Cause10 presentation on e procurement einvoice 11 9-10

ImplementationofeProcurement/eInvoicing at UNCCharlotte
A Case Study

Presenter
Bill Pace
UNC Charlotte
Manager – Business Systems
ITS/Enterprise Information Management
wpace3@uncc.edu
704-687-5461

Agenda
o Project Summary
o Phases Overview
o Integration Process
o Supporting Infrastructure
o Redesigning Processes
o Working with Vendors
o Training and Support
o Dealing with Upgrades
o Lessons Learned
o Housekeeping
o Q & A

Project Summary
o Initiative from UNC GA in Summer 2009
o Improve the Purchasing Power
o Purchase More Efficiently
o Replace Functionality in Banner Purchasing and AP
o Reengineer Processes
o Implement eProcurement, then eInvoice
o Phased Roll-Out

Phases Overview
SciQuest Selected Summer 2009
Project Kick-Off Nov 2009
Sungard Integration Software Dec 2009
Order Equipment Dec 2009
Install/Configure eProcurement Test Feb 2010
Design Workflows/Reengineer
eProc Processes Feb – June
2010
Install/Configure eInvoice Jun 2010
eProcurement Go-Live Jul – Dec 2010
Design Workflows/Reengineer eInvoice Processes
Aug – Oct 2010
eInvoice Go-Live Jan 2011

Integration Process
o Flow of Information
 SciQuest to Banner
 Banner to SciQuest
o Types of Information
 Vendor
 FOAP (accounting structure)
o Special Integration
 Parent-Child (Fund/Organization/Program)
 Login Authorization (Authorized Funds, profile info)

Supporting Infrastructure
o Three SciQuest Sites
 Test
 Prod
 Training (no integration)
o Test and Prod Separate Database Instances
o Integration Software Between SciQuest and Banner
o Processes to Provide Special Integration and Login
Authentication/Authorization
o SciQuest Provides Catalog Support and Invoicing

Supporting Infrastructure -
eProcurement
DMZ FW
FW
eProcurement
Repository
Refresh
ODS Stage UserInfo
LoginXML
Process
AD
FW
DMZ FW
SciQuest
Banner Production
eProcurement
Repository
Refresh
ODS Stage User Info
eProcurement
User
LoginXML
Process
AD
FW
Virtual Server
Linux Red Hat 4.0
JDK 1.5
Tomcat
Intel P4 1.8GHZ
Disk 30GB
Memory 4GB

Supporting Infrastructure -
Invoice

Redesigning Purchasing
Process
o Chose to NOT Implement Existing Manual Processes
o Engaged Consultant to Assist in Redesign
o Developed Purchase Work Flows Based on Redesign
o Work Flow Fits Most Purchasing Scenarios
 Replaces Phone Calls and Emails
 Allows for Notifications, Reviews, and Approvals
Electronically
 Special Forms for:
• EH&S
• Live Animals
• Services

Redesigned Purchasing
Process
Shopper Fills Cart
and Assigns to
Requestor
Requestor
applies
FOAPAL codes
Requisition
Created
Step 1: Assign Cart Step 2: Create PR
Is Fund a Designated
Departmental Exception
Fund?
Approve
Yes
Fund Z -
ApproverFund Y -
Approver
Fund X -
Approver
Step 4: “Exception” Fund Approval
Step 9: Grant Approval
Is a Grant
purchase
containing
commodity
>$5000 or
services > $0?
Yes
Is Purchase <=
$2,500?
Financial Approver
Level 2
Yes Approve
Is Purchase <=
$5,000?
Financial Approver
Level 3
Yes
Approve
No
Is Purchase <=
$25,000?
Financial Approver
Level 4
Yes
Approve
Is Purchase over
$25,000?
Financial Approver
Level 5
Yes
Approve
NoNo
Step 3: Org Financial Approval
Purchase Order
Created
User Step
System Step
Manual
Approval
Step
KEY
Non Catalog PR with
Contracted Supplier
> $2,500?
Step 12: Purchasing Buyer Review
Yes
Buyer Review
Is Purchase <=
$500?
Financial Approver
Level 1
Yes
No No
Approve
No
Step 8: PC Purchase Approval
Is a non-catalog
PC Purchase?
Yes
ITS Approver
Office of
Sponsored
Programs
Is a Service PR?
Yes
No
Approve
No
Approve
No
Approve
Buyer Review
Step 13: Tax Department
Is a Service
Requisition w/
Non-US Citizen
or OOS Vendor?
Yes
Tax Manager
Approver
Approve
From
Step 5
Step 10: Special Funds Approval
Is a Foundation or
other Special
Fund and
Account?
Yes
Financial
Services
Approver
Approve
Step 11: Fixed Assets Account Code Review
Any line item >=
$5,000 or
Capital
Account?
Yes
Fixed Assets
Reviewer
Approve
From
Step 11
Step 15: 49ER Mart PO Create
Step 5: 2nd
Level Budget Approval
Is Budget
Freeze in
Effect?
Yes
Budget
Approver
Approve
Go To
Step 6
No
Step 14: Accounts Payable Approval
Is a Food
Account?
Yes
Accounts
Payable
Approver
Approve
Go To
Step 12
Product of
Interest?
EH&S
Approver
Step 7: EH&S Approval
Radioactive
Notification
to EH&S
Hazardous Approve
eProcurement Requisition Approval Workflow
Step 6: Live Animal Approval
Is a Live Animal
Purchase?
Yes
Vivarium
Approver
Approve

Steps in Purchasing Process
o Assign Cart
o Create PR
o Org Financial Approval
o Exception Fund Approval
o 2nd Level Financial Approval
o Live Animal Approval
o EH & S Approval
o PC Purchase Approval
o Grant Approval
o Special Fund Approval
o Fixed Asset Account Code Review
o Purchasing Buyer Review
o Tax Department Review
o Accounts Payable Review
o 49er Mart PO Creation

Steps in Invoicing Process
o User Receives Goods or Service
o Vendor Sends Invoice
o AP Reviews
o 49er Mart Matching
 Invoice Received
• Electronic
• Paper (Flip PO)
• Email Reminder to Receive Goods/Services
 Sales Tax Review
 Auto Matching during grace period (exceptions for review)
• Shipping charges
• Quantity
• Line Item (Lesser of 10% or $50)
• 3-Way
o OK to Pay – Send to Banner

Working with Vendors
o SciQuest and Sungard Support is Off-Site
o Partnership Relationship
o Different Approaches to Implementation
 SciQuest
• Standard 26-week schedule broken into 2-week sprints
• Series of Web-Based Work Sessions
• What Do You Want?
• Demos and Prototypes
• Documentation
 Sungard
• Must schedule remote installation via Webex
• Highly leveraged support staff
• Integration in a Box
• Documentation

Training and Support
o Design Training Materials
 Classroom
 Video
o Material Structured by Role
• Shopper
• Requestor
• Approver
• AP
o System Administrator

Dealing with Upgrades
o Dependencies Between Banner and SciQuest
o Sungard
 Currently Finance 8.3
 Testing Finance 8.4
o SciQuest
 Currently 10.3
o YOU manage Banner Upgrades
o SciQuest Upgrades 3 times/year
 Published schedule
 3-4 week window
o During project, managed 3 SciQuest upgrades, 2 Banner
upgrades, new data center, introduction of Linux servers,
virtualization

Lessons Learned
o Team Make-Up is Critical
o Process Improvement Rather than Implementation
o Talk to Other Institutions
o Coordination, Coordination, Coordination…
o Know Your Decision Makers
o Sophistication Requires Careful Analysis and Process Know-How
o Full-Time Project Manager and Project Board
o Involve Users Early and Often

Lessons Learned (continued)
o Use Your Own Methodology – create own Workplan
o Treat this as a Business AND Technology Project
o Exploit the Features of SciQuest (ADW, LoginXML)
o Leverage Banner for Authorization
o Much thought into Sponsorship and Marketing
o No Big Bang
o Create Your Own Brand
o Start early on Data Mapping, Workflow Design, Testing
o Consider Impact on Training and HelpDesk Resources

Housekeeping
o Verify that the Units of Measure between SciQuest and Banner agree
(HigherMarkets-UnitOfMeasureModification and Banner-UnitOfMeasureModification)
o Follow instructions provided by Sungard when cloning Banner
instances (Stop Integration Services during clone)
o Provide for the resynching of data after a clone
o Back-up the Integration Servers
o Stop and Start the Integration Services periodically
o Purge the log files (LDILOG) periodically
o Monitor the Integration Console and learn its functions
o Minimize the level of logging in the Console for production
o Provide monitoring of server and services (GroundWorks)
o Late-breaking news
 Provision all faculty and staff as requestors
 Plan for migration of Authentication/Authorization from LoginXML to
Shibboleth

Screenshot
#######################################################################
# OPENEAI Log category
log4j.logger.org.openeai=WARN > BannerP2PConsumer component
log4j.logger.openeaiObjType=INFO
#######################################################################
#######################################################################
# Application Specific Loggers
log4j.logger.Banner=WARN > BannerAQGateway component
log4j.logger.EnterpriseLoggingService=WARN > EnterpriseLoggingService component
log4j.logger.EnterpriseTransRouter=WARN > EnterpriseTransRouter component
This routes the messages between Higher markets and Banner and vice versa
log4j.logger.ErrorManager=WARN > ErrorManager component
log4j.logger.HigherMarkets=WARN > SciQuestRelayConsumer component
log4j.logger.SciQuestRelayProducer=WARN > SciQuestRelayProducer component
#######################################################################
• Logging options in Console (Debug, Info, Warn, Error, Fatal)

Sample of LoginXML Post
<?xml version="1.0" encoding="UTF-8"?>
<!DOCTYPE LoginRequest SYSTEM "https://usertest.sciquest.com/app_docs/dtd/loginxml/Login.dtd">
<LoginRequest version="1.0">
<Header>
<MessageId>1</MessageId>
<Timestamp>2007-03-30T09:16:03</Timestamp>
<Authentication>
<Identity>XXXXX</Identity>
<SharedSecret>XXXXXX</SharedSecret>
</Authentication>
</Header>
<UserProfile username="wpace3">
<FirstName>Bill</FirstName>
<LastName>Pace</LastName>
<Email>wpace3@uncc.edu</Email>
<Phone>7046875461</Phone>
<Department> Enterprise Information Mgmt</Department>
<CustomFields>
<CustomFieldValueSet name="Fund">
<CustomFieldValue>
<Value>102210</Value>
<Description>Fund 102210 desc</Description>
</CustomFieldValue>
<CustomFieldValue>
<Value>102211</Value>
<Description>Fund 102210 desc</Description>
</CustomFieldValue>
</CustomFieldValueSet>
</CustomFields>
</UserProfile>
</LoginRequest>

Sample of Parent-Child Post
<?xml version="1.0" encoding="UTF-8" ?>
<!DOCTYPE CFBudget (View Source for full doctype...)>
<CFBudget version="7.3">
<Header>
<MessageId>2110-04-29 0000002</MessageId>
<Timestamp>2110-04-29 02:01</Timestamp>
<Authentication>
<Identity>XXXXXXXX</Identity>
<SharedSecret>99999999</SharedSecret>
</Authentication>
</Header>
<CFRelationship>
<Relationship childcfname="Organization" parentcfname="Fund">
<ParentCustomFieldValueRef value="101700">
<ChildCustomFieldValueSet action="delete">
<ChildCustomFieldValueRef value="12600" />
</ChildCustomFieldValueSet>
</ParentCustomFieldValueRef>
</Relationship>
<ChildCustomFieldValueSet action="add">
</Relationship>
</Relationship>

Sample of Parent-Child Post
(cont)
<Relationship childcfname="Program" parentcfname="Fund">
<ChildCustomFieldValueSet action="delete">
</Relationship>
</Relationship>
</Relationship>
</CFRelationship>
</CFBudget>

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Cause10 presentation on e procurement einvoice 11 9-10

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