Transcript Automating E-Procurement and Payment to Maximize Savings …and Increase Productivity What is E-Procurement?  Electronic procurement is the purchase of supplies and services via.

Automating E-Procurement and Payment
to Maximize Savings
…and Increase Productivity
What is E-Procurement?
 Electronic procurement is the purchase of
supplies and services via the internet.
 Transactions are completed electronically
to maximize savings and increase
productivity.
Partnership With IUC
 Former Chancellor, Eric Fingerhut
 Challenged us to collaborate with state-
wide colleagues
 To partner on initiatives such as
procurement
 To drive down costs associated with
providing a quality higher education
 Institutions partnering with SciQuest:
Ohio University, Bowling Green State University
Miami University, Shawnee State University, Wright State University,
Kent State University, Youngstown State University
Why BobcatBUY?
 Overall GOALS FOR Ohio University
 Negotiate discounts for OHIO
 Channel more spend to contracted suppliers to
allow better leverage on price and terms
 Institutional and State-Wide savings with better
direct spending
 Reduce PCard Usage
 Shift from PCard and Direct Payment to Purchase
Order
 Reduce Risk
BobcatBUY Focus Groups
 The Project Team requested input from University
departments by including them in Focus Groups.
 Focus Groups met three times with Sciquest consultants
and Project Team to review the system.
 Focus Groups suggested enhancements that were
configured and implemented in BobcatBUY.
 WHAT YOU SEE TODAY IS A RESULT OF THOUGHTFUL
INPUT FROM YOUR PEERS.
Preferred Suppliers
Includes links to OHIO service web sites
Catalogs - Hosted and Punchout
 Hosted Catalog Is an online
version of the supplier's
items included in OHIO’s
contract.
 A Punchout Catalog Is an
external link from within
BobcatBUY to the supplier's
web page created
specifically for OHIO.
I can find items
easily in the new
BobcatBUY system.
I love shopping for
my department
now!!
Forms -Non-Catalog and Related
 A Non-Catalog Form or other form should be
entered when a shopper cannot find the item
from a hosted or punch-out catalog or the
purchase is something that cannot be
procured through an existing catalog.
Embrace the Form
Add only one type of form to a shopping cart . You may add multiple forms to the
same supplier in one shopping cart to represent different line items .
 Request To Add New Supplier
 Purchase Order Revision Form
 Direct Payment
 IMPORTANT: Only one Invoice may be attached to
each Direct Payment Form at this time.
 Blanket Order
 Service Agreement Purchase Order
 Sub-Contract Agreement Purchase Order
BobcatBUY Features
 Three end-user roles:
 Shopper
 Requester
 Approver
 Approver Workflow:
 Once the shopping cart is complete, the shopper will assign
the shopping cart to the requester for review.
 The requester submits the cart to the departmental account
approver.
 The approver reviews the order and submits it electronically.
 Additional Workflow may apply for invoicing
 Workflow now BEFORE THE PURCHASE. Plan ahead.
Supplier Maintenance
 IRS requires current W9 or Substitute W9 (Our Payment
Compliance Form – PCF) on file.
 Oracle contains nearly 90,000 suppliers currently, many
with outdated PCFs. We are taking this opportunity to
bring Supplier Database into compliance.
 OHIO is also reducing suppliers overall for better
supplier management and negotiation ability.
 Please allow time for your PCF to be processed through
your department and Finance. Plan ahead. The
approvals now come before the purchase, not after.
The Entire Workflow Process
 A shopping cart is submitted and approved
 A purchase order is created and sent to the supplier
 The purchase order information is sent to Oracle
 The item/service is received and may require the end
user to verify they received the goods/services
 The invoice is entered by Finance staff
 Notification is sent to Oracle to verify it is okay to pay
the supplier
What is different about this?
 We have historically bought first and asked questions
later and many policies, ORC and related codes, and Risk
Management considerations have not been addressed.
 You may be asked to attach information such as supplier
insurance, Bureau of Worker's Comp (in limited
situations), or perhaps the existing contract to your
requisition.
 Reducing risk and remaining in compliance is critical.
Please plan ahead.
 Ohio University Payment Terms are net 30 days from the
date of invoice. Not new- being enforced.
BobcatBUY – Other Information
 Supported Browser & Operating System
information for both computers and mobile
devices is linked to the Purchasing website.
 Verify that your internet browser is set to
“always allow pop-ups from this site”.
 The system will automatically logoff after 20
minutes of inactivity. This is for security
purposes and has been suggested by OIT
Office of Security.
BobcatBUY – PCard & Concur Updates
 PCard, in the interim, will still be used for travel
and other infrequent purchases.
 Modifications to the PCard and Travel Programs
may include significant reduction in cards longer
term and the use of personal cards or Individual
Liability University issued cards for travel.
 Concur will continue be used as the travel
reconciliation program.
 Process for Reimbursement to Employees will
remain as it is currently . BobcatBUY is to be used
for suppliers of goods and services.
BobcatBUY Training Documents
 http://www.ohio.edu/finance/purchasing/bbtraining.cfm
Need Assistance:
Call: 597-6446
Email: [email protected]
Agenda
 User Profile (we will add some defaults to our profile)
 Shopping & Cart (shop & edit our shopping cart )
 Break – 5 minutes
 Cart & Assign (review the cart & assign it to the requester)
 Receiving & Service Invoice Workflow Demos
 Break (@ about 2.5 hrs..Shoppers may leave)
 Requester (review the cart & submit the requisition for approval)
 Approver (the dept account approver will approve the requisition)
Project Team
 Laura Nowicki, Director of Procurement Services
 Melanie Glassmire, Assistant Director E-Business
Solutions
 Regina Rider, OIT Academic Technologies
 Jewell Barlow, OIT Academic Technologies
Training Class:
 Please follow the trainer in each task
performed on the BobcatBUY System.
 If you get behind please get help from one of
the other trainers in the room.
 We need everyone to be on the same screen
in order to complete the cart processing.
Training Class:
 Class Reminders:
 Please silence cell phones.
 Please step outside if you need to
make a call.
 Class Introductions:
 Your Name and Department