elcom pecos demo for school districts

Download Elcom PECOS Demo for School Districts

Post on 15-May-2015

1.690 views

Category:

Education

0 download

Embed Size (px)

DESCRIPTION

The following is the audio-synchronized version of the Elcom Pecos Demonstration, featuring the SaaS Solution that powered the millions of dollars in savings for the Oakland Unified School District. To learn more about the Oakland Unified School District initiative here is the link to a radio interview with the District's Procurement Director Michael Moore (Feb. 16th, 2011): http://www.blogtalkradio.com/jon-hansen/2011/02/16/success-amidst-failure-how-oakland-usd-realized-the-promised-value-from-procurement-automation Essential Connections Blog: http://elcomusa.wordpress.com/

TRANSCRIPT

  • 1.
    • PECOS Overview

2. 1 Buyer Search PECOS 1. Search for Products or Services

  • Buyer login
  • Buyer searches for items in:
  • a. Internal hosted catalog (loaded by Elcom via simple excel template provided to Supplier)
  • b. Supplier Web storefront (cXML punchout)

3. PECOS Logon Page 4. Home Page 5. Search Supplier Catalogs Hosted or External Marketplaces 6. Hosted Catalogs Search and Select Items to Add to Requisition 7. External Marketplace Browse, Search and Select Items 8. Build Shopping Carts on External Sites 9. Transfer Shopping Carts to PECOS Requisition 10. 1 Buyer Search PECOS 2. Complete & Submit Requisition 2 Requisition

  • Add items to requisition
  • Additional data optional if defaults to be edited:
  • a. Shipping info
  • b. Payment-pcard or invoice
  • b. Attachments
  • c. Financial tracking codes at header or lines
  • d. PO number-manual entry or system will generate
  • Submit approval optional

11. Shipping & Billing Information 12. Financial Allocations 13. Submit Request Approvals Invoked 14. Approver 1 Buyer Search PECOS 3. Approval 2 Requisition

  • Approver receives eMail
  • Approver logs in and navigates to inbox of transactions pending approval
  • Review
  • a. can be edited
  • b. can be returned
  • Submit approval

3 Approval 15. Inbox for Routed Transactions 16. Approval Summary and Actions 17. Supplier Approver 1 Buyer Search PECOS 4. Purchase Order Transmission 2 Requisition

  • Approved Requisition is converted into PO(s)
  • Supplier receives PO
  • a. eMail
  • b. cXML

3 Approval Purchase Order 4 18. Status Search 19. Review Status, Perform Tasks 20. Audit Trail 21. Supplier Approver Receiver 1 Buyer Search PECOS 5. Delivery & Receipt 2 Requisition

  • Goods/services delivered
  • Receiver enters receipt
  • a. Receipt date, packing slip, product condition tracked
  • b. 3-way matching supported
  • c. Return tracking supported

3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b 22. Receipts & Returns 23. Supplier Approver Finance Dept Receiver 1 Buyer Search PECOS 6. Supplier Invoicing 2 Requisition

  • Supplier issues Invoice
  • a. Paper
  • b. Electronic (cXML)
  • 2. Invoice sent to AP (paper) and/or PECOS (electronic) for posting and matching in PECOS

3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b eInvoice 6a Paper Invoice 6b 24. Invoice Posting and Entry 25. Supplier Approver Finance Dept Receiver 1 Buyer Search PECOS 7. Invoicing Matching & Settlement 2 Requisition

  • Invoices Matched (2- or 3-way matching supported).
  • Settlement workflow routing (Optional) for action or approval:
  • a. Matched invoices
  • b. Mismatched invoices
  • c. Credits & returns

3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b eInvoice 6a 6b Paper Invoice 7 Invoice Matching 26. Matching and Settlement 27. Supplier Approver Finance Dept Receiver 1 Buyer Search PECOS 8. Import Transaction Data to Finance System 2 Requisition

  • Export batches generated (orders, receipts, returns, invoices, as required)
  • Export data posted to Finance System

3 Approval Purchase Order 4 5a Goods/Service Delivered Receipted Goods 5b eInvoice 6a 6b Paper Invoice 7 Invoice Matching Export and Post to Finance System 8 User or Automated Process 28. Reporting

  • Suite of 14 Standard Reports
    • Purchasing activity
    • Requisition and PO details
    • Requisitions and POs by status
    • Orders by supplier
    • Category analysis
    • Orders by financial segment
    • Monthly purchasing activity
    • Outstanding receiving
  • Exportable to Adobe PDF or Microsoft Excel format

29. Many Reports Contain Multiple Data Views, Drilldown Functionality 30.

  • Users with administrative privileges can maintain the following data:
    • Company hierarchal levels and settings
    • Procurement cards
    • Users, business rules for users, assigned privileges
    • Approval criteria
    • Approver role assignments
    • Approval groups
    • Catalogs and Suppliers
    • Supplier access rules
    • Financial tracking codes
    • Financial tracking code access rules
    • Report access

Administration Subsystem 31. Administration