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Getting More From PeopleSoft ePro and the GeorgiaFirst Marketplace:

Thursday, September 19th

10:50 to 11:40

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IntroductionsJohn Klatt, Director of Procurement,

University of West GeorgiaGeorge Horn, Director, Business

Services/CUPO, Georgia Southern UniversityDebbie Lasher, Special Projects, USOTeresa Page, GFM Support, ITSKurt Collins, Project Manager, USOAndy Waligowski, Account Manager, SciQuest

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AgendaHistory and Status of the GeorgiaFirst

MarketplaceUniversity of West Georgia

Implementation Experience Data Analysis

Georgia Southern University Implementation Experience and Results

SciQuest and the GeorgiaFirst MarketplaceGetting StartedTraining Opportunities

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History of the GeorgiaFirst Marketplace (GFM)What is the GFM?

PeopleSoft eProSciQuest software (Amazon like shopping

environment)Catalogs, contracts, items, pricing

Purpose to improve efficiency in procurement and increase compliance with State and USG contracts

Started project in 2010 with pilot schools live in early 2011 (7 schools)

On-going rollout continuing today

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Current Status of the Marketplace14 GeorgiaFirst Institutions Live1133 POs in last 30 days60+ Suppliers223 ContractsHundreds of Thousands of Items on ContractSciQuest also used by the State, UGA, GA

Tech, GRU and Georgia State

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University of West GeorgiaUWG BackgroundProcess for Rolling Out the GFM

Procurement RoleDepartmentsTraining

How UWG Benefits from the GeorgiaFirst Marketplace

Conclusions and Recommendations

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UWG BackgroundPaper “Purchase and Pay Requests” sent to

PurchasingPurchasing decided if they were a check

request or POPurchasing created PO in PeopleSoftReceiving by exception to AP’s e-mail notice

the invoice would be paidUWG jointed Pilot group with strong support

from Controller backed by President’s Advisory Counsel

UWG tasked an ePro Administrator and a Non Purchasing Trainer to implement and provided Administrative support

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Roll OutGet Administration Buy-In firstAttend BOR training, ePro Administrator and

Training StaffDefine Security roles for Approvers,

Requesters & Buyers Test a few Catalog and Special requisitions,

POs and invoices in the SCITEST environmentReview existing Ship To codes and make

changesEstablish Implementation/Training schedule Setup in PeopleSoft following training

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University of West GeorgiaBenefit of First Full Year Following

Implementation

Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May Jun0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Catalog Acceptance

Non Catalog

Catalog

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Change in PO Lines & Spend

2011 2012 20130%

10%20%30%40%50%60%70%80%90%

100%

CPO LinesSPO Lines

2011 2012 20130%

10%20%30%40%50%60%70%80%90%

100%

CPO SpendSPO Spend

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University of West Georgia2013 Numbers

YEAR 2011 2012 2013Special PO Lines 5,755 6,826 9,030Catalog PO Lines 483 3,902 9,176Catalog % of Total 7.7% 36.4% 50.4%Special PO Spend

$35,288,434

$37,825,030

$38,692,355

Catalog PO Spend $136,820$1,148,758$1,525,985Catalog % of Total 0.4% 2.9% 3.8%

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Change in Pcard Activity

    Year  

  2011 2012 2013

Pcard Transactions 12,522 13,297

11,145

% Change   6% -16%

Pcard Spend$3,236,1

18$3,217,0

03$3,285,9

73

% Change   -0.59% 2.14%

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Conclusions

Need Strong Management Buy-inSpend a lot of time determining user/approver rollsSchedule roll out after completing Pilot test groupPhase in slowly, only features you want, best users firstHave an active support system – BOR, other schoolsSimple to use - Successful Implementation will automate

most small dollar purchases, reduce Pcard transactions and increase POs and lines

Implementation will increase A/P activity/vouchers

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Georgia Southern UniversityGSU BackgroundProcess for Rolling Out the GFM

Procurement RoleDepartmentsTraining

How GSU Benefits from the GeorgiaFirst Marketplace

FY 13 NumbersConclusions and Recommendations

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GSU BACKGROUNDUsed paper requisitions prior to

implementation. Procurement created the PO in PeopleSoft

Desired to convert to online requisitioning for better efficiency and accountability.

ePro was attractive due to the workflow elementStarted implementation in 2011 with a senior

buyer assuming responsibility “part time” with little progress.

2012 assigned one buyer “full time” ePro administrator duties

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GSU BACKGROUNDProcurement’s Role

Oversight of the programTrainingRoles and Security assistanceTroubleshooting

Security and Roles administered by member of IT staff

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PROCESS for ROLLOUTFY 13 - Of approx. 175 departments, selected 7 for pilot group

rollout for catalog ordersPilot group departments were “purchasing knowledgeable” for easeTwo phase implementation after pilot group

July – Dec: training on catalog orders in GFM Jan – May: training on Special Requests

Training: Five sessions per week with 14 in each class Hands on training accessing training database

FY 14 Complete conversion to Special Requests Cut off all paper requisitions Addressing “stragglers”, new users and refresher training Current: Approx 150 depts using with 300 Requesters

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GFM / ePRO BENEFITSEfficiency:

Same system for catalog and non catalog orders

BOR can only use TGM as “window shoppers”GFM allows us to “shop and buy” in one placeTailored catalogs (ex. Dell)Reduces P-card reconciling effortsRequisition routine much fasterReduces lost requisitions

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GFM / ePRO BENEFITSFinancials:

Allows better control of spending during fiscal year end due to encumbrances

Charges hit financial reports much faster than P-card expenditures

Workflow:Many approval levels available - custom

IT, Dept, Project (PI), Buyer, Amount, Assets BOR Grant (Research Accounting) Hazardous Materials

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FY 13 NUMBERS4,260 purchase orders totaling $70.9M

2,190 catalog purchase orders totaling $732K51% of orders were catalog ordersOnly 1% of purchase order spend

26,111 P-card transactions totaling $8.2MCatalog orders only 9% of P-card spend 

ChallengesWay the SWCs are structured (ex. Office Supplies)P-card “fan base”Lot of “one off” purchases from non SWC vendors

using P-card

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CONCLUSION: WHAT DO I NEED?

Administration SupportCommitment of ResourcesCommitment of TimeFlexibility as Business Process will need

slight changesPatienceWillingness to reach out to other schools to

help or be helpedDesire to see positive results

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SciQuest and the GFMPartnership with SciQuestDemo and New User Interface

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Getting StartedBusiness Decisions

Identify who within the organization will use the GFM as Requesters, Buyers and possibly Shoppers (often a small group initially, then rolling out to larger audience)

Choose which electronic approvals to implementChoose receiving approach (central vs.

distributed)Peer Support

Discussions on lessons learned and experiences at schools already live

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Getting StartedImplementation

Attend training, share training materials with your team

Assign new Security roles for access to GFM, and Approvers

Setup Requesters and Buyers in PeopleSoftReview existing Ship To codes and possibly

make minor formatting changesTest a handful of carts, requisitions, POs and

invoices in our SCITEST environment

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Training OpportunitiesClassroom TrainingShopper and Requester Training on

Oct 8: http://gfmrequesteroct8.eventbrite.com

Buyer Training on Oct 9: http://gfmbuyeroct9.eventbrite.com

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Training OpportunitiesDocumentation and Training Materials:http://www.usg.edu/gafirst-fin/training/epro_georgiafirst_marketplace

/

User GuidesJob AidsOnline video sessions

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Question and Answer Period

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How Do I Sign Up????Contact Debra.Lasher@usg.edu to get started!

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Thank you!Please send comments or questions to: John Klatt -- jKlatt@westga.edu George Horn -- ghorn@georgiasouthern.edu Debra.Lasher@usg.edu Kurt.Collins@usg.edu

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Suppliers / Vendors in GFMSupplier Name

ADRENALIN POWERSPORTS INC Kellogg's Food Away From HomeAgilent Technologies Laerdal Medical CorporationAIRGAS SOUTH INC Lashley Tractor SalesALLIGARE LLC Mayfield Dairy FarmsAMERICAN BIO MEDICA CORP McKesson Medical SurgicalATLANTA X-RAY CORP MEDTOX Scientific, Inc.Bob Barker Moridge Manufacturing, Inc.Canon USA Inc MSCCAROLINA BIOLOGICAL SUPPLY CO Multi Media ServicesCDW GOVERNMENT INC Nebraska ScientificComplete Book OfficeMaxCRAIG'S FIREARM SUPPLY, INC. Onepath SystemsCTS America Pet DairyCWC Chemical, Inc Physician Sales and ServiceDade Paper Red River Specialties, Inc.DAL-KAWA CYCLE CENTER INC Regency LightingDell (Computers and Software) Remel Inc.E. Sam Jones Distributor RICOH CORPORATIONFisher Scientific SHERWIN WILLIAMS COFlav-O-Rich Dairies LLC SIG SAUER INCGeorgia Correctional Industries SMYRNA POLICE DISTRIBUTORS INCGeorgia Enterprises for Products & Services (GEPS) SOUTHEASTERN PAPER GROUPGeorgia Industries for the Blind (GIB) SOUTHERN COMPUTER WAREHOUSE INCGrainger, Inc. StaplesGraybar Electric Company TECHNOLOGY INTEGRATION GROUPGulf States Distributors THE INSTRUMENT HOUSE INCHD SUPPLY FACILITIES MAINTENANCE LTD THE WHITSON COMPANYHelena Chemical Company TROXELL COMMUNICATIONS INCHewlett-Packard Company Vashaw Scientific, Inc.Jerry Pate Turf & Irrigation Voss LightingJohn Deere Company VWR InternationalKACO Supply Company ZEP MANUFACTURING COMPANY INC

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Current Status of the MarketplaceCurrently LIVE at:

Georgia Perimeter CollegeKennesaw State UniversityValdosta State UniversityUniversity of West GeorgiaGeorgia Gwinnett CollegeGeorgia Southern UniversityGeorgia Highlands College

• Middle Georgia State College

• South Georgia State College

• Gordon State College

• Fort Valley State University

• College of Coastal Georgia

• Clayton State University

• Georgia College and State University