Business Service Center Directors Meeting SciQuest eProcurement: Presentation

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Business Service Center Directors
MeetingSciQuest eProcurement Presentation
Discussion

• June 6, 2006

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Discussion Topics

• General Overview of SciQuest
• Benefits
• SciQuest Order Process
• Training and Support
• Administration
• SciQuest and Pcard
• Summary
• QA

Office for Purchasing Services BSC Meeting June
6, 2006
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General Overview of SciQuest

• A best practice in supply management is
  deployment of eProcurement systems to replace
  mainframe systems and manual processes.
• eProcurement encourages rationalization of the
  supply base, savings through preferred supplier
  programs, enhanced internal controls and process
  efficiencies.
• SciQuest is an eProcurement solution that is the
  recognized leader for higher education. It is
  currently in use at over 50 universities,
  including Yale, Penn, Indiana University, and
  University of Arizona.
• SciQuest uses similar shopping cart technology
  as found in on-line retailers such as amazon.com.
• Our SciQuest deployment will not replace APPS,
  but it will replace the front-end requistioning
  component of APPS. (Kuali will include an entire
  requisition-to-payment replacement for APPS.
  SciQuest may continue to be the user-front end
  with the Kuali implementation this will be an
  element of the Kuali Procurement Payables team
  review.)

Office for Purchasing Services BSC Meeting June
6, 2006
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SciQuest Test Environment Sample Screen for
Requisitioner
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General Overview of SciQuest (continued)

• Most orders will immediately route directly to
  the supplier keeping the order cycle short.
• Users will be designated by the business areas
  and departments in consultation with the Business
  Service Centers.
• SciQuest will include both catalogs of supplies
  and the ability to enter a free-form requisition.
• Our initial implementation will include 50
  catalogs. This will include a blend of major
  national suppliers, local suppliers, and diverse
  suppliers (including minority, women-owned,
  service disabled veteran, etc.)
• We have assembled a cross functional team,
  including representation from the Business
  Service Centers, to develop and configure
  SciQuest to Cornells unique needs. Significant
  testing will occur throughout the configuration
  process.
• Rollout is scheduled for Q4 06 with 4-5 Business
  Service Centers, followed by a staggered
  campus-wide implementation throughout 2007.

Office for Purchasing Services BSC Meeting June
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Benefits

• Provides user-friendly shopping cart technology
  and on-line comparison shopping.
• Delivers a single requisition process for all
  users, versus current multiple systems/processes.
• Allows users to process one requisition for
  orders to multiple suppliers SciQuest will
  segregate the order into separate POs for each
  supplier.
• Provides a foundation to encourage spend with
  Preferred Suppliers for savings.
• Enables users to track order status on-line.
  (Exception non-catalog orders will route to web
  form, per the SciQuest Order Process chart,
  page 9.)
• Assists a long-term strategy to reduce the number
  of Pcards.
• Enables requistioners to identify diverse
  suppliers.
• Begins the transition from APPS to a full-scale
  eProcurement environment.

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Benefits to the Business Service Centers

• Provides on-line access to detailed order
  information.
• Facilitates consolidation of the supply base.
  This will result in fewer new vendor set-ups.
• Enables non-Pcard holders to self-enter their
  orders, versus the current practice of entry by
  the Business Service Center.
• Allows the Business Service Center to no longer
  have to cancel the web form and manually process
  the order (phone call, on-line order, etc.)
  Instead, the Business Service Center will only
  have to enter their Pcard number into the
  existing SciQuest order, and the order will be
  routed to the supplier.
• Provides requisitioners order visibility which
  should result in fewer order status phone calls
  to the Business Service Center.

Office for Purchasing Services BSC Meeting June
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SciQuest Order Process

• SciQuest provides one-stop shopping. A user
  builds a shopping cart of desired items and
  checks-out when finished.
• For Pcard holders, orders up to 500 will route
  directly to the supplier.
• For non-Pcard holders, orders up to 500 will
  route to the Business Service Center for approval
  and placement on a Business Service Center Pcard.
• All orders over 500 and up to 5,000 will route
  directly to the Business Service Center. The
  Business Service Center can simply approve the
  SciQuest orders, place on a BSC Pcard, and the
  orders will immediately route to the supplier (or
  suppliers, for individual requisitions with
  multiple suppliers.)
• Free-form requisitions and orders above 5,000
  will be converted to APPS through our existing
  web form application, as they are today.

Office for Purchasing Services BSC Meeting June
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SciQuest Order Process (continued)
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Training and Support

• Training will be the responsibility of the Office
  for Purchasing Services, in partnership with DFA
  Training. It is anticipated that training will
  include hands-on classroom training, web-based
  tutorials and role-specific quick references.
• A formal SciQuest support center will be
  established in the Office for Purchasing
  Services. An email address and telephone number
  will be published.

Office for Purchasing Services BSC Meeting June
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Administration

• Our goal is to develop an efficient method for
  both the initial user set-up and the long term
  administration of the user profiles.
• Our proposed plan is to have the designated users
  complete the set-up of their initial profile
  (exception Pcard numbers. For audit purposes,
  it is anticipated that these will be entered by
  the Office for Purchasing Services.) The
  profiles will queue to the central administrator
  in the Office for Purchasing Services for
  verification and approval.
• We are recommending that ongoing maintenance of
  the user profiles be administered by the Business
  Service Centers. Minimal effort is expected to
  keep the profiles current.

Office for Purchasing Services BSC Meeting June
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SciQuest and Pcard

• SciQuest provides line item detail for every
  order. The Business Service Centers will have
  access to this data.
• At this point we do not anticipate any change to
  the current requirement for the requisitioners to
  keep Pcard receipts and forward them to the
  Business Service Centers.
• SciQuest can assist a long-term strategy to
  reduce the number of Pcards.

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Summary

• eProcurement encourages rationalization of the
  supply base, savings through preferred supplier
  programs, enhanced internal controls and process
  efficiencies.
• SciQuest is the recognized eProcurement solution
  for higher education. SciQuest benefits include
  user-friendly shopping cart technology and the
  ability to use one requisition to enter orders
  for multiple suppliers.
• The SciQuest order process will be kept simple.
  Most orders (those under 500 on Pcards) will
  route directly to suppliers. The Business
  Service Centers will approve orders above 500
  and up to 5,000 and place the orders on Business
  Service Center Pcards. Special requests and
  orders over 5,000 will route to the Office for
  Purchasing Service via our existing web form.
• The Office for Purchasing Services will be
  developing training materials in partnership with
  DFA Training.

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Summary (continued)

• Initial set-up of user profiles will be done by
  the individual users with final approval from the
  Office for Purchasing Services. Our proposal is
  for ongoing maintenance of the profiles to be
  administered by the Business Service Centers.
• At this point we do not anticipate any change to
  the current requirement for the requisitioners to
  keep Pcard receipts and forward them to the
  Business Service Centers.

The Office for Purchasing Services looks forward
to working in partnership and consultation with
the Business Service Centers to implement
SciQuest and to provide our mutual customers with
the benefits associated with eProcurement.
Office for Purchasing Services BSC Meeting June
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QA
Office for Purchasing Services BSC Meeting June
2006