Fit Gap Sessions

State of Kansas

Supplier ContractsJanuary 2015

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Agenda● Introductions● Objectives● Schedule ● Fit Gap

– Global Enhancements with 9.2● Enterprise Search (Confirm the areas where it will be utilized)

– Business Process Deltas between 9.0 and 9.2 ● Online Review / Offline Review● Confirm new functionality that should be explored for system design

– Workflow ● If applicable – Confirm whether AWE or Virtual Approver will be used

– Interfaces● Retrofit / Eliminate

– Customizations● Retrofit / Eliminate

– Reports● Retrofit / Eliminate

– Security– Batch Schedule

● Discussion

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Introductions

● Name● Functional Area● Role

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Objectives

● Analyze the deltas between current Business processes and version 9.2.– Identify Gaps– Confirm Inventory of Interfaces, Customizations and Reports.

● Facilitate the next stage – Design and Configuration

● A list of potential post upgrade improvements requiring new or changed configuration and business process that cannot be implemented now due to upgrade constraints.

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Schedule

Date Time Topics

Thursday, January 22, 2015

9:00AM -12:00PM Global Enhancements, Contracts Library, Contracts Setup, Document Management, Transactional Contracts

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Global Enhancements

● Oracle Secure Enterprise Search (SES)– Provides global search capabilities that enables the user to take

action from search results without navigating through the menus thereby increasing productivity

– SES is implemented through the PeopleSoft Search Framework. The PeopleSoft Search Framework replaces the Verity search engine and provides a standard method to create search indexes for PeopleSoft applications

– SES indexing is available in these areas of PS FSCM● Assets, Expenses, Journals, Payments, Procurement Contracts, Purchase

Orders, Receiving in Purchasing, Requisitions in Purchasing and eProcurement, Strategic Sourcing Events, Suppliers, Supplier Conversations, Vouchers

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Global Enhancements

● Pivot Grids– Based on PS Query results that display results in an Excel-like pivot

table, chart, or grid. ● Interactive analytical grids and charts

– Accessible through pagelets added to a users Home Page, Work Center and Dashboards

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Global Enhancements

● Embedded Help– Use Help Icon (?) – Explains how to perform a specific task– Message modal window can be moved

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Global Enhancements

● Accessible with Apple Ipad and other tablet devices● Certified on Safari browser running IOS version 4.2 or later● Enables view to virtually all of the PS application pages● Use with mobile devices

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Business Processes

● Executive Summary – Generates a single, secondary-summary document along with the authored document

for the purpose of initial-contract executive review

● Cycle-time Feature – Enables association of a business calendar with a document type and targets cycle-

time turnarounds for the document from draft to a selected status, such as Dispatched or Executed

● Contract Wizard Bind Enhancements– Prompt Tables, – Check Box Binds– Informational URL links

● Table Widgets– Table clauses allow users to create tables in MS Word and insert repeating bind

variables in the table columns as needed– Tables are populated with transactional information during document generation– Table columns can also be summed using a SUM psuedo bind

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Business Processes

Executive Summary 1/2

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Business Processes

Executive Summary 2/2

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Business Processes

Cycle Time – Document Type and Document Search Results

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Business Processes

Wizard Binds – Check Box

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Business Processes

● User-Defined Fields– Provides a means of defining additional attributes to be associated to a document header

● Also can be captured in wizard responses and stored in document header

– Available for various types of data are available without using Application Designer ● Character, Date, Integer and Decimal

– Contract administrators can select which fields they want to enable and the labels to use for the fields

● Auto-Create Amendment Feature– Enables amendment edits to the last executed contract and has the system automatically

compare the edits with the last executed document and extract them and place in a separate amendment file

● Miscellaneous enhancements provide a multi-source configurator, deletion of library contents, document retention choices, new document comparison options, and clause import where you can create sections and an initial configurator from the imported document

● Online test to ensure that the server path works– Click to test the compare and render features– System verifies that the application server entered in the Compare/Render Server URL field and

the gateway are setup correctly and running

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Business Processes

Enable with Document Types

Contracts Setup – User Defined Fields

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Business Processes

Auto Create Amendment -1/21) Create Section - Amendment Placeholder

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Business Processes

Auto Create Amendment - 2/22) Include in Amendment Document Placeholder

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Business Processes

● Microsoft Office Open XML Format– Enhanced to provide integration with MS Word 2007 & Word 2010 using Microsoft

Office Open XML Format

● Streamlines and Automates Electronic Collaboration– Enables contract administrators to invite suppliers to collaborate on contract drafts– Supplier will be able to view and if allowed edit the latest version of the contract within

the supplier portal– Version is free of all internal collaboration comments to preserve privacy and

confidentiality between the parties– Supplier will be to check out the contract documents and using MS Word make the

appropriate changes and upload the changes & comments for the contract manager to review

● Simplified Digital Signatures – Contract specialist will be able to send the contract to the supplier and the supplier to

digitally sign the contract using Adobe PDF– Supplier signatures can be captured before or after internal signatures & approvals

depending upon the organizations requirements● After the contract is approved and all internal and external digital signatures have been captured; the

contract specialist will be able to execute the contract.

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Business Processes

Document Management PageLinks & Buttons related to External Collaboration & Digital Signature

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Business Processes

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Business Processes

Document Management page digital signature document preparation:

When a document is prepared, the main Microsoft Word version of the document is then locked for any further editing

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Business Processes

Select the Email and Online Signatures delivery method to a document. This will enable suppliers to sign the documents using an established portal or by an attachment. When signing through the portal, suppliers are presented with a link in the email that directs them to a page to open, sign, and upload the final document. Signature status is tracked for the administrator for each contract.

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Business Processes

● Author Purchase Order Contracts – Ability to author contracts from PO's including full life cycle tracking, collaboration,

approvals, document import and document copy features

● Purchase Order Request for Contract– Similar to requisition request for contract

● Document Authoring for Buy Side RFX– Provides integration with Buy Side RFX flows in Strategic Sourcing to streamline and

automate the entire supplier contract life cycle, from authoring, collaboration and negotiation to implementation, status tracking and compliance

● Improved PDFs creation process– Impacts creating digital signatures and dispatching a contract document– With this new method, the Adobe Acrobat installation is no longer required on the

windows machine. Instead the process can utilize Microsoft Word 2007, or later version, on the windows machine, which directly creates the PDF

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Business Processes

Purchase Order Contracts

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Business Processes

● Contracts by Category– Instead of defining and maintaining each item individually in the contract, the

Contracts by Category feature allows the user to specify the category, along with price adjustments and item exceptions

● Change Tracking– Provides an audit trail of key contract transactional information that enables

management to clearly identify who made what change and when they made it– Configurable Contract Change Tracking template allows the organization to define

which fields on the contract to track

● Contract Versioning – Allows contract administrators to create and maintain multiple versions of a

transactional contract in the system

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Business Processes

Procurement Contracts – Contract Categories

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Business Processes

● XML Publisher Reporting Capabilities and New Reports as follows:– Document Status Summary: Summarizes contract data using administrator, status,

dept, source transaction, document type & date range selection criteria– Document Status Detail: Detail contract information using administrator, status, dept,

source transaction, document type & date range selection criteria.– Unused Contract Content: Lists unused select contract content (clauses & sections)

using class, approval type, and date range selection criteria– Contract Content Usage: Details the usage of selected contract content (clauses &

sections)using class, approval type & date range selection criteria– Contract Content Deviations: Provides contract content deviations (i.e. manual

additions, changes & deletions to contracts) from standard clause & section definitions for documents within a document type and creation date range. You will be able to limit a report to classes of clauses and the approval types being modified to pinpoint deviations based on critical verbiage only

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Workflow

● Collaboration Workflows Implemented– Role and or User Id based – out of the box (documented in customizations)

● Assign existing roles and or user ids as collaborators

● Approval Workflow not implemented

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Interfaces

Inbound/Outbound/Real Time

Frequency

Interface Flow Name INF# PS Interface Job

Process Name

Functional Job Name/Description

Retro-Fit(Y/N)

Outbound Nightly SMRT.PS.N.PO.INF39.KS_BID_SUPP

INF39 PS.N.PO.KS_BID_SUPP

KS_BID_SUPP Existing Solicitation interface INF39 :(SS) To state Website

Y

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CustomizationsID Description Business Reason Retro/Fit

(Y/N)FD_PO006 Contract Renewal Eliminates the requirement to backdate a

contracts start date to coincide with an existing requisitions date.Also, impacts epro requisition view of contracts (More details – page0

Y

FD_PO013 Collaboration Workflow Role assignment & workflow configuration documentation

Y

FD_PO018 Commodity Code Description Increases the item category description field from 30 to 254 characters to support UNSPSC descriptions. Impacted SCMT Component Contract Entry pages: Category Search

Y

FD_PO020 Bidder Preferences URL Link to custom Bidder preference page – same as modification noted in Purchasing module

Y

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Reports – Custom

Report ID Description Delivered Type Retro-Fit (Y/N)

FD_RPTP0021 Contract Expiration (KPO000010)

No SQR Y

FD_RPTP024 Cooperative Agreement Contracts (KPO00003 )

No SQR Y

KS_PO_CONTRACTS

Purchasing Contracts No Query Y

KS_PO_CNTRCT_SPEND

Vouchers associated to a contract through a PO and or P-Card

No Query Y

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Security

● Current State– Custom Roles and Permission lists used– Row Level Security Used – BU/Set ID (by Agency)– User Preferences – Strategic Sourcing– Requester and Buyer Setup

● Security Changes– New permission lists for new features (Supplier Administration and Registration

Center, SES, etc)

● Security Design Changes will be needed– This will be discussed with the SOK Security Team separately

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Batch Schedule

Frequency

Functional Job Name

PS Navigation Path Run Control ID SuggestedChange

NightlyExisting Solicitation Interface INF39

Kansas > KS PO Batch > INF39-Solicitation Website

N_PO_KS_BID_SUPP No

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Open Discussion & Questions