Transforming Georgia Tech’s Procure to Pay Process

24 Mar 2011

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What is BuzzMart?

• Georgia Tech has launched the most advanced integrated eBusiness system in the Georgia state offices and University System of Georgia.

• BuzzMart is Georgia Tech’s new eBusiness system. The system is available 24/7, internet accessible with electronic workflows and processes reducing email, Post-it notes and paperwork.

• BuzzMart is more than an eProcurement system - it is an eBusiness system. The Georgia Tech solution provides a single point of access using SciQuest and PeopleSoft incorporating eProcurement, eCatalogs, ePayables (including eInvoicing, eCheck Requests, ePayment/ACH), eReceipt of goods & services, electronic workflows and approvals all linked to the Georgia Tech imaging system.

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Information - First month

• Operating information for the 1st four weeks since campus rollout

• 1860 users trained and in the system

• Approximately 150 Training Classes were taught

• Move than 6000 venders have been updated and synced

• 3000 requisitions have been submitted

• More than 1100 invoices processed. 660 electronic

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Strategic Objectives

• Provide a single portal for Procure to Pay process

– Enhance user experience

– Support purchase, payment, eCheck requests, internal services

• Streamline electronic processes – Utilize electronic approval routing

– Improve process efficiency and data access

– Increase order-to-payment visibility

• Shift the Procurement focus – Transition from transaction-based model to more strategic approach

– Reduce PCard spend and supporting paperwork

– Leverage spend across Institute & create value/savings

• Implement state of the art technology

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Key Benefits

• Improved Efficiency ₋ Internet based, 24/7 access

₋ “One Stop” shop

₋ Process visibility

• Real time processing

• On demand reporting/history

• Increased Access ₋ Student and affiliate access

₋ Electronic approval and workflow

• Cost Savings ₋ Reduced transactional costs

₋ Reduced maverick spend

₋ Increased contract compliance

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GT Project Implementation

• MIT

• California Institute of Technology

• Virginia Tech

• Emory

• Harvard

• University of Pittsburgh

• Yale

• University of Michigan

• University of Chicago

• University of Missouri System

• University of Notre Dame

• University of Pennsylvania

• Penn State University

• Johns Hopkins University

Our goal is not to catch up or follow,

but to get in front of our peers.

• Hosted solution powered by SciQuest

• USG - 5 Schools live by Spring 2011

• Over 110 Colleges and Universities are SciQuest Customers

₋

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GT Project Implementation

Steering Committee

User Group

Project Team

Pilot Groups

Collaborative Approach

• Business Services

• Information Technology

• Financial Services

• Organizational Development

• External Consultants

• Housing

• Electrical and

Computer Engineering

Cross-Section of Campus

Representatives

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What’s Changing?

• Transition PO and Payables from PeopleSoft to BuzzMart

• Designated roles, electronic workflow & approvals

• Transition from PCard to BuzzMart for catalogs

• Catalog ordering process and expedited electronic approval

• Change from the DPO and PO decision process to catalog or non-catalog PO managed by the system

• Receiving for orders $3,000 and over

• Electronic invoicing and match exceptions

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BuzzMart Roles

SHOPPER • Finds items and

creates shopping

carts

• Uses forms to

procure non-catalog

items and services

• Receives items

REQUESTER • Can shop for items

• Enters project and

accounting details

• Assigns Approvers

• Receives Items

FINANCIAL

APPROVER • Reviews requisition

details

• Determines if funds

are available for

purchase

SPEND

AUTHORITY • Reviews requisition

details

• Determines if items

are appropriate for

project

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Access to BuzzMart Roles

• Security and Access is determined by the Department

• Your Department must submit a role authorization form. Once you have both an authorization and completed training you will receive access within 4 days

• Check with your department to determine if your authorization was submitted. If not complete the Access Form found the Business Services website

– Get your Supervisor’s signature and fax the form to Business Services

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Campus User Access

• Access BuzzMart from TechWorks

• Training Resources

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Home Page

Demo

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• Go Live: Top Vendors (based on volume of transactions)

• Post Go Live: Additional catalogs added on regular basis

Catalog Suppliers

Agilent Technologies

Bio-Rad Laboratories

CDWG

Dell Marketing

DIGI KEY

Fisher Scientific

Grainger, Inc.

HD Supply Facilities Maintenance

Hewlett Packard

Lenovo

Newark US

Eurofins MWG Operon

Qiagen, Inc.

Sigma Aldrich

Southeast Link Services

Southeastern Paper Group

Southern Computer Warehouse

Staples

Thor Labs, Inc.

Troxell

VWR International

Zep Sales

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Key Policies

• Segregation of duties: Requesters and Approvers are not allowed to approve their own requisitions

• Catalog items <$3000 will not require Financial or Spend Approvals

– Spend Authority will review <$3,000 catalog purchases during month-end report or via PI Confirmation

• Non-Catalog items of any amount and all purchases and services >$3,000 will require Financial and Spend Approvals

• Vendors on PO’s cannot be changed for invoice payments

– Requester must cancel the PO and resubmit with new vendor

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Key Policies

• All PO’s over $3,000 will require a BuzzMart Receipt

– Cost Receipt or Quantity Receipt

– PO’s less than $3K can be received in BuzzMart, but not required for payment

• PO-related Invoices that do not match the PO will require approvals to pay – 3 reasons for this match exception:

– Invoice states a different price

– Invoice states a different quantity

– Items need to be received in BuzzMart

• NIGP codes must be add on all Non-Catalog purchases to designate the commodity

– Ex: 90626-Electronics, Architectural Services

– Ex: 60071-Multi-function Office Machine

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Key Policies

• BuzzMart Change Request form can only be submitted for Non-catalog/Non-contract on PO’s

– Journal Entry Transfers or Electronic Cost Transfers will be used for all catalog orders that require accounting and/or funding changes

• Campus Users should encourage vendors they use for planned purchases and services to complete a vendor profile form to become an available BuzzMart vendor

• Pcard remains a viable tool to utilize when vendors are not hosted in BuzzMart

• Individual departments may have unique requirements that further elaborate these policies

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Segregation of Duties

Financial Approver

Spend Authority Approver

Requester

Shopper

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Role Based Training

• BuzzMart Training

– Role-based

• Roles assigned at Department/Unit Level

– Required for access and authorization (similar to PCard)

Role

Classroom

Training

On Demand

Web-based Training

Shopper • •

Requester • Financial

Approver • Spend Authority

Approver • •

OR

OR

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Questions/Feedback

Business Services: Your Strategic Services Partner!

Thank you

for your support

Frans Barends 894-5000

Sharon Jackson 894-0348

Judy Whitfield 894-9054