Project Information Meeting

January 10, 2007

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Current State of Business Processes

Approvals, purchasing, receiving and invoice processing are paper-based and manual. Effective, but slow and inefficient. Transaction volumes growing and expected to continue to increase.

Internal campus service centers are paper-based. Significant

transaction volume.

No automated connection/capture for many of the above transactions into Banner. Financial commitment information is untimely.

State initiative for e-procurement (eVA). VT required to participate

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What is SciQuest?

Applying relatively new technology

Developer of materials management software:Storeroom-to requisition-to-purchase-to-receipt –to-

payment enabled for full-cycle electronic automation.

Corporate market focus is on higher education/research. Customers include Penn St, Cal Tech, RPI, Illinois, Penn., Notre Dame, University of New Mexico

Corporate partner with SunGard Higher Education (Banner). Software has been developed to fully integrate with Banner.

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System Description

SciQuest software is hosted and integrated with Banner. Requisitioning process will use Banner logins and IDs. Electronic approval process will use Banner security.

Banner message broker will move data seamlessly between the two systems Data will reside in Banner

Create a web-based marketplace with contract suppliers: HokieMartDepartment-level on-line requisition creation for either purchase of internal services

or purchase from commercial vendorSystem will route requisitions through an on-line approval processSystem will deliver approved requisitions to internal service suppliersSystem delivers completed orders to external suppliersGoods or services electronically received in HokieMartImplemented centralized receipt of invoices to enable future electronic payment

process

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What Benefits Do We Expect?

Reduced cycle time as result of electronic processing Improved timeliness of financial commitment data Improved business practice with front-end approval process and electronic receiving More efficient invoice receipt/processing Increased purchasing delegation for HokieMart transactions Cost savings as more transactions flow to contract HokieMart

suppliers Increased throughput of completed orders to eVA data warehouse

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Enabled supplier list

Apple Daly Computers and periferals (MBE)

Dell Fisher Scientific Gateway Grainger OfficeMax The Supply Room Companies (SBE)

Virginia Correctional Enterprises VWR

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Enabled suppliers

Hosted Catalog Suppliers Bio-Rad Fisher Scientific Sigma Aldrich VWR Applied Biosystems Affymetrix

Suppliers in Process of being enabled CDW Daycon Ferguson State Electric Beckman Coulter

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Enabled Colleges/Academic Departments

Biochemistry Chemistry Civil and Environmental Engineering College of Agriculture – Administration College of Veterinary Medicine Engineering Science and Mechanics Educational Research and Outreach Southern Piedmont AREC Virginia Bioinformatics Institute

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Enabled Administrative Departments

Athletics Business and Management Systems Controller’s Office Budget and Financial Planning Facilities/Physical Plant Information Technology Internal Audit Purchasing Sponsored Programs VP for Student Affairs Residential and Dining Programs

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Implementation Schedule

Jan: College of Business College of Science

College of Liberal Arts and Human Sciences Graduate School

Feb: College of Engineering VP for Research (remaining units)

Mar: College of Agriculture College of Natural Resources VP for Outreach and International Affairs

Apr: College of Architecture and Urban Studies Library Network Infrastructure and Services

May: All other Centers and Institutes not previously enabled

June: Complete conversion. All FY 08 transactions to be Completed in the HokieMart

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Challenges

Complete the training and adoption process for campus business staff as rapidly as is feasible Implementation of approval process that fits departmental needs Build-out of the HokieMart Conversion of all internal business/service center forms to integrated electronic format Some restrictions on P-card use