eProcurement Extension Matrix

The Procure to Pay Initiative (eProcurement Extension Projects) changes business processes with system solutions that enhance purchasing processes in a significant way. This matrix links each project with the type of transaction it is to be used for, and the old processes it will replace.

eProcurement Extension Projects Matrix
eProcurement Module	Purpose & Impact	Types of Transactions	Purchasing or Payment Method Being Replaced	Launch Date
Non-Catalog Ordering Under Direct Buy	Allow users to create a Non-Catalog order within eProcurement when a supplier requires a PO.	Orders for suppliers that don’t have eProcurement catalogs NOTE: Orders >$10,000 will route to a Buyer	PAS: orders over the direct buy limit ProCard	Winter 2013
Receiving	Turning on receiving for all 06 object codes and 10 object codes (CPO) at specific dollar limits. Looking into turning on receiving for specific org codes.	Currently it will be for all equipment orders, but it may change to all orders within a specific organization (this is to be determined)	Currently no receiving I PAS or eProcurement	Winter 2013
Supplier Enablement	Work with Ariba to enable UW supplier on the Ariba Network.	This will allow us to transact with the suppliers electronically, both PO’s and invoices. This is a yearlong endeavor and will start in December		Winter 2013
Contract Compliance	Contract Compliance will be used for the more complex purchases that don’t lend themselves to the typical catalog order.	Service agreements Maintenance contracts Larger orders that have milestones Standing orders Open orders Term supply contracts that can’t go into an eProcurement catalog	PAS: orders over the direct buy limit ProCard	Spring 2013
Contract Management	Contract Management will be used to author and store our contract. It will feed directly into Contract Compliance.	Master Contracts Service Contracts One-off contracts	CMS is our current internal system	Spring 2013
Sourcing System	Automate and streamline our sourcing process.	RFP (Request for Proposal) RFI (Request for Information) Reverse Auctions	Manual Strategic Sourcing activities	Spring 2013
Non-Catalog Exceptions	Allow users to create a Non-Catalog order within eProcurement when a supplier requires a PO.	Orders for suppliers that don’t have eProcurement catalogs and are on the exception list (radio actives, animal type purchase, etc.) NOTE: Orders may route to EH&S or Animal Control for their approval	PAS	Spring 2013
Encumbrances	Allow users to encumber funds within the eProcurement modules.	We are setting up a lean project that will work on identifying the need for encumbrances. Part of the goal is to decide the type of items we will be encumbering	PAS FAS	Summer 2013
Payment to Individuals	Campus users can enter a payment request to a non-UW individual for a service that has been provided.	Honorarium Royalty Prize/Award Participation Scholarship Service	Check Requests	Summer 2013
Non-Catalog Ordering over Direct Buy	Allow users to create a Non-Catalog order within eProcurement when a supplier requires a PO.	Orders for suppliers that don’t have eProcurement catalogs NOTE: Orders will route to a Buyer	PAS	Fall 2013
eReimbursements to Individuals	eReimbursements for UW employees will replace UW reimbursements on check requests, petty cash and revolving fund accounts. However, it will not completely do away with these methods of payment.	Check Requests Petty Cash Revolving Fund Accounts	Manual Check Request process	Successfully Implemented in February 2012
Non-P.O. Invoice	Allow users to pay suppliers when a Purchase Order is not necessary.	Subscriptions Membership Fees Invoice payments <$10,000 for suppliers not requiring a PO	PAS: orders under the direct buy limit ProCard	Successfully Implemented in February 2012

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