Post on 22-Dec-2015
transcript
Update on PTP project activities to date
Procurement
Systems development
FNAS pilots
What’s to come in 2010
Introduction
The Journey so far - Results
• Customer Satisfaction Survey (March 2009) Summary: University staff – Overall Average 97% satisfied with preferred suppliers performance
(93 respondents)
• FNAS Feasibility Pilot Phase 1: Completed 2008 Phase 2: In Progress 2009
3-way matching completed Expense Management System – Start up imminent
• Preferred Supplier Agreements delivered $3.4m savings (YTD) up to 3rd quarter 2009
• Australian Universities Procurement Benchmarking Surveys Strategic Procurement Function: UWA rated 6th highest performing above average (out of 17), delivering best value for money
BULK INVOICING - PS &
EXP MGT SYSTEM
INVEST IN CORE
PROCUREMENTFUNCTION
PEOPLE & ORGANISATION
EXECUTIVE SUPPORT & RISK
MANAGEMENT
STRATEGIC SOURCING(in waves)
INVEST INSYSTEM
DEVELOPMENT
STRATEGY & GOVERNANCE
SUPPLIER RELATIONS
TECHNOLOGY & PROCESS
CENTRALISE PO STAFF AT
SCH/FAC LEVEL
POLICY, PROCEDURE &
ACCOUNTABILITY
MANAGE PREFERREDSUPPLIERS
TRAIN PURCHASING
STAFF
MANDATE PREFERREDSUPPLIERS
REDUCE SUPLIER
BASE
ELECTRONIC CATALOGUES
ALL GOODS ORDERED
ELECTRONICALLYPROCUREMENT
LEADERSHIP
FORECAST REALISTIC
EXPENDITURE
MAINSTREAM EDI
PROCESS
PH
AS
E 1
PH
AS
E 2
PH
AS
E 3
PH
AS
E 4
Where are we at with agreed Strategic Procurement Transformation?
PTP: Phase 1 (Foundation)
PID
University Design Work
package
Stage Plan – Phase 1
System Development Work package
Consultants pack of existing
processes & tools
Sourcing Plan & timetable
Strategic Sourcing Work
package
CRM Plan & timetable
Tender Plan (per commodity)
Signed Agreement
Client Feedback document
CRM Action Plan (per Faculty)
Peoplesoft Functional
requirements docValidate RFP EMS
Select and recommend EMS
solution
EMS Training doc
EMS Test Plans
Uni Procurement Process
documented
Uni Org Design validation –
Faculty & Central
Procurement Strategy and
policy validation
Central Tool kit
RFQ
Quote Acceptance
Faculty Tool kit
UWA Validation statement
UWA Validation statement
- Acceptance
Peoplesoft Technical
requirements doc
Peoplesoft Procurement Test
Plan doc
Peoplesoft Training doc
Training Kit
End Stage Plan – Phase 1
Business Case – Phase 2
EMS Pilot Workpackage
Peoplesoft Configuration & modeling doc
EMS Functional requirements doc
EMS Technical requirements doc
SP
SP
Systems Development
11/8/08 – 04/12/09
15/9/08 – 16/06/09
2/6/08 – 22/01/10
University Procurement Design & Toolkits
PMMS Consulting and Faculty Reference Groups:
What did we achieve?
• Validation of the University’s existing Procurement Strategic Plan, including procurement framework and governance structure
• Organisation design for the central procurement function and a best practice Faculty model
• Developed prototype Tool kits for Central Procurement and Faculties
• PTP Board approved the University Design
New Preferred Supplier Agreements Awarded: 2008/2009
To October 2009o Multi Functional Deviceso Toner Cartridges (Laser Exchange and Corporate Express)o Medical consumables: Gloves and Sutureso Dental consumables (CUA implemented for products that are available)o Travel Emergency Assistance and Advisory Providero Travel Management Consultant (re-appointed)o PostBill Pay (Australia Post)o Dairy (Milk) and Juice Products
To March 2009o Qantaso Office Supplies: Corporate Express agreement extended to Oct 2013o Travel Agents: Agreements extended to March 2011o Apple Macintosh: Winthrop and Next Byteo Singapore Accommodationo Perth Accommodationo Specialist Procurement Consultant (PMMS)o Bottled Water: Neverfail agreement extended to Feb 2010
Systems Development
P2P Work Package (3 Way Matching)
Matching rules and tolerances developed
PeopleSoft 3 way matching configuration and testing completed
Business process re-design and better practice procedures developed
3 way matching pilot completed in School of Plant Biology (690 vouchers)
AP PO Functionality Work Package
PeopleSoft accounts payable module reviewed and functionality assessed
PeopleSoft purchasing module reviewed and functionality assessed
Purchasing survey developed and training needs assessed
Purchasing training redeveloped to include new features and functions
Over 15 new processes and features have been adopted
Systems Development
Expenses Management System (EMS)
Software configuration and modelling well advanced
MasterCard interface complete, file error management and
correction processes established
MasterCard merchant codes configured and mapped to default
account codes
Business process re-design and new procedure being finalised
Control and reconciliation processes being finalised
Unit Testing completed for acquittal process and GL interface transactions
Kick off pilot tasks with FNAS school of Animal Biology complete
10/15/2009 Plant Biology
WHY 3 WAY MATCHING?
• Improve efficiencies in purchasing
• Implement best practice processes
• Remove/ reduce paper and errors
• Encourage system changes
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10/15/2009 Plant Biology
PROJECT STAGES
• Map Plant Biology purchasing process
• Compare to best practice process
• Gap Analysis
• PeopleSoft training
• Implement new processes, making changes to systems and workload allocation as suited
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10/15/2009 Plant Biology
REVISED PROCESS IN PLANT BIOLOGYREVISED PROCESS IN PLANT BIOLOGY• Request received
• Check if available via Preferred supplier
• Quotes before order
• PO over $20k signed off – Financial delegation
• Confirmation & Authorisation on quote received
• Place order (PeopleSoft on-line)
• Receipt on system
• Invoice vs. PO – variance 5% on anything under $400 or $20 on amounts above (revised)
• New create/amend Vendor process
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10/15/2009 Plant Biology
IMPACT ON PLANT BIOLOGYIMPACT ON PLANT BIOLOGY
Key changes to workflow were:
• Additional time upfront to obtain quotes
• Establishing appropriate segregation of purchasing function from receipting function
Offset by the following key benefits
• Improved transactional processing locally and in FS
• Enriched functionality of PeopleSoft
• Improved control over non-salary expenditure
• Greatly improved create vendor process
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10/15/2009 Plant Biology
NEXT STEPS IN FNASNEXT STEPS IN FNAS1. Extend 3 Way matching to other BU
2. Develop shared (X-Faculty) model for segregation of duties to separate purchasing from receipting
3. Explore opportunities to centralise purchasing by:
– co-funding Purchasing Officer positions for multiple BU– with deliveries to multiple locations per PO advice– receipting done in the BU
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