]Orange County Convention CenterOrlando, Florida | May 15-18, 2011

Procure to Pay – Using SAP and SharePoint

Jon Ross – Shure Inc.

Jay Westberg – Dickinson + Associates

Real Experience. Real Advantage.

[ Shure Incorporated

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Professional Audio Products

Legendary Microphones

Revolutionary Wireless Systems

Premium Earphones and Headphones

Real Experience. Real Advantage.

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Agenda

Project Goals and Objectives

Meet Our Users

Demo

Success Stories

Key Learning

Real Experience. Real Advantage.

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Project Goals and Objectives Goals:

Create a culture of cost-consciousness Achieve financial savings Increase organizational efficiency Improve internal control with P2P processes

Objectives: Achieve $750,000 of savings over a 2 year period Development and Rollout of a Global Purchasing Policy Refinement of Procure to Pay processes that support the

Global Purchasing Policy Utilize technology that supports and optimizes these

process

Real Experience. Real Advantage.

[ Meet Shure’s Executive Staff

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Shure’s Situation

Seize opportunity from crisis– economic recession

Desire to better leverage their SAP system investment

SAP Benchmark indicated improvement opportunities with Procurement

Real Experience. Real Advantage.

[What they hear….

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There is no Purchase Order for this Invoice!

I just received my vendor invoice, it’s time for me to create my Purchase Requisition.

What is this large amount showing up in cost center?

We are over budget. We need to freeze spending this month in my department.

Why do we have so many suppliers?

My admin was out, so I could not create the Purchase Requisition

We sure do have a lot of people in Purchasing?

We need to keep are Engineering teams efficient.

Why do we have so much paper in our process?

Real Experience. Real Advantage.

[ Meet Barry (Director of Procurement)

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Barry’s Situation

“Tasked with driving savings for Indirect Purchasing”

Visibility:

Who are we purchasing from What are we purchasing When it’s being purchased Why are we purchasing this How much are we spending

Control:

What information is entered into the system? Are purchasing policies being followed? How can I enforce policy? Is purchasing occurring outside of purchasing? Are we leveraging vendor relationships?

Real Experience. Real Advantage.

[ Barry start’s asking himself…

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1. Are we as efficient as we can be?

2. Do the right people have control of our Purchasing?

3. Are we getting the best value for what we’re spending?

4. Are we properly managing the payment process?

5. Do we have visibility to manage budgets and purchase commitments?

Real Experience. Real Advantage.

[ Meet Bob (Engineering Manager)

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What does Bob do today…

Creates weekly requisitions for long-term consultants

Allows for his requisitions to only need 1 level approval “His”

Subsequently Purchasing needs to create weekly Pos Keeps an external spreadsheet to track information Has visibility to department spend when Finance

sends him his monthly cost center report

What is Bob saying?

“I hope I am entering this into the system correctly”

Real Experience. Real Advantage.

[ Meet Kim (New Product Analyst)

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What does Kim do today…

Creates Purchase Requisitions on behalf of other users

Sends multiple manual emails requesting approval, notification to buyer and then back to the requestor Maintains a manual spreadsheet to track Purchase Requisitions Sends quote attachments to the buyers through

email What is Kim saying?

“I spend a hours gaining approval, confirming with requesters, and coordinating purchases with buyers”

“I never know the status of my PR, until I get a reply from the approver”

Real Experience. Real Advantage.

[ Meet Melanie (Engineering Project Manager)

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What does Melanie do today…

Hounds others to get PR’s created quickly, approved fast, and converted timely

Created 1 PR in 5 years of being with company Approves many purchase requisitions. Often

difficult to gather all PR’s she needs to approve

What is Melanie saying?

“What is taking so long to get my purchase”

“Where is the Purchase Requisition I need to approve”

Real Experience. Real Advantage.

[ Meet Felisa (Accounts Payable Manager)

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What does Felisa do today…

Gets invoices from every department in the company

Tracks down with Purchasing the Purchase Order Reviews invoices for the correct GL account, tax

code, and cost center when time permits

Manually files invoices in file cabinetWhat is Felisa saying?

“Houston, we have problems!”

Real Experience. Real Advantage.

[ Demo

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Real Experience. Real Advantage.

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Success Stories

78% of our indirect spend in March through the EZ Buy tool

What are users love:- Accessibility- Ease of Use- Better visibility and control- Error proofing- Central location- New user base- Efficiency

Real Experience. Real Advantage.

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Key Learnings Utilize SAP benchmarking when looking for a

starting point. Cost cutting campaigns are not the real answer Purchasing Policy Really consider your audience/SAP users when

determining solution. Solution that simplifies the transaction and user

involvement. Visual communication during requirements

gathering. Involve the business community across position

levels. Video Training and Communication Plan

Real Experience. Real Advantage.

[ Our Trusted Partners

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SAP Implementation

Process Optimization

Services

SAP Upgrade Services

Support Desk

Professional Staffing

Real Experience. Real Advantage.

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] Thank you for participating.

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