eVIP : Faster. Cheaper. Better.

Electronic Vendor Invoicing Program (eVIP): Faster. Cheaper. Better.

SAC MeetingMay 28, 2014

eVIP : Faster. Cheaper. Better.

Agenda

• Phase 2 Lessons Learned

• Phase 3 Update– Phase 3 Updates– New Vendors Registered

• NBS Release 3.2 Update

• NBS System Holds Job Aid

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eVIP : Faster. Cheaper. Better.

Phase 2 Lessons Learned

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• Overall, Phase 2 went very well for both pilot vendors and the NIH– Vendors found iSupplier easy-to-use and fast; appreciated

the training provided on invoice entry• Internally, the eVIP Working Group was highly valued for

the knowledge sharing and continuous feedback loop available.

• Things we need to work on for Phase 3 roll out included: – Making sure we have the right people involved from the start

to cut down on changes. – Having more involvement in UAT from the ICs and OFM CA.– Our vendor clean up process is not scalable and the eVIP

contract strategy is not very flexible.– All contracts weren’t modified timely and there is no way to

track the mods.

eVIP : Faster. Cheaper. Better.

Phase 3 Update

• Phase 3 started on April 2nd!

– Phase 3.1 vendors that have registered have ‘View Only” access in iSupplier.

• Currently 13 vendors are registered in the system and accessing iSupplier. We will be moving to Phase 3.2 shortly.

– Phase 3.2 will give the registered vendors “Invoice Entry” access and contracts will be modified prior to vendors receiving “Invoice Entry” access.

– Vendors invited to participate in Phase 3 include the entire spectrum of companies (i.e. SBA, Top 10, 8A, Education, & Veteran Owned).

• ACTION REQUESTED: – Inform your COs to look out for upcoming OALM communications that

will provide specific information & instructions to the Acquisitions community on Phase 3.1 and 3.2.

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eVIP : Faster. Cheaper. Better.

Who Has Registered?

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Phase 3 Vendors

Net eSolutions Corporation

Edwards, Wildman, Palmer, LLP

Cetech, Inc.

Thermo Fisher Scientific (Ashville), Inc.

Leydig, Voit, & Mayer

Sheridan Ross

SRA International

Ripple Effect Communications

Steven Berkowitz

Information Management Services

270 Web, Inc.

Cantor Colburn

Louviere, Stratton, & Yokel

eVIP : Faster. Cheaper. Better.

NBS Release 3.2 Enhancement Update

• Based on feedback from the various communities on the eVIP Working Group, some enhancements were created to improve processes and communication in the invoice approval process.

– These enhancements stem from the BPR change in December and are mainly for the approval process. They are not eVIP exclusive and apply both to paper and electronic invoices.

– Release 3.2 will be deployed on May 24th.

• Release 3.2 will address:– Ability for OFM to send comments to the ICs before starting the workflow.– Requiring a description/comment when selecting the “Other” category for

a disallowance or cancellation.– Making 2 separate lists for cancellation and disallowance reasons.– Allowing OFM Techs to make upward or downward adjustments to an

invoice if asked by an IC or Quality Assurance (QA) for data entry errors.

• User Acceptance Training (UAT) for Release 3.2 took place on May 14th – thank you to the ICs & OFM Commercial Accounts volunteers!

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eVIP : Faster. Cheaper. Better.

NBS System Holds Job Aid

• NBS System holds are placed on invoices for a variety of reasons. – A known issue with nVision reporting lists “EVIP” as a reason for a hold

i.e. “EVIP_HOLD” or “EVIP_APPROVAL_REQUIRED”. – The term “eVIP” is not relevant to the hold; it is only internal code

language.

• nVision is working on making the changes to the hold description and hopes to have it resolved soon.

• OFM PMO has created a job aid that shows all NBS hold names, reason, description, and the workflow action history code and action required.

• ACTION REQUESTED: – Please share this job aid with your IC!

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eVIP : Faster. Cheaper. Better.

John Ogle, OFM Deputy DirectorMarijke Smith, eVIP Change Management

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