Procure to Pay Project

Advisory Committee Meeting

February 23, 2018

Last Updated: February 19, 2018

 Agenda
 Procure to Pay Objectives
 Procure to Pay Transformation
 Change Management
 Technology Solution
 Schedule
 Early User Acceptance Test, User Acceptance Test
 Special Interest Groups
 Call to Action

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 Procure to Pay Objectives
 Transform the Procure to Pay business processes and the
organizations supporting these processes to enable more efficient
operations
 Simplify and enhance the Requisitioner and Approver experience
 Transition from a paper based transactional PO process to an
electronic contract level process
 View of total spend, enhanced analytical capabilities,
 Leverage total spend at a category level across all departments to
negotiate better pricing
 Improve key internal controls through electronic routing for
approvals
 Improve departmental budget management

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 PROCURE TO PAY TRANSFORMATION

Transforming from … PO Management to Contract Management

Transforming from … Transactional to Consultative
Transforming from … Tactical, one off to Strategic Thinking
Transforming from … Gut, Guestimate to Data, Analytics, Facts
Transforming from … Manual, paper based to Electronic and transparent

Procure to Pay = Efficient Operational Processes

Ever Better!
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Change Management
Plan
RESULTS

Status Zone Zone of Zone of

Quo of Disruption Adoption Innovation

Change is hard at
first, messy in the
middle, and gorgeous
at the end!
Robin Sharma
Reality
RESULTS

Status Zone Zone of Zone of

Quo of Disruption Adoption Innovation

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 Results
Status Zone Zone of Zone of
Quo of Disruption Adoption Innovation

Change Management
 Improved work processes involves change
 Changes to how we work
 Changes to how we think
 Changes to how we interact with suppliers, with customers, with each other

 Change requires:
 A different way of leading
 A different way of thinking
 A different way of working
 A different tool set
 A different skill set

Change Requires: Positive Attitude - Promotion - Support

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PROCURE TO PAY – NON CATALOGUE
HIGH LEVEL TECHNOLOGY STRUCTURE
Workday
Request Purchase Financial Purchasing Purchase 3 Way Payment
Purchase Requisition Approval Approval Order Match

Build Receipt of
Shopping Car Goods &
t Invoice

Suppliers

Phase 1: Automates existing Business Processes improving efficiency and

allowing some enhancements, improves data accessibility
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 PROCURE TO PAY WITH eMARKETPLACE
FOR CATALOGUE PURCHASES
Workday
Contract Request Purchase Financial Purchasing Purchase 3 Way Payment
Management Purchase Requisition Approval Approval Order Match

Receipt of
Goods &
Invoice

Purchase
Build Shopping Order
Cart Receipt of
Goods & Suppliers
Invoice
eMarketplace

Phase 2: Enables more Efficient Operational Processes, improved customer

experience and data accessibility
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 Procure to Pay A Level Plan Prepare
User
Acceptance
Test 1, 2
Pilots
1 and 2
Roll out 1
Roll out 2
Roll out3

Activity 2018 2019 2020

Preparation Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1
Purchasing readiness January - December
Accounts Payable Readiness January - December
Training Development February - October
Communications Planning and Creation Ongoing
Design, Develop, and Configure 2017 - Nov 2018
User Engagement Pilots
Testing, Pilots Rollout Planning Feb - May
First Go Live June 11 
Early User Acceptance Testing (EUAT) Activities Workday only June 11 - Aug 11 These are the Pilot Run dates, does not
User Acceptance Testing (UAT) Activities WKDY & Jaggaer Nov- Dec include preparation or assessment
Pilot 1 Feb- April
Pilot 2 May - July
Rollout 1 Aug - Sept
Rollout 2 Oct - Dec
Rollout 3 Dec- Jan

Procure to Pay Transformation two year schedule

 1st half 2018 Procurement and AP Readiness, IT Design and Configure, Training build
 First Go Live June 11, Early User Acceptance Test Workday only, Nov-Dec 2018
Workday/ Jagger Sandwich model
 June - Dec 2018, continued Procurement and AP readiness, Training, IT Design and
Configure Sandwich Model.
 2 Pilots Feb – July 2019
 Rollout in phases Aug – Dec 2019

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 Project Phases
 Early User Acceptance Test (EUAT)– Workday for
non-catalogued goods and services
 June – July 2018
 User Acceptance Test (UAT) Full Solution – Adds
eMarketplace (Jaggaer) for shopping cart build for
catalogue and non-catalogued items
 Amazon like experience
 November – December 2018
 2 Pilots February – March 2019, May – June 2019
 Phased Roll-out: August – December 2019
User Pilots Roll outs
Prepare Acceptance
Test 1, 2 1 and 2 1, 2, 3
Nov 2017-May 2018 June –Dec 2018 Feb –July 2019 August –Dec 2019
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Early User Acceptance Test (EUAT) and User Acceptance
Test (UAT)
Pilot Criteria Considerations
 High 312 req % of all activity  Size
 Low SOLO, PMM activity, F4  Cost Center level vs FAO level
 Consider number of Blanket Orders  Who volunteered
 Consider contracts: goods and services
 Goods vs Services

EUAT, UAT locations User Acceptance Test Schedule

 Simon School – Kerry Coniglio, Computing Phase 1 EUAT 6/11-8/11
CC11127-203  non catalogue only
 Physics and Astronomy – Jenny Oliver, Dave Phase 2 UAT Nov-Dec 2018
Munson (was on design team), CC11072  same locations as EUAT
 Clinical Labs  adds eMarketplace
 EIOH Eastman Institute of Oral Health - Clinical User Acceptance Test support
Dentistry CC 11481  Paper transactions only
 Pediatrics (i.e. Admin, General, OPD, Cardiology,  Training to coincide with schedule
Endocrinology, Infectious Disease);
 Ongoing support and monitoring,
 Otolaryngology – Administration OP137539,
 Formal assessment at 60 days
 Pain Management Sawgrass - Pulmonary
 After EUAT and UAT continues to use P2P
 UIT – Enterprise Applications, UR Tech Store,
 Testing solution, training and support
Inventory Account, CTS,(Lifecycle, Data, Voice)

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Special Interest Groups
Criteria for SIG membership
 Knowledgeable of procure to pay
 Forward thinking
 Advocates for change
 Willing to help drive transformation

Expectations of SIG members

 Attend and actively participate in Meeting
 Cadence 3-6 weeks
 Duration approximatley12 months
 Support requested:
 Advocate for Procure to Pay
 Bring information back to workgroups
 Gather feedback
 Share feedback with SIG Leaders

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Call to action

 Embrace Procure to Pay as an enabler to improved business

processes.
 Advocate Procure to Pay, Communicate benefits
 Share concerns with Procure to Pay Leads
 Feedback on SIG candidates
 Agreement on Pilot Locations and Communicate to them
 Confirm commitment with selected pilots
 Thank you to those who were not selected for the Early User Acceptance
Test (EUAT), will consider for a later date

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Questions?

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Back up:

• Communications
• Training
• Scope
• Solution Scope

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 Communications
Audience Objective Frequency

Executive Steering Status Monthly

Committee

Project Sponsors Status Weekly

Project Team Move Project forward Daily

Special Interest Feedback and advocacy 3-4 Weeks

Groups
General University Status, acceptance Significant
events
Financial Website & Status, Information, Training, Monthly
UR Procurement? Repository

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 Training
 Workday Jaggaer Solution
 Roll out based on implementation schedule
 On Demand training via links, videos, Tips and Tricks

 Additional training for support organizations as business

processes are transformed
 Procurement
 Accounts Payable

 Leadership and Development, Change Management

 Procurement and Accounts Payable
 Over 2 year period
 Organizational Changes

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 Project Scope

 In Scope – Companies/Divisions on Workday

 Reduce the use of 312 Requisitions (blue requisitions) by
requisitioning through Workday Procurement
 312 Requisitions for internal purchases? Still TBD
 eMarketPlace integration (Phase 2)
 Maintain McKesson inventory management system (Phase
2).
 Out of Scope
 URMC and SMH McKesson PMM replacement is not a part
of this project
 Highland Hospital
 Affiliates

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 Solution Scope
Business Process Phase 1 Phase 2
Supplier Contract Manual Process – Manual Process -
Development Attached in Workday Attached in Workday
Purchase Requisition Workday Workday
Build Shopping Cart Workday Jaggaer
Approval Workday Workday
Purchase Order Workday Workday
Goods Receipt Workday Workday
Invoice Receipt Workday Workday
Payment Workday Workday
Analytics Workday Workday/Jaggaer

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PROCURE TO PAY TRANSFORMATION

Procure to Pay - enabling

Business Transformation
from a technology
perspective and that isn’t
all…

Creating Better Operational Processes!

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