Business Process Workshop Session Inventory

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Business Process Workshop SessionInventory
2
Welcome

• Introductions
• Do you currently use Core-CT? If so, what
  modules do you use?

3
BPW Introduction, Project Update Agenda

• Project Director

4
BPW Objectives

• Understand the new process flows
• Identify largest impacts and changes
• Focus on operations, not the system
• Discuss operational issues that include
• Roles and responsibilities skill impacts
• Workload
• Forms and documentation
• Process and procedure changes
• Scope of impact
• Develop action items to address operational
  issues
• Map Inventory Personnel to Core-CT Inventory
  roles

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BPW Assumptions

• Statewide policies will be updated by the
  responsible agency
• Agency specific policies and procedures will be
  updated by the individual agency
• Participants already know how to manage their
  inventory and understand the business rules prior
  to attending Core-CT training

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BPW Participant Expectations

• Think creatively - this is an opportunity to
  maximize the performance of your team
• Use the Core-CT staff including ARCs and
  facilitators as resources during the working
  sessions
• Dont expect to solve all issues/impacts during
  the session
• You will start here today and follow-up work will
  be done at your agency and coordinated by your
  ARC

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Training Approach

• PeopleSoft Navigation Tutorial
• Overview Courses
• Animated PowerPoint in a Flash format
• May be taken at your desktop or in a classroom
  based on your agency requirements
• You complete it when it is convenient for you
  prior to beginning transactional training
• You may take the Overview as frequently as needed
• A new approach to classroom training
• Exercises are simulations based on the production
  environment
• Instructor-Led
• Each exercise may be repeated

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Inventory Pre-Training Sessions
Pre-Training Sessions give Super Users the
opportunity to view the system sooner and ensure
agency-specific data is in the Sandbox.

• Objectives
• Provide Super Users with Self-Paced training in
  Sandbox environment
• Test Job Aids, WLA documents and other training
  materials
• Collect agency specific training points to be
  covered by instructors
• Participants
• Inventory Super Users
• Activities and Timing
• Held 5/2 through 5/13 (TBD) invitations to be
  sent in April after Super Users are identified by
  agency sponsors
• Full day session Includes data entry and
  discussion with training team members. Held on
  site at Core-CT
• Task Reminder
• Please submit Tasks 114 and 116 (Inventory
  Configuration) if you have not done so already
• Inventory Conversion Mock File 1 is past due and
  Mock File 2 was due on 3/1 (Task 106)

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BPW Activities

• Agency Participants Workbook
• Includes questions which will drive breakout
  session discussions
• End-User Validation
• Complete Inventory Role Spreadsheet (Due by April
  15)
• Review Inventory Role Handbook
• Identify Inventory users and associated roles

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BPW Activities

• Role Handbook
• Inventory has seven roles
• Agency Inventory Processor
• Agency Inventory MSR Processor
• Agency Inventory Express Issuer
• Agency Inventory Approver
• Agency Inventory Adjuster
• Agency Inventory Reviewer
• Agency Financial Inventory Processor
• EPM role needed for EPM access
• Role assignments will be completed during BPWs
• Roles are NOT intended to reflect job titles

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BPW Activities

• Role Assignment Steps
• Review and understand roles
• Review Agency Inventory structure
• Determine employee tasks
• Complete role assignment spreadsheet for your
  Agency in conjunction with your ARC
• Review agency roles for separation of duties

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Inventory Overview
13
Inventory Overview
Inventory Setup
Demand Fulfillment
Enter Inventory
Inventory Accounting
Maintain Inventory
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Inventory Overview - Impacts

• Inventory Online System versus Spreadsheets or
  Index Cards (for many agencies) to process and
  keep track of all Inventory related transactions
• All Warehouses/Stock Rooms (typically equivalent
  to one Inventory Business Unit) must have a
  computer with broadband Internet and Core-CT
  Access
• Core-CT User Access Monday Saturday 6am to
  7pm 24x7 access will be available to certain
  Inventory users on an as needed basis. However,
  agencies will have to develop a process to
  capture Inventory transactions in Core-CT that
  occurred during a non-access time, such as a
  system-wide outage.

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Inventory Setup
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Inventory Overview
Inventory Setup
Demand Fulfillment
Enter Inventory
Inventory Accounting
Maintain Inventory
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Inventory Setup Item Maintenance
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Inventory Setup Structuring Facilities
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Inventory Setup - Impacts

• The following must be complete for new Items in
  Core-CT
• Buyer is contacted regarding the new item to be
  stored in inventory. The Buyer determines how
  the contract is set up.
• 1. Over the Delegated Purchasing Authority,
  (50,000)
• 2. Under the Delegated Purchasing Authority,
  (10,000 - 50,000)
• 3. Under the Delegated Purchasing Authority,
  (under 10,000)
• Catalog Management (CM) is notified to load the
  catalog. The agency or DAS or DOIT notifies CM
  depending on which three steps above were used.
• Agency Inventory Processor assigns the item to
  the Inventory Business Unit.
• DO NOT ORDER BY DESCRIPTION. You will need a CM
  number to put the item away.
• For DAS Supplier Kit information, please navigate
  to http//www.das.state.ct.us/Purchase/Info/supp
  lier_kit.asp

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Enter Inventory
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Inventory Overview
Inventory Setup
Demand Fulfillment
Enter Inventory
Inventory Accounting
Maintain Inventory
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Enter Inventory - Purchasing Impacts
(New)
(New)
(New)
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Enter Inventory
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Enter Inventory/Purchasing - Impacts

• The Buyers will need to enter the appropriate
  Inventory Business Unit information when creating
  Purchase Orders/Requisitions for Inventory items
• Items must not be ordered by Description on the
  Purchase Order (PO). If this is done, the
  Catalog Management numbers will not display on
  the PO or Receipt and goods cannot be putaway to
  Inventory.
• Receivers will be responsible for managing the
  new steps in the Receive Items through Purchasing
  process (Receivers already manage existing
  steps)
• Putaway Plans cannot be printed until all Load
  Stage Item errors are corrected
• In order for items to be received and putaway
  into Inventory properly, the Buyer must make sure
  that the Receiving Required checkbox is
  selected on the Purchase Order

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Demand Fulfillment
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Inventory Overview
Inventory Setup
Demand Fulfillment
Enter Inventory
Inventory Accounting
Maintain Inventory
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Demand Fulfillment
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Demand Fulfillment
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Demand Fulfillment
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Demand Fulfillment - Impacts

• Before a Material Stock Request (MSR) or Express
  Issue stock request can be created for a new
  item, a contract must be completed, see Inventory
  Setup, and the Catalog Management team must enter
  the catalog into Core-CT. Once Business Unit
  items are defined by the Agency and stock is
  putaway, an MSR or Express Issue stock request
  can be created for the new item.
• Stock counts will be updated in Core-CT
  immediately once an Express Issue request is
  created and saved.
• MSR stock counts will be updated in Core-CT
  periodically.
• Core-CT introduces the concept of Quantity
  Available that includes outstanding supply (from
  Purchasing) and outstanding demand from MSRs.

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Inventory Accounting
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Inventory Overview
Inventory Setup
Demand Fulfillment
Enter Inventory
Inventory Accounting
Maintain Inventory
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Inventory Accounting
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Inventory Accounting - Impacts

• It is recommended that Agencies that will process
  charge backs do so on a monthly basis. However,
  Agencies with a large number of issues to process
  may process charge backs more frequently. All
  charge backs must be done before the end of a
  fiscal year to properly value the Inventory.
• OSC determination that all Agencies will use the
  FIFO (First In First Out) Costing method for
  valuing Inventory. The effect of using the FIFO
  costing method will be largely transparent to
  users.
• Agency Financial Inventory Processors must check
  for and correct accounting line errors in
  addition to extracting relevant Inventory
  transaction data from EPM (assuming they are
  given EPM access).

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Inventory Accounting Impacts (Continued)

• The personnel in your agency that create and
  maintain spreadsheet journal entries using
  Microsoft Excel must communicate to the Agency GL
  Reviewer when a spreadsheet journal is ready to
  be uploaded to the Core-CT General Ledger.
• An EPM extract will be used to prepare the CO-59.
  
• For FY 2005, you will generate the current CO-59.
  The revised CO-59 will be available for
  reporting Inventory FY 2006.

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Maintain Inventory
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Inventory Overview
Inventory Setup
Demand Fulfillment
Enter Inventory
Inventory Accounting
Maintain Inventory
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Maintain Inventory
Review/Update Inventory Status
Inventory Adjustments
Bin to Bin Transfers
Inventory Replenishment
Counting Inventory
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Maintain Inventory - Counting
The Agency Inventory Processor uses Express
Putaway to add to the Inventory count. The
Agency Inventory Adjuster uses Adjustments to
decrease the Inventory count.
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Maintain Inventory - Impacts

• The Agency Inventory Processor must communicate
  with the Buyers in order to replenish Inventory
  once re-order points have been reached (if this
  is not done already).
• Inventory discrepancy reports do not print
  automatically. Inventory users must use the
  Inventory modules pages and reports in order to
  determine discrepancies.

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Inventory Breakout Session

• Complete Agency Participant Workbook (pages 1-3)

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Inventory Role/User Mapping
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Inventory Role/User Mapping

• Use the Role Handbook along with the following
  Inventory Role slide information to assign roles
  to users
• Inventory has seven roles
• Agency Inventory Processor
• Agency Inventory MSR Processor
• Agency Inventory Express Issuer
• Agency Inventory Approver
• Agency Inventory Adjuster
• Agency Inventory Reviewer
• Agency Financial Inventory Processor
• Although a role may give access to a page, not
  all users will need to use/transact on every
  page. This will be defined by your agencys
  business process needs.
• Various roles have been identified so that checks
  and balances are in place

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Security Overview

• Core-CT Security Team allocates page and Business
  Unit access in the system
• Page access is given by assigning role(s) to
  users in Core-CT
• Prior to Core-CT Inventory Implementation
• BPW attendees complete Role/User mapping
• BPW attendees identify which Business Units users
  will get access to
• Training Team will provide Security Team with the
  Role/User and Business Unit information in order
  for Inventory personnel to have the appropriate
  access in Core-CT for Inventory Go-Live
• Post Core-CT Inventory Implementation
• Agency Security Liaisons will provide new or
  modified user access requests to the Core-CT
  Security Team

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Inventory Navigation Menu(Example)

This is not a finalized Inventory menu this is
only an example.
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Agency Inventory Processor

• Day to Day Tasks
• Updates unfulfilled stock requests and
  cancels/holds stock requests
• Reviews fulfillment information Fulfillment
  Status, InterUnit Stock Status, and Stock Request
  information
• Monitors Inventory depletion/stock levels
• Runs Manual Replenishment Report
• Reviews and corrects Inventory item putaway
  staging information
• Completes putaway

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Agency Inventory Processor (Continued)

• Additional Tasks
• Maintains Business Unit item information
• Maintains storage locations (including storage
  areas, levels, default putaway locations and
  default picking locations)
• Prints and reviews putaway plan
• Enters stockroom feedback
• Enters Express Putaway
• Participates in and monitors Inventory
  reservations, corrects reservation errors
• Participates in and monitors Inventory picking
  which includes printing and reviewing the picking
  plan, entering picking feedback, and confirming
  picking information
• Participates in and monitors Inventory shipping
  (prints packing slip)
• Performs bin to bin transfers
• Reviews and updates Inventory status
• Views items (catalogs) in the Purchasing module

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Agency Inventory MSR Processor

• Task
• Creates Inventory Demand by entering Material
  Stock Requests

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Agency Inventory Approver

• Task
• Approves Material Stock Requests

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Agency Inventory Express Issuer

• Task
• Creates Express Issue stock requests to fulfill
  inventory demand

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Agency Inventory Adjuster

• Tasks
• Performs the physical count process
• Makes adjustments to Inventory
• Other Information
• Agency Inventory Processors, Agency Inventory MSR
  Processors, Agency Inventory Express Issuers, and
  Agency Inventory Approvers do not perform
  Inventory counts or adjust Inventory due to
  segregation of duties
• Adjustments are only made to decrease Inventory

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Agency Inventory Reviewer

• Tasks
• Runs inquiries to review Inventory information to
  support business functions of the unit
• Runs Inventory management reports
• Views Inventory Business Unit transaction
  information
• Views Inventory maintenance information
• Views Business Unit item, storage area, and
  storage location setup information
• Other Information
• Has view only access to many of the pages that
  the Agency Inventory Processor has access to

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Agency Financial Inventory Processor

• Tasks
• Reviews and corrects Inventory transaction
  costing and accounting line transactions
• Other Information
• It is recommended that users with this role are
  also assigned EPM access so that
• The CO-59 EPM extract can be processed
• Accounting Lines can be extracted
• Other EPM queries can be run

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Inventory Breakout Session

• Complete the last page of the Agency Participant
  Workbook
• Review Role Handbook
• Complete Role Spreadsheet

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Inventory Closing Activities

• Role spreadsheet has been completed
• Any information that you are unable to complete
  on the role spreadsheets in this session must be
  submitted to the Core-CT training team by April
  15
• Email role spreadsheets (and questions) to
  training.questions_at_ct.gov
• Inventory Super Users have been identified
• Responsible for entering agency-specific data
  during the pre- training sessions that are being
  planned for May
• Agency-specific information has been provided
• Agency-Participant Workbook has been photocopied
• Thank you for attending todays session

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Wrap-Up

• Questions?