, PO 4005/ 0000100518, PO Line 1 Ship
Seq Number 1 Distribution Line 1. The item, STUFF FOR
APPROVAL, for a quantity of 2000 is available for pick-up at
the warehouse/stores location unless other arrangements
have been made for delivery to LENA STORE.
Receiver ID: 4005/0000158130
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Prior to ‘Two Way’ Email Creation
Vouchers entered against ‘Two Way’ POs were
placed on hold
Voucher faxed to requestor/buyer for approval
Requestor/ buyer notifies AP if voucher is ‘ok to
pay’ or if voucher is ‘not ok to pay’
AP monitors via query all vouchers ‘pending
approval’ and follows up with requestor/buyer
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Two Way Notification for Vouchers
 Customized Work Flow
 Notifies a Requestor or Buyer via Email when a
Voucher has been entered against a ‘Two-Way’ PO
 Negative approval
 Public Folders Copied and Emails Stored
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Two Way Email Scenarios
 Online Requisition
 Non-Requisition PO - Data in PO Ref field
 Non-Requisition PO - No Requestor Identified
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Email for Online Requisition
Invoice Number: 27717833-001
Voucher Number: 2006/00386064
Vendor: RENTAL SERVICE CORP
Invoice Total: $1460
Freight Total: $0
Invoice Due Date: 2006-03-13
Buyer: Cook,Larry
Requestor: Charlie Bordelon
Requisition Number: 2006/152164
PO Ref Field: Online Src From Req 152164
Notification To:[email protected]
PO Number: 2006 / 0000106203
PO Line Number: 1
Line Description: RENTAL, CRANE, 8-TON CARRYDECK
Amount Vouchered on PO Line: $895
PO Line Total: $895
Dollar Amount Matched to PO Line: $0
Project ID:
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Email for Non-Requisition POs – PO Ref Field
Invoice Number: 47617
Voucher Number: 2002/00038044
Vendor: GRAYS HARBOR PAPER LP
Invoice Total: $20897.28
Freight Total: $0
Invoice Due Date: 2006-04-04
Buyer: Medley,Sue
Requestor:
Requisition Number: /
PO Ref Field: sa-32106
PO Number: 2002 / 26419
PO Line Number: 1
Line Description: 60.5 X 58 - 20# - 55112 - MAXB
Amount Vouchered on PO Line: $20897.28
PO Line Total: $769003.2
Dollar Amount Matched to PO Line: $0
Project ID:
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Email for Non-Requisition POs – No Requestor Identified
Invoice Number: 5383
Voucher Number: 6003/00051586
Vendor: DANS FORKLIFT SERVICE & REPAIR
Invoice Total: $101.15
Freight Total: $0
Invoice Due Date: 2006-03-11
Buyer: Garcia,Mark
Requestor:
Requisition Number: /
PO Ref Field:
Delivered Email Notification To: [email protected]
PO Number: 6003 / 0000006938
PO Line Number: 2
Line Description: Ser#A3EC340846 #4 Parts- Switc
Amount Vouchered on PO Line: $41.15
PO Line Total: $41.15
Dollar Amount Matched to PO Line: $0
Project ID:
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Two Way Email Issues
 Security Set Up
 Notifications created as a ‘Post’ from
[email protected]
 Manual Forwarding of Notifications (Offline
Requisition - Data in PO Ref)
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History
 We had a directive to stay vanilla, but
customizations became necessary for numerous
reasons.
 Resource constraints.
 We re-implemented workflow in 7.5.
 We used eProcurement rules-based workflow.
 We re-implemented in version 8.8.
 We shifted our security model over time.
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Current situation
 We have had issues with each workflow process
that we implement.
 We have ongoing issues.
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Going Forward
 We now have several pieces of documentation
related to implementing the delivered AWE: a
lengthy red paper, a step-by-step document and a
summary example.
 We have trained more developers to handle
workflow.
 We have many additional requests for workflowtype applications and these will be addressed in
future months.
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Considerations
 Set up can be considerable.
 Maintenance is required.
 Be sure to allow for exceptions.
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Boise-specific Issues
 Upgrade from 7.5 to 8.8 introduced problems.
 Merging eProcurement and mainstream
purchasing was a goal.
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Workflow Design
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Workflow Design
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Workflow Design
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Workflow Design
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Questions and Answer Session
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