Transforming Georgia Tech’s Procure to Pay Process 24 Mar 2011

Transforming Georgia Tech’s Procure to Pay Process
24 Mar 2011
What is BuzzMart?
• Georgia Tech has launched the most advanced integrated
eBusiness system in the Georgia state offices and University
System of Georgia.
• BuzzMart is Georgia Tech’s new eBusiness system. The system is
available 24/7, internet accessible with electronic workflows and
processes reducing email, Post-it notes and paperwork.
• BuzzMart is more than an eProcurement system - it is an
eBusiness system. The Georgia Tech solution provides a single
point of access using SciQuest and PeopleSoft incorporating
eProcurement, eCatalogs, ePayables (including eInvoicing, eCheck
Requests, ePayment/ACH), eReceipt of goods & services,
electronic workflows and approvals all linked to the Georgia Tech
imaging system.
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Information - First month
• Operating information for the 1st four weeks since
campus rollout
• 1860 users trained and in the system
• Approximately 150 Training Classes were taught
• Move than 6000 venders have been updated and synced
• 3000 requisitions have been submitted
• More than 1100 invoices processed. 660 electronic
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Strategic Objectives
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Provide a single portal for Procure to Pay process
– Enhance user experience
– Support purchase, payment, eCheck requests, internal services
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Streamline electronic processes
– Utilize electronic approval routing
– Improve process efficiency and data access
– Increase order-to-payment visibility
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Shift the Procurement focus
– Transition from transaction-based model to more strategic approach
– Reduce PCard spend and supporting paperwork
– Leverage spend across Institute & create value/savings
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Implement state of the art technology
Key Benefits
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Improved Efficiency
₋ Internet based, 24/7 access
₋ “One Stop” shop
₋ Process visibility
• Real time processing
• On demand reporting/history
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Increased Access
₋ Student and affiliate access
₋ Electronic approval and workflow
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Cost Savings
₋ Reduced transactional costs
₋ Reduced maverick spend
₋ Increased contract compliance
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GT Project Implementation
• Hosted solution powered by SciQuest
• USG - 5 Schools live by Spring 2011
• Over 110 Colleges and Universities are SciQuest Customers
• University of Michigan
₋ • MIT
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California Institute of Technology
Virginia Tech
Emory
Harvard
University of Pittsburgh
Yale
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University of Chicago
University of Missouri System
University of Notre Dame
University of Pennsylvania
Penn State University
Johns Hopkins University
Our goal is not to catch up or follow,
but to get in front of our peers.
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GT Project Implementation
Collaborative Approach
Steering
Committee
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Housing
Electrical and
Computer Engineering
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Pilot
Groups
Business Services
Information Technology
Financial Services
Organizational Development
External Consultants
Cross-Section of Campus
Representatives
User
Group
Project Team
What’s Changing?
• Transition PO and Payables from PeopleSoft to BuzzMart
• Designated roles, electronic workflow & approvals
• Transition from PCard to BuzzMart for catalogs
• Catalog ordering process and expedited electronic approval
• Change from the DPO and PO decision process to catalog or
non-catalog PO managed by the system
• Receiving for orders $3,000 and over
• Electronic invoicing and match exceptions
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BuzzMart Roles
SPEND
AUTHORITY
REQUESTER
• Can shop for items
SHOPPER
• Finds items and
creates shopping
carts
• Uses forms to
procure non-catalog
items and services
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• Receives items
• Enters project and
accounting details
• Assigns Approvers
• Receives Items
• Reviews requisition
details
• Determines if items
are appropriate for
project
FINANCIAL
APPROVER
• Reviews requisition
details
• Determines if funds
are available for
purchase
Access to BuzzMart Roles
• Security and Access is determined by the Department
• Your Department must submit a role authorization form.
Once you have both an authorization and completed
training you will receive access within 4 days
• Check with your department to determine if your
authorization was submitted. If not complete the Access
Form found the Business Services website
– Get your Supervisor’s signature and fax the form to
Business Services
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Campus User Access
• Access BuzzMart from TechWorks
• Training Resources
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Home Page
Demo
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Catalog Suppliers
• Go Live: Top Vendors (based on volume of transactions)
• Post Go Live: Additional catalogs added on regular basis
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Agilent Technologies
Eurofins MWG Operon
Bio-Rad Laboratories
Qiagen, Inc.
CDWG
Sigma Aldrich
Dell Marketing
Southeast Link Services
DIGI KEY
Southeastern Paper Group
Fisher Scientific
Southern Computer Warehouse
Grainger, Inc.
Staples
HD Supply Facilities Maintenance
Thor Labs, Inc.
Hewlett Packard
Troxell
Lenovo
VWR International
Newark US
Zep Sales
Key Policies
• Segregation of duties: Requesters and Approvers are not allowed
to approve their own requisitions
• Catalog items <$3000 will not require Financial or Spend
Approvals
– Spend Authority will review <$3,000 catalog purchases during
month-end report or via PI Confirmation
• Non-Catalog items of any amount and all purchases and services
>$3,000 will require Financial and Spend Approvals
• Vendors on PO’s cannot be changed for invoice payments
– Requester must cancel the PO and resubmit with new vendor
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Key Policies
• All PO’s over $3,000 will require a BuzzMart Receipt
– Cost Receipt or Quantity Receipt
– PO’s less than $3K can be received in BuzzMart, but not required for
payment
• PO-related Invoices that do not match the PO will require
approvals to pay – 3 reasons for this match exception:
– Invoice states a different price
– Invoice states a different quantity
– Items need to be received in BuzzMart
• NIGP codes must be add on all Non-Catalog purchases to
designate the commodity
– Ex:
– Ex:
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90626-Electronics, Architectural Services
60071-Multi-function Office Machine
Key Policies
• BuzzMart Change Request form can only be submitted for Noncatalog/Non-contract on PO’s
– Journal Entry Transfers or Electronic Cost Transfers will be used for
all catalog orders that require accounting and/or funding changes
• Campus Users should encourage vendors they use for planned
purchases and services to complete a vendor profile form to
become an available BuzzMart vendor
• Pcard remains a viable tool to utilize when vendors are not hosted
in BuzzMart
• Individual departments may have unique requirements that
further elaborate these policies
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Segregation of Duties
Shopper
Requester
Spend Authority Approver
Financial Approver
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Role Based Training
• BuzzMart Training
– Role-based
• Roles assigned at Department/Unit Level
– Required for access and authorization (similar to PCard)
Role
Shopper
Requester
Financial
Approver
Spend Authority
Approver
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Classroom
Training
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On Demand
Web-based Training
OR
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OR
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Questions/Feedback
Thank you
for your support
Business Services: Your Strategic Services Partner!
Frans Barends
Sharon Jackson
Judy Whitfield
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894-5000
894-0348
894-9054