supplier onboarding and activity guides reconnect

Prepared by:

Session ID:

Supplier Onboarding & Activity Guides

Lauren Reynolds / Mike KolkayAssociate / Senior AssociateGrant Thornton

Supplier Onboarding Made Easy Through the Use of WorkCenter Activity Guides

2016PSFT-102240

Welcome and Please:

• Silence Audible Devices

• Note Fire Exits

• Partake of Refreshments

• Note Quest Staffers (green shirts)

• Complete Feedback Form

• Ask Questions

About the Presenters

Lauren is a 2nd year associate with Grant Thornton’s Advisory Services practice in Chicago, specifically aligned with the Enterprise Resource Planning (ERP) Technology Solutions group. Prior to Joining Grant Thornton, Lauren attended the University of Missouri graduating in May 2014 with a Bachelors of Science in Business Administration emphasizing in Finance and Banking. She has been apart of several large scale implementations, from design through deployment. Her expertise includes Inventory, WorkCenters, UPK, Reporting, Conversion, Test Coordination, Training Development, and post go-live support.

EducationBSBA, Finance and Banking, University of Missouri

Lauren ReynoldsAssociate, Technology Solutions Chicago, IL

Industries• Financial Services• Health Care

Mike Kolkay is a Senior Associate with Grant Thornton in the Technology Solutions practice. Prior to joining Grant Thornton, Mike was an Associate with MarketSphere Consulting, focusing on PeopleSoft financials implementations. His professional experience had focused on large-scale implementations, from design through deployment. His expertise includes Accounts Payable, Cash Management, iHub, inbound interface mapping/processing, reporting, process/data analysis and redesign, test coordination, training development, and post go-live support.

EducationBS, Business Management, Northern Illinois University

Mike KolkaySenior Associate, Technology Solutions Chicago, IL

Industries• Financial Services• Environmental Services• Industrial Services• Wholesale Distribution• Hospitality Services• Sports Services• Healthcare

About Grant Thornton

Grant Thornton International• Revenues of $4.2B• 600 offices worldwide• Nearly 35,000 employees• More than 2,800 partners

To be the leading audit, tax and advisory firm, serving dynamic organizations in our chosen markets.

V I S I O N

Grant Thornton LLP• Revenues of $1.2B • 54 offices nationwide• More than 6,000 employees• More than 500 partners

Agenda

• What are Activity Guides and Supplier Onboarding?

• Supplier Onboarding Processing Features

• Benefits and Limitations of Activity Guides and Supplier Onboarding

• Configuring Activity Guides for Supplier Onboarding Activities

• Using Activity Guides to Increase Ease of Supplier Onboarding

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What is Supplier Onboarding?

• PeopleSoft provides a standardized online supplier registration system, also

known as supplier onboarding, across Source to Settle applications. Supplier

Onboarding offers a framework for implementing the online system and

managing supplier and bidder information and requests.

• Supplier Onboarding self service functionality offers suppliers the ability to

maintain their own address, contact, and other company profile information.


• The online supplier registration process includes maintenance and

invitations that go out to registrants, including existing suppliers, invited

prospects, and internal users. Registrants access the self-service

registration through the supplier portal, employee portal, a public website, or

a URL in an email invitation, depending on the registration usage and setup.

The system includes email notifications and approvals.


• PeopleSoft provides a framework for Supplier Onboarding in these PeopleSoft Source to Settle applications:

• eSettlements

• eSupplier Connection

• Payables

• Services Procurement

• Strategic Sourcing

• Purchasing

• eProcurement

What are Activity Guides?

• Activity guides are a PeopleTools feature that allow you to define guided procedures for a user or group of users to complete. Users are presented with a list of actions, or tasks, that need to be completed to finish the procedure

• They particularly useful for infrequently performed tasks or self-service applications

• Activity Guides can be either standalone or exist inside of a WorkCenter • Can make simple activity guides or more complex to specific groupings

(summary tasks) or dependencies within a given task.• Can make non-PS pages apart of the process and display them in the activity

guide• Content from other applications• Queries• External Websites• Are easy to configure within PS without writing any code.

What are Activity Guides?Problem: I am a temporary contractor hired by a company for their busy season. I did not receive any formal training for my job and I am having trouble completing my daily work as I am ensure of what steps I need to take and where I need to go to complete my daily tasks. Traditional Solution: Create training material such as a quick start guide or a UPK to provide to employees. With Activity Guides: I can create a simple and easy to use listing of tasks in PeopleSoft that guides an end user through a task to completion. As an end user they have visibility into the process and have reassuring confirmation that their task is complete.

Supplier Onboarding Processing

• Supplier Onboarding Administration

• Register

• Registrant Maintenance

• Approval Processing


• Define master profile questions.• Create a master set of user defined profile questions that bidders must

answer during the registration process to further analyze what product or service category this potential supplier would fall under.

• Establish the terms and conditions.• Define terms and conditions that registrants must agree to in order to

move forward with the onboarding process. Terms and conditions are intended to ensure any legal factors are understood, registrants are capable to do business with a given organization, and that the organizations rights to accept, reject, and/or discontinue services are communicated.

• Supplier registration system setup• Define system settings that control how supplier registration processing

is handled, including options such as duplicate checking controls, approval processing, defining registration instructions, and defining default onboarding codes / registration templates.


• Creating registration templates• Templates that can be used to selectively capture supplier attributes and

supplier profile information, and customize registration instructions and terms and conditions at the template level.

• Setting up access to supplier registration• Unique bidder/supplier permission lists and roles can be setup to assign

to public users to allow only the necessary access into an organizations production environment.

• Supplier registration• Via a supplier online portal new bidders/suppliers can access this portal

into an organizations production environment to submit general, address, contact, payment, and categorization information to then be evaluated, and either rejected or accepted by an organization to do further business.

Supplier Onboarding Benefits

• Allows suppliers to directly bid on business with a client organization within they’re live environment, creating streamline evaluation and approval processes

• Decreases reactive responses in researching competitive bidder/supplier pricing or offerings in allowing direct access into a organizations online portal

• Less time spent maintaining supplier general attributes, address, contact, and payment information internally

• Ability to systematically categorize bidder/supplier information based on questionnaire/registration responses allowing for focused, need-based analysis

Activity Guide Benefits

• Improve self-service experience by presenting easy to navigate step by step tasks.

• Flexibility to support a wide variety of tasks from PeopleSoft components, forms to external URL's.

• Content from other applications• Queries• External Websites• PeopleTools Framework provided to allow the definition guided step-by-step

set up. • Several pre-built delivered activity guides / templates are available.

Supplier Onboarding Limitations

• Dependent on bidder/supplier demand/initiation for doing business with a client organization

• General security concerns about offering a public portal into a client organizations production environment

• Additional internal administrative tasks of supplier onboarding and security components

• Potential interface requirements due to a clients necessity to have an interim onboarding portal that must then interface into PeopleSofts Supplier Onboarding components

Activity Guide Limitations

• Requires development work to configure task dependencies and to have navigation buttons other than previous or next, such as Mark as complete or a progress bar.

• If the user accesses and updates a transaction directly (for example, through standard menu navigation) rather than through the action item link in the activity guide pagelet, then any status change effected there will not be reflected in the activity guide pagelet.

Configuring Activity Guides

1. Determine tasks to be completed by the users and the ordering of tasks.2. Determine whether any tasks groupings. For example, summary tasks that

serve as parent tasks. 3. Determine which PeopleSoft component (transaction) corresponds to each task. 4. Determine which role or user can be assigned to each task.

1. Create an Activity Guide Template (PeopleTools > Portal > Activity Guide > Manage Activity Guide Templates)

Add Activity Guide ID (at least 10 characters), Title and Description

Configuring Activity GuidesNavigation: Main Menu > PeopleTools > Portal > Activity Guide > Manage Templates

1a. Security: Specify Security at either the User or Role Levelo Administrators – Manage tasks, Update Templates /

related instanceso Contributors – Complete action items within a templates

related instanceo Viewer – View but not update action items within an

instance



• Context data is what is used to make a unique identifier that will create an instance for a template. For example, you can define system variables to generate a new instance every time you click on the activity guide.

• You can use an app package to create a custom logic which will generate a unique identifier when the activity guide is clicked on. Additionally, there is the option to manually create instances which would require an administrator to create the template id.

1b. Advanced Options

1c. Pagelet Options: Specify Navigation buttons• Previous, and Next are default• Other example, Mark as Complete

• You will need to use the custom app package for custom pagelet buttons other than the Prev and Next, such as mark as complete or any custom passing of values.

• Pagelet Process Bar Visible• If you want this option, you need to define the custom app package that will control the progress bar as tasks are completed

and started. This is required for using the task dependency


Configuring Activity Guides2. Configure Action Items (General Information)

o Define the actions and make sure to sequence them so that they are in the actual process order. If you had defined an app package you can use the other features in here such as choosing parent action ( task dependencies) and the related data for passing information between tasks.

Configuring Activity Guides2a. Configure Action Items (General Information)

o Set up statuses for the action items and then the assignment type and specified role or user to which you are assigning the task to.. Once you are complete click save and move on to the next step. (Hint: Hitting the save button here allows shows the process diagram at the bottom)

Configuring Activity Guides3. Publish As Pagelet

o Next define a pagelet and the tittle. Click the Publish Pagelet button it will appear at the bottom. Click the hyperlink which will open the pagelet wizard in a new window so that you can define the pagelet.

3. Publish as Pagelet


3. Publish as a Pagelet


4. Associate a WorkCenter to the Activity Guide


Activity Guide – Register Bidder

Activity Guide – Bidder Approval

Activity Guide – Bidder Conversion

Activity Guide – Review New Supplier

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Session ID:

Please complete the session evaluation

102240

supplier onboarding and activity guides reconnect

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