SCHOOLS & DEPARTMENTS PROCUREMENT FOUNDATION LEVEL TRAINING

SCHOOLS & DEPARTMENTSSCHOOLS & DEPARTMENTS

PROCUREMENTPROCUREMENT

FOUNDATION LEVEL TRAININGFOUNDATION LEVEL TRAINING

2Procurement Foundation Level

ROADMAP TO SUCCESSROADMAP TO SUCCESS

Drive Your Own Drive Your Own LearningLearning

Travelers on today’s journey will discover

New Business Processes, how SAP

roles are changing and arrive at the rest stop where they can

make decisions about continuing their

journey on their Road To Success

ProcurementProcurementPlacePlace

ProcurementProcurementPlacePlace

HR HR HighwayHighway

HR HR HighwayHighway

BudgetBudgetBoulevardBoulevard

BudgetBudgetBoulevardBoulevard

ESS ESS ExpresswayExpressway

ESS ESS ExpresswayExpressway

MSSMSSMallMallMSSMSSMallMall

PayrollPayrollParkwayParkwayPayrollPayroll

ParkwayParkway

e-Learninge-LearningAcademyAcademy

e-Learninge-LearningAcademyAcademy

Rest StopRest StopRest StopRest Stop


ROLE DESCRIPTIONSROLE DESCRIPTIONS



Requisitioner– Create/edit purchase requisitions in SAP and submit

for approval. – Process goods receipt or returns in SAP.

1st Level Requisition Approver – Review and approve all purchase requisitions for

department/school including price, account assignment information; approve a revised requisition.

– Review and approve requisitions in SAP for B-Stock Transfers-In (Stock Transport Requisition).



Budgetkeeper– Review and obtain invoice approval against

Framework Requisitions/P.O.’s (signed invoices) in SAP.

– Complete and submit approved check requests to Accounts Payable for invoice payment.

– Submit travel vouchers and mileage reimbursement requests to Accounts Payable.


NEW TERMINOLOGYNEW TERMINOLOGY



Account Assignment Category - An indicator that tells the system how the costs of this procurement will be charged.

Catalog Content Management (CCM) - The online catalog of materials available for purchase both internally and externally.

Document Type - Key identifier for a purchasing document, e.g., standard requisition (NB), framework requisition (FO), stock transport requisition (ZT), etc.



Framework Requisition – A type of requisition used to procure 25 non-asset items or more through electronic attached lists.

Goods Receipt - Online acceptance of ordered items.

Material Master (MM) - Repository of data information pertaining to a specific good or service.

Material Group (NIGP class) - Grouping of materials, products and/or services with similar features or characteristics.



Stock Transport Requisition/Order – A type of purchase requisition/order used for internal purchases from the central warehouse or to obtain free B-Stock warehouse materials.


STANDARD REQUISITIONSTANDARD REQUISITION


Access to SAPAccess to SAPBRITE WEB SITEBRITE WEB SITE

www.browardschools.com/erpwww.browardschools.com/erp

Click to Access SAP


PORTAL SIGN-ONPORTAL SIGN-ON

Select “Get Support” to

Request a new password


END-USER LOG-IN TO SAPEND-USER LOG-IN TO SAP

Will add screen shot later

HR Action ProcessorHR Action ProcessorHR Action ProcessorHR Action Processor

Tabs Dependent Upon Your Role(s)


Current State Future State

No centralization of data management

New Data Strategy Group (DSG) will centralize the creation, maintenance and standardization of data records, thus reducing duplication of data

Online catalogs are not available for purchases

An online catalog of material records maintained in the BCPS system allows point and click selection of materials to be purchased

Facilitates selection of contracted materials

Automatically populates requisitions once material is selected, which will save time

KEY IMPROVEMENTS: PROCUREMENTKEY IMPROVEMENTS: PROCUREMENT


Current State Future State

Attached lists are widely used for purchases

Electronic attached lists will only be allowed for purchases of 25 or more non-asset line items in one requisition

The materials list will be electronically attached to the requisition for better tracking

Purchases of 24 or less line items will require itemization, which provides better data collection of purchasing history

Material Requirements Planning (MRP) not used

The verification that a material needs to be reordered and the process for creating a requisition are manual processes

MRP helps determine when to order required stock, reducing backorders

The system will recognize material requirements and generate the requisition automatically

KEY IMPROVEMENTS: PROCUREMENTKEY IMPROVEMENTS: PROCUREMENT



When the need for an item is identified, the Requisitioner initiates a standard requisition, enters their phone number and selects the Catalog button to choose the item.

CatalogCatalogCatalogCatalog

SAP tracks Req by the User’s Login ID


CATALOG CONTENT MANAGEMENTCATALOG CONTENT MANAGEMENT

Catalog Content Management allows “point and click” selection of materials to be purchased



Completed requisition



Request Approved by Principal or Department Head



Requisitioner may display information or status of requisition


PURCHASE ORDERPURCHASE ORDER

Auto POs are created for items under contract

Quotes will be obtained by Purchasing Agents and a contract created if required


PURCHASE ORDERPURCHASE ORDER

Created PO

Close out Close out all 2006-all 2006-

2007 POs 2007 POs by 11/15/07by 11/15/07


ORDER DELIVEREDORDER DELIVERED

Order received at location


GOODS RECEIPTGOODS RECEIPT

When the item arrives at your school or department

Receive it online in SAP


INVOICE RECEIPTINVOICE RECEIPT

Invoices will be received and entered in Accounts Payable against the P.O.

Only invoices for purchases using Framework PRs/POs will be routed for approval and signature


NEXT STEPSNEXT STEPS


NEXT STEPSNEXT STEPS

Description of Roles Decide who will be performing (and backing up) the following:

•School or District-based Administrator (Approver)•Budgetkeeper (Schools & Departments)•Requisitioner

Future Training NeedsStaff needs to register for training according to roles assigned


FUTURE TRIPSFUTURE TRIPS

Drive Your Own Role-Based TrainingDrive Your Own Role-Based Training

Instructor Lead Training

Instructor Lead Training

BlackboardBlackboard

Learning Learning

CommunitiesCommunities

Learning Learning

CommunitiesCommunitiesAtomic

LearningAtomic

LearningElluminateElluminate


Key Dates

– Official “Go-live” Wave One is 12/3/07

– End user training begins 10/1/07

– Principals assign roles and enter in database 8/15/07

Training Strategy

– Two people per role for location during initial training

System Requirements

– Available online at web/erp Prepare your hardware

now

IMPORTANT REMINDERSIMPORTANT REMINDERS


HELP DESK 754-321-8120

BRITE Website @ web/erp

e-Learning prerequisite courses available 9/1/07

CAB Conference

BRITE LITES Training 8/23 & 8/24/07

Training Procurement 10/4/07 – 11/9/07

USER SUPPORT OPTIONSUSER SUPPORT OPTIONS


QUESTIONSQUESTIONS


As part of your Foundation Level Training follow-up activities, you are required to complete:

Business Event Appraisal in ESS@ http://web/hrms/ess.htm

Course Evaluation in QUIA@ http://www.quia.com/sv/120637.html

Your input will provide valuable feedback, ensure that your

attendance in today’s course is on your inservice record and that your points are awarded.

Thank you.

COURSE EVALUATIONCOURSE EVALUATION

Documents

SCHOOLS & DEPARTMENTS PROCUREMENT FOUNDATION LEVEL TRAINING