department of education user kick off jun 02, 2011 team georgia marketplace™
TRANSCRIPT
Department of EducationUser Kick Off
Jun 02, 2011
Team Georgia Marketplace™
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• At the end of this webinar, you will be able to:– Describe Team Georgia Marketplace™– Discuss the value of Team Georgia Marketplace™ to DOE– Discuss the DOE transition process to Team Georgia Marketplace™– Identify who to contact with questions or comments
PurposeThis is a session dedicated to providing you information about the DOE transition to Team Georgia Marketplace™. The Go Live date is Tue, Aug 30.
You will also have an opportunity to address questions at the end of the presentation using the “Questions” feature on your Citrix webinar interface toolbox.
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• What is Team Georgia Marketplace™? • DOE Leadership Support• What is in it for me? • What will change? What will be different?• Timeline• Training and Support• Closing Comments• Q & A
AgendaThis is the series of topics we intend to address in order to accomplish our stated goals…
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Online RequisitionsP-Card Reconciliation
And Approval
Strategic Sourcing
Contract Management
Online Catalogs
eSupplierSelf Service Portal
Core Functionality
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• Each user to approach Team Georgia Marketplace™ with a positive attitude, with an open mind, and a desire to improve our internal processes
• Each user make it a priority to attend all assigned training
• Each user to ask questions during the learning process
• Each supervisor to understand it will take users time to become comfortable and proficient using these new modules
DOELeadership SupportThe DOE leadership team is dedicated to the implementation of Team Georgia Marketplace™ to improve overall operations and business practices. DOE leadership expects…
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• The ability to browse through online catalogs and purchase items online, just like if you were buying music or booking airline tickets.
• The ability to check on the status of requisitions from any PC• The ability to work with vendors online• The opportunity to use a globally recognized set of modules based
on industry best practices. This is a chance to grow your skills and competencies.
DOEWhat’s in it for You?
The implementation of a new computer program or system is a challenge because you are used to doing things a certain way. After Aug 30, you will perform the same purchasing tasks but in a new way, using a different set of tools. Team Georgia Marketplace™ will offer you…
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The DOE team charged with leading the transition process will work out the specific details prior to training. The expected changes you will encounter include…
• The manual procurement process will go away
• Requests and approvals will be completed using the ePro module
• The notification feature will create more emails, mostly for approvers
• Buyers will create RFPs and RFQs online using Strategic Sourcing
• Contracts will be created, revised, and managed online using Supplier Contracts
At first, Team Georgia Marketplace™ may not seem faster or easier but the users who have been using it for as much as 2 years say the more you use it, the easier it becomes.
Changes you can expect…
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DOE has been collaborating with the Department of Administrative Services (DOAS) to prepare for this project. Here is an overview of the project timeline…
• DOE Core Team orientation -------------------------- Apr 19 to Apr 21
• Determine user roles ----------------------------------- Apr 21 to May 6
• Review business processes -------------------------- May 13
• User training ---------------------------------------------- Jul 11 to Aug 19
• Go Live ---------------------------------------------------- Aug 30
• Go Live Webinar ----------------------------------------- Aug 31
• Post production support (DOAS) -------------------- Aug 31 to Sep 30
DOE Transition Timeline
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The DOE team is helping the Department of Administrative Services (DOAS) prepare your training to include determining the role (or functions) you will have in Team Georgia Marketplace™. Your role will determine the training you require.
Here are Team Georgia Marketplace™ roles and training guidelines:
– P-Card Reconciler --------------------------------- 90 min (online)
– Requestor (ePro) ---------------------------------- 1/2 day
– Approver (ePro) ------------------------------------ 1/2 day
– ePro for Buyers -------------------------------------- 1 day
– Buyer (Strat Sourcing) ----------------------------- 2 days
– Contract Admin (Supplier Contracts) ---------- 1 day
DOE Transition Process: Training
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You will be provided training registration soon if you have not received it already. The registration information will be based on your assigned Team Georgia Marketplace™ role or roles.
When you provide your training registration, you will be asked to select several class options for a given class. This information will be collected by your DOE team to generate a master training schedule.
Once the master schedule is complete you will be notified of the class session, or sessions, you will need to attend. Team Georgia Marketplace™ training will be scheduled Monday through Thursday each week. Most morning sessions will begin at 8:30 am and most afternoon sessions will be begin at 1:00 pm.
DOE Transition Process: Training
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Once you have been trained, you will be given access to the user lab that will allow you to practice and review the modules you will use prior to Go Live.
The DOE transition team has also selected a group of users who will act as subject matter experts for the Team Georgia Marketplace™ modules. This group called Super Users will begin preparing for this launch in late June and will be available to you in the event you have questions about what to do or how to perform a certain function in TGM after Go Live.
If you have system questions, you will be able to contact the Procurement Help Desk as well at 404-657-6000 or via email at [email protected].
Training and Support
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Closing Comments• Change is not easy
– DOE leadership recognizes you have been accustomed to doing certain procurement tasks in one familiar way for quite some time and it will take some time for you to learn a new way.
• Help us continuously improve
– Please be patient but also be willing to let us know what is working and what is not working so we can make adjustments to our business processes to ensure we create the best process for DOE.
• This is important
– The DOE leadership understands you are all responsible for a variety of projects and tasks but we ask in the midst of all you do, you find time to participate in assigned Team Georgia Marketplace™ training.
It is important for us to get this project done in a timely manner and we need your help to do that successfully.
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• What are your questions?
• What are your concerns?
• What are your suggestions?
Open Discussion
www.statepurchasing.doas.georgia.gov
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• You should now be able to:– Describe Team Georgia Marketplace™– Discuss the value of Team Georgia Marketplace™ to DOE– Discuss the DOE transition process to Team Georgia Marketplace™– Identify who to contact with questions or comments
PurposeThis session has been designed to provide you information about the DOE transition to Team Georgia Marketplace™. The Go Live date for DOE is Tue, Aug 30.
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Thank you for the time you have invested in learning more about this project. Your continued support and participation will determine our success!
Jamie RuffPurchasing Officer
Randy TrowellDirector, Accounting Services