eProcurement Extension Matrix

Successfully Implemented in February 2013 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

Supplier Enablement Enabling Suppliers onto the Ariba network
  • This will allow us to transact with the suppliers electronically, both PO’s and invoices. This is a yearlong endeavor and started in December 2013
 

In Process

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-Fall

2013

Receiving Provide a closed loop system for purchasing transactions allowing users more control and visibility
  • Optional and mandatory depending on department and what is being purchased
  • e.g., mandatory for capital equip (06) purchases
  • Currently no receiving in PAS or eProcurement

Fall

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
  • Sub-Contracts will also come under review here

e.g., term supply contracts that can’t go into an eProcurement catalog

  • PAS: orders over the direct buy limit
  • ProCard

Fall-Winter

2013

Contract Management A Contract Repository that will be used to author and store contracts. It will feed directly into Contract Compliance.
  • Master Contracts
  • Service Contracts
  • One-off contracts
  • CMS is current internal system

Fall-Winter

2013

Open PO Balance (formerly Encumbrances) Budget / Forecast check PAS / FAS transactions Currently reviewing open balance reporting functionality as replacement for PAS / FAS Encumbrances

Fall-Winter

2013

Non-Catalog Exceptions to the Direct Buy Limit Allows more control and visibility into ‘exceptions’ orders. Typically ‘exceptions’ orders are not available through an eProcurement catalog
  • Exceptions to the direct buy limit. e.g., animal related products, radioactive materials

NOTE: Orders may route to EH&S or Animal Control for their approval

  • PAS

Winter 2013

to

Spring 2014

Non-Catalog Ordering over Direct Buy Allows users to create / submit an order for products that are not available through eProcurement Catalogs
  • Products that are not available through eProcurement Catalogs.
  • Sole source workflow and purchases
  • PAS

Winter 2013

to

Spring 2014

eReimbursements to Individuals UW employee reimbursements and automatic deposit

UW employee reimbursements on

  • check requests
  • petty cash
  • revolving fund accounts.
  • Manual Check Request process

LIVE

Implemented February 2012

Non-P.O. Invoice Allows users to pay suppliers directly when a PO or Pro-card couldn’t be given to Supplier
  • Small dollar orders where PO or ProCard wasn’t given to supplier. e.g., magazine subscriptions, etc.
  • PAS: orders < direct buy limit
  • ProCard

LIVE

Implemented February 2012

Non-Catalog Ordering Under Direct Buy Allows users to create / submit  an order for products that are not available through eProcurement Catalogs
  • Products that are not available through eProcurement Catalogs
  • PAS: orders over the direct buy limit
  • ProCard

LIVE

Implemented Spring 2013

Sourcing Automates and streamlines the sourcing process.
  • RFP (Request for Proposal)
  • RFI (Request for Information)
  • Reverse Auctions
  • Manual
  • Paper driven process

LIVE

Soft Rollout in Process

 

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