Operations Information ExchangeOperations Information ExchangeMarch 26, 2014March 26, 2014

Banner Accounts Payable and PurchasingBanner Accounts Payable and Purchasing

Jen Pastorek and Patty PetersonJen Pastorek and Patty Peterson

Accounts Payable StaffAccounts Payable StaffDorene SpottsFiscal ManagerPayroll and Accounts Payable

Megan Lindsey – AP, Travel Reimbursements

Kelly Donovan – Pcards, Department audits

Estella Parra (> 25 years) Diana Bressler (> 20 years) Ellen Yaffe (> 10 years)

Students:

Jackie Jones, ‘14 Social Work Emily Kurfis, ‘15 Social Work Amanda Dearmond, ‘15 Biology

Maggie May, ‘16 History, Education

Marissa Gibbons, ‘16 Business Rebecca Soisson, ’16 Bioengineering

Kristin Dohner, ’16 Rec Therapy

How much do we spend?How much do we spend?

Approximately 82,000 invoices and 104,000 Pcard transactions per year

What is changing and when?What is changing and when?

AP direct pay invoices will be processed in Banner instead of Lawson beginning mid-April

Requisitions and PO’s (except for Hospital) will be done on the Banner system starting May 1st after training is

completed

All Hospital direct pays, PO’s and inventory will remain in the Lawson system

Benefits of the new systemBenefits of the new system

Electronic imaging of all invoices – all users will be able to drill-down from Banner self service expense query to get

the invoice image

Simplification of our electronic payments via ACH or wire transfer to vendors

Real-time posting of invoices to our financial systems

Paper-free invoice processing – save some trees and the hassle of piles of paper and filing cabinets

Access account activity through finance self-service – any internet connection

Drill into a document to see more detail

Select View Document for the scanned image

Invoices, emails, backup, notes can be scanned and attached

Electronic Requisitions• Uses Banner Self Service

• Simple and intuitive

• 1 screen of entry

• Ability to now upload

attachments (ie. Quotes,

statements of work, any vendor

information helpful for the

order).

• Easy visibility as to where

the requisition is in the

process

Requisition Statistics• All indexes, other than hospital, will account for

approximately 2000 Purchase Orders annually

• Requester/Approver

Information

Break Down by campus

Count of UserID    

Campus Approver TotalNA Approver 29

HSC Approver 164  Both 22  Requestor 31

Main Approver 148  Both 33  Requestor 34Remote Approver 3

Grand Total   464

Training Plan

• Week of 3/31 – Purchasing staff

• Week of 4/7 – Receiving staff

• Week of 4/14 – Requestors/Approvers

• Week of 4/21 – Approvers only

• Week of 4/28 – Breathe!

• GO LIVE – Thursday, 5/1/2014

Session Dates/TimesMonday Tuesday Wednesday Thursday Friday

  31 1 2 3 49:00 am - 11:00 am

PURCHASING TRAINING1:00 pm - 3:00 pm  7 8 9 10 11

9:00 am - 11:00 am PURCHASING & RECEIVING TRAINING1:00 pm - 3:00 pm  14 15 16 17 18  REQUESTOR/APPROVER TRAINING9:00 am - 11:00 am   COB0208   UC1600  1:00 pm - 3:00 pm UC1600   COB0208      21 22 23 24 25  APPROVER ONLY TRAINING

           

10:00 am - 12:00 pm   CC1300 CC1300 CC1300  2:00 pm - 4:00 pm    CC1300 CC1300 CC1300    28 29 30 1 2  No Training No Training No Training

        Go Live  

Look for sign up information by week’s end

QUESTIONS ?