Transcript > - Virginia Tech

Project
Information Meeting
January 10, 2007
Current State of Business Processes
Approvals, purchasing, receiving and invoice processing are paperbased and manual. Effective, but slow and inefficient. Transaction
volumes growing and expected to continue to increase.
Internal campus service centers are paper-based. Significant
transaction volume.
No automated connection/capture for many of the above
transactions into Banner. Financial commitment information is
untimely.
State initiative for e-procurement (eVA). VT required to participate
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What is SciQuest?
Applying relatively new technology
Developer of materials management software:
Storeroom-to requisition-to-purchase-to-receipt –topayment enabled for full-cycle electronic automation.
Corporate market focus is on higher education/research.
Customers include Penn St, Cal Tech, RPI, Illinois, Penn., Notre
Dame, University of New Mexico
Corporate partner with SunGard Higher Education (Banner).
Software has been developed to fully integrate with
Banner.
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System Description
SciQuest software is hosted and integrated with Banner.
Requisitioning process will use Banner logins and IDs.
Electronic approval process will use Banner security.
Banner message broker will move data seamlessly between the two systems
Data will reside in Banner
Create a web-based marketplace with contract suppliers: HokieMart
Department-level on-line requisition creation for either purchase of internal services or
purchase from commercial vendor
System will route requisitions through an on-line approval process
System will deliver approved requisitions to internal service suppliers
System delivers completed orders to external suppliers
Goods or services electronically received in HokieMart
Implemented centralized receipt of invoices to enable future electronic payment
process
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What Benefits Do We Expect?
Reduced cycle time as result of electronic processing
Improved timeliness of financial commitment data
Improved business practice with front-end approval
process and electronic receiving
More efficient invoice receipt/processing
Increased purchasing delegation for HokieMart transactions
Cost savings as more transactions flow to contract HokieMart
suppliers
Increased throughput of completed orders to eVA data warehouse
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Enabled supplier list
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Apple
Daly Computers and periferals (MBE)
Dell
Fisher Scientific
Gateway
Grainger
OfficeMax
The Supply Room Companies (SBE)
Virginia Correctional Enterprises
VWR
Enabled suppliers
Hosted Catalog Suppliers
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Bio-Rad
Fisher Scientific
Sigma Aldrich
VWR
Applied Biosystems
Affymetrix
Suppliers in Process of being enabled
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CDW
Daycon
Ferguson
State Electric
Beckman Coulter
Enabled Colleges/Academic Departments
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Biochemistry
Chemistry
Civil and Environmental Engineering
College of Agriculture – Administration
College of Veterinary Medicine
Engineering Science and Mechanics
Educational Research and Outreach
Southern Piedmont AREC
Virginia Bioinformatics Institute
Enabled Administrative Departments
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Athletics
Business and Management Systems
Controller’s Office
Budget and Financial Planning
Facilities/Physical Plant
Information Technology
Internal Audit
Purchasing
Sponsored Programs
VP for Student Affairs
Residential and Dining Programs
Implementation Schedule
Jan: College of Business
College of Science
College of Liberal Arts and Human Sciences
Graduate School
Feb: College of Engineering
VP for Research (remaining units)
Mar: College of Agriculture
College of Natural Resources
VP for Outreach and International Affairs
Apr: College of Architecture and Urban Studies
Library
Network Infrastructure and Services
May: All other Centers and Institutes not previously enabled
June: Complete conversion. All FY 08 transactions to be
Completed in the HokieMart
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Challenges
Complete the training and adoption process for
campus business staff as rapidly as is feasible
Implementation of approval process that fits
departmental needs
Build-out of the HokieMart
Conversion of all internal business/service
center forms to integrated electronic format
Some restrictions on P-card use
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