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Business Process Workshop SessionInventory

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Welcome

Introductions

Do you currently use Core-CT? If so, what modules do you use?

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BPW Introduction, Project Update & Agenda

Project Director

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BPW Objectives

Understand the new process flows Identify largest impacts and changes Focus on operations, not the system Discuss operational issues that include:

• Roles and responsibilities; skill impacts

• Workload

• Forms and documentation

• Process and procedure changes

• Scope of impact

Develop action items to address operational issues Map Inventory Personnel to Core-CT Inventory roles

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BPW Assumptions

Statewide policies will be updated by the responsible agency

Agency specific policies and procedures will be updated by the individual agency

Participants already know how to manage their inventory and understand the business rules prior to attending Core-CT training

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BPW Participant Expectations

Think creatively - this is an opportunity to maximize the performance of your team

Use the Core-CT staff including ARCs and facilitators as resources during the working sessions

Don’t expect to solve all issues/impacts during the session

You will start here today and follow-up work will be done at your agency and coordinated by your ARC

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Training Approach

PeopleSoft Navigation Tutorial Overview Courses

• Animated PowerPoint in a Flash format

• May be taken at your desktop or in a classroom based on your agency requirements

• You complete it when it is convenient for you prior to beginning transactional training

• You may take the Overview as frequently as needed A new approach to classroom training

• Exercises are simulations based on the production environment

• Instructor-Led

• Each exercise may be repeated

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Objectives:• Provide Super Users with Self-Paced training in Sandbox environment• Test Job Aids, WLA documents and other training materials• Collect agency specific training points to be covered by instructors

Participants:• Inventory Super Users

Activities and Timing:• Held 5/2 through 5/13 (TBD); invitations to be sent in April after Super

Users are identified by agency sponsors• Full day session: Includes data entry and discussion with training team

members. Held on site at Core-CT

Task Reminder• Please submit Tasks 114 and 116 (Inventory Configuration) if you have

not done so already• Inventory Conversion Mock File 1 is past due and Mock File 2 was due

on 3/1 (Task 106)

Inventory Pre-Training Sessions

Pre-Training Sessions give Super Users the opportunity to view the system sooner and ensure agency-specific data is in the Sandbox.

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BPW Activities

Agency Participant’s Workbook• Includes questions which will drive breakout session

discussions

End-User Validation • Complete Inventory Role Spreadsheet (Due by April 15) • Review Inventory Role Handbook• Identify Inventory users and associated roles

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BPW Activities

Role Handbook• Inventory has seven roles

Agency Inventory Processor Agency Inventory MSR Processor Agency Inventory Express Issuer Agency Inventory Approver Agency Inventory Adjuster Agency Inventory Reviewer Agency Financial Inventory Processor

• EPM role needed for EPM access

• Role assignments will be completed during BPWs

Roles are NOT intended to reflect job titles

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BPW Activities

Role Assignment Steps

1. Review and understand roles

2. Review Agency Inventory structure

3. Determine employee tasks

4. Complete role assignment spreadsheet for your Agency in conjunction with your ARC

5. Review agency roles for separation of duties

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Inventory Overview

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Inventory Overview

Inventory Setup

Enter Inventory

Demand Fulfillment

Inventory Accounting

Maintain Inventory

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Inventory Overview - Impacts

Inventory Online System versus Spreadsheets or Index Cards (for many agencies) to process and keep track of all Inventory related transactions

All Warehouses/Stock Rooms (typically equivalent to one Inventory Business Unit) must have a computer with broadband Internet and Core-CT Access

Core-CT User Access: Monday – Saturday 6am to 7pm; 24x7 access will be available to certain Inventory users on an as needed basis. However, agencies will have to develop a process to capture Inventory transactions in Core-CT that occurred during a non-access time, such as a system-wide outage.

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Inventory Setup

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Inventory Overview

Inventory Setup

Enter Inventory

Demand Fulfillment

Inventory Accounting

Maintain Inventory

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Inventory Setup – Item Maintenance

Load VendorCatalog in

CatalogManagement

Define InventoryUOM

Agency AssignsItem to theInventory

Business Unit

Items is Over theAgency Delegated

PurchasingAuthority (ItemsOver $50,000)

Buyer ContactsDAS or DOIT

Procurement forNew Items

DAS or DOITContacts Vendor/Creates Contract

Items using AgencyDelegated

PurchasingAuthority (Items$10,000-$50,000)

Items usingAgency Delegated

PurchasingAuthority (ItemsUnder $10,000)

AgencyCreates the

Contract

Send DASSupplier Kit to

Vendor

SendCompleted DAS

Supplier KitBack to Agency

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Inventory Setup – Structuring Facilities

Define InventoryBusiness Units

(i.e.CMEM1)

Define StorageAreas

Warehouse/Storage Facility Stock Room 1

Aisle

Cabinet

Shelf

Bin

Today

Core-CT Define Level 1

Define Level 2

Define Level 3

Define Level 4

Define Storage Locations

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Inventory Setup - Impacts

The following must be complete for new Items in Core-CT:

Buyer is contacted regarding the new item to be stored in inventory. The Buyer determines how the contract is set up.

1. Over the Delegated Purchasing Authority, ($50,000)2. Under the Delegated Purchasing Authority, ($10,000 - $50,000)3. Under the Delegated Purchasing Authority, (under $10,000)

Catalog Management (CM) is notified to load the catalog. The agency or DAS or DOIT notifies CM depending on which three steps above were used.

Agency Inventory Processor assigns the item to the Inventory Business Unit.

DO NOT ORDER BY DESCRIPTION. You will need a CM number to put the item away.

For DAS Supplier Kit information, please navigate to: http://www.das.state.ct.us/Purchase/Info/supplier_kit.asp

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Enter Inventory

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Inventory Overview

Inventory Setup

Enter Inventory

Demand Fulfillment

Inventory Accounting

Maintain Inventory

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Enter Inventory - Purchasing Impacts

(New) (New)

Receive Items throughPurchasing

Enter ReceiptSelect

Locations(Optional)

ReceiverInterface Push

Process(Batch)

Buyer PopulatesInventory BU on

REQ/PO

(New)

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Enter Inventory

Receive Itemsthrough

Purchasing

Load StagedItems

(Batch)

StagingErrors?

Correct StageErrors

EnterStockroomFeedback(Optional)

Print & ReviewPutaway Plan

(Optional)

CompletePutaway(Batch)

Yes

No

ExpressPutaway

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Enter Inventory/Purchasing - Impacts

The Buyers will need to enter the appropriate Inventory Business Unit information when creating Purchase Orders/Requisitions for Inventory items

Items must not be ordered by Description on the Purchase Order (PO). If this is done, the Catalog Management numbers will not display on the PO or Receipt and goods cannot be putaway to Inventory.

Receivers will be responsible for managing the new steps in the Receive Items through Purchasing process (Receivers already manage existing steps)

Putaway Plans cannot be printed until all Load Stage Item errors are corrected

In order for items to be received and putaway into Inventory properly, the Buyer must make sure that the ‘Receiving Required’ checkbox is selected on the Purchase Order

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Demand Fulfillment

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Inventory Overview

Inventory Setup

Enter Inventory

Demand Fulfillment

Inventory Accounting

Maintain Inventory

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Demand Fulfillment

Enter MSR* ApproveMSR*

Cancel/HoldRequest

(If Needed)

ReserveMaterials(Batch)

Print & ReviewPicking Plan

Enter MaterialPicking

Feedback(Optional)

PickingConfirmation

(Batch)

Print & ReviewPacking Slip

StockDepletion

(Batch)

EnterExpress

Issue

*MSR = MaterialStock Request

Ship Orders

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Demand Fulfillment

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Demand Fulfillment

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Demand Fulfillment - Impacts

Before a Material Stock Request (MSR) or Express Issue stock request can be created for a new item, a contract must be completed, see Inventory Setup, and the Catalog Management team must enter the catalog into Core-CT. Once Business Unit items are defined by the Agency and stock is putaway, an MSR or Express Issue stock request can be created for the new item.

Stock counts will be updated in Core-CT immediately once an Express Issue request is created and saved.

MSR stock counts will be updated in Core-CT periodically.

Core-CT introduces the concept of ‘Quantity Available’ that includes outstanding supply (from Purchasing) and outstanding demand from MSRs.

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Inventory Accounting

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Inventory Overview

Inventory Setup

Enter Inventory

Demand Fulfillment

Inventory Accounting

Maintain Inventory

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Inventory Accounting

InventoryTransactions

TransactionCosting(Batch)

AccountingLine Creation

(Batch)

AccountingErrors?

Correct LineErrors

Yes

NoExtract

AccountingLines using

EPM

ProcessSpreadsheet

Upload

Extract CO-59 Data from

EPM

EPM Userwith at least

one Inventoryrole

EPM User withat least one

Inventory role

Agency FinancialInventoryProcessor

It is recommended that theperson who currentlyprocesses Inventory

accounting lines completesthe spreadsheet journal.However, uploading it to

Core-CT must be done bythe Agency GL Reviewer.

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Inventory Accounting - Impacts

It is recommended that Agencies that will process charge backs do so on a monthly basis. However, Agencies with a large number of issues to process may process charge backs more frequently. All charge backs must be done before the end of a fiscal year to properly value the Inventory.

OSC determination that all Agencies will use the FIFO (First In First Out) Costing method for valuing Inventory. The effect of using the FIFO costing method will be largely transparent to users.

Agency Financial Inventory Processors must check for and correct accounting line errors in addition to extracting relevant Inventory transaction data from EPM (assuming they are given EPM access).

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Inventory Accounting – Impacts (Continued)

The personnel in your agency that create and maintain spreadsheet journal entries using Microsoft Excel must communicate to the Agency GL Reviewer when a spreadsheet journal is ready to be uploaded to the Core-CT General Ledger.

An EPM extract will be used to prepare the CO-59.

For FY 2005, you will generate the current CO-59. The revised CO-59 will be available for reporting Inventory FY 2006.

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Maintain Inventory

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Inventory Overview

Inventory Setup

Enter Inventory

Demand Fulfillment

Inventory Accounting

Maintain Inventory

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Review/Update Inventory Status

Inventory Replenishment

Inventory Adjustments Bin to Bin Transfers

Counting Inventory

Maintain Inventory

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Maintain Inventory - Counting

*The Agency Inventory Processor uses Express Putaway to add to the Inventory count.

The Agency Inventory Adjuster uses Adjustments to decrease the Inventory count.

SetupCounting

Event

Run CreateCounting Event

Process

Print & ReviewCounting Sheet

ReportCount

Inventory

Print & ReviewReconciliation

ReportAdjust Count*

Enter CountingResults

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Maintain Inventory - Impacts

The Agency Inventory Processor must communicate with the Buyers in order to replenish Inventory once re-order points have been reached (if this is not done already).

Inventory discrepancy reports do not print automatically. Inventory users must use the Inventory module’s pages and reports in order to determine discrepancies.

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Inventory Breakout Session

Complete Agency Participant Workbook (pages 1-3)

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Inventory Role/User Mapping

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Inventory Role/User Mapping

Use the Role Handbook along with the following Inventory Role slide information to assign roles to users• Inventory has seven roles

Agency Inventory Processor Agency Inventory MSR Processor Agency Inventory Express Issuer Agency Inventory Approver Agency Inventory Adjuster Agency Inventory Reviewer Agency Financial Inventory Processor

• Although a role may give access to a page, not all users will need to use/transact on every page. This will be defined by your agency’s business process needs.

• Various roles have been identified so that checks and balances are in place

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Security Overview

Core-CT Security Team allocates page and Business Unit access in the system

Page access is given by assigning role(s) to users in Core-CT

Prior to Core-CT Inventory Implementation:

• BPW attendees complete Role/User mapping• BPW attendees identify which Business Units users will get

access to• Training Team will provide Security Team with the Role/User and

Business Unit information in order for Inventory personnel to have the appropriate access in Core-CT for Inventory Go-Live

Post Core-CT Inventory Implementation:

• Agency Security Liaisons will provide new or modified user access requests to the Core-CT Security Team

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Inventory Navigation Menu(Example)

*This is not a finalized Inventory menu – this is only an example.

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Agency Inventory Processor

Day to Day Tasks:

Updates unfulfilled stock requests and cancels/holds stock requests

Reviews fulfillment information: Fulfillment Status, InterUnit Stock Status, and Stock Request information

Monitors Inventory depletion/stock levels

Runs Manual Replenishment Report

Reviews and corrects Inventory item putaway staging information

Completes putaway

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Agency Inventory Processor (Continued)

Additional Tasks:

Maintains Business Unit item information

Maintains storage locations (including storage areas, levels, default putaway locations and default picking locations)

Prints and reviews putaway plan

Enters stockroom feedback

Enters Express Putaway

Participates in and monitors Inventory reservations, corrects reservation errors

Participates in and monitors Inventory picking; which includes printing and reviewing the picking plan, entering picking feedback, and confirming picking information

Participates in and monitors Inventory shipping (prints packing slip)

Performs bin to bin transfers

Reviews and updates Inventory status

Views items (catalogs) in the Purchasing module

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Agency Inventory MSR Processor

Task:

Creates Inventory Demand by entering Material Stock Requests

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Agency Inventory Approver

Task:

Approves Material Stock Requests

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Agency Inventory Express Issuer

Task:

Creates Express Issue stock requests to fulfill inventory demand

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Agency Inventory Adjuster

Tasks:

Performs the physical count process

Makes adjustments to Inventory

Other Information:

Agency Inventory Processors, Agency Inventory MSR Processors, Agency Inventory Express Issuers, and Agency Inventory Approvers do not perform Inventory counts or adjust Inventory due to segregation of duties

Adjustments are only made to decrease Inventory

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Agency Inventory Reviewer

Tasks:

Runs inquiries to review Inventory information to support business functions of the unit

Runs Inventory management reports

Views Inventory Business Unit transaction information

Views Inventory maintenance information

Views Business Unit item, storage area, and storage location setup information

Other Information:

Has view only access to many of the pages that the Agency Inventory Processor has access to

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Agency Financial Inventory Processor

Tasks:

Reviews and corrects Inventory transaction costing and accounting line transactions

Other Information:

It is recommended that users with this role are also assigned EPM access so that:

• The CO-59 EPM extract can be processed

• Accounting Lines can be extracted

• Other EPM queries can be run

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Inventory Breakout Session

Complete the last page of the Agency Participant Workbook

Review Role Handbook

Complete Role Spreadsheet

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Inventory – Closing Activities

Role spreadsheet has been completed

• Any information that you are unable to complete on the role spreadsheets in this session must be submitted to the Core-CT training team by April 15

• Email role spreadsheets (and questions) to: training.questions@ct.gov

Inventory Super Users have been identified

• Responsible for entering agency-specific data during the pre- training sessions that are being planned for May

Agency-specific information has been provided

Agency-Participant Workbook has been photocopied

Thank you for attending today’s session

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Wrap-Up

Questions?