schools & departments procurement foundation level training
TRANSCRIPT
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SCHOOLS & DEPARTMENTSSCHOOLS & DEPARTMENTS
PROCUREMENTPROCUREMENT
FOUNDATION LEVEL TRAININGFOUNDATION LEVEL TRAINING
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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
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3Procurement Foundation Level
ROLE DESCRIPTIONSROLE DESCRIPTIONS
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4Procurement Foundation Level
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).
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5Procurement Foundation Level
ROLE DESCRIPTIONSROLE DESCRIPTIONS
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.
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6Procurement Foundation Level
NEW TERMINOLOGYNEW TERMINOLOGY
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7Procurement Foundation Level
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.
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8Procurement Foundation Level
NEW TERMINOLOGYNEW TERMINOLOGY
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.
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9Procurement Foundation Level
NEW TERMINOLOGYNEW TERMINOLOGY
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.
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10Procurement Foundation Level
STANDARD REQUISITIONSTANDARD REQUISITION
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11Procurement Foundation Level
Access to SAPAccess to SAPBRITE WEB SITEBRITE WEB SITE
www.browardschools.com/erpwww.browardschools.com/erp
Click to Access SAP
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12Procurement Foundation Level
PORTAL SIGN-ONPORTAL SIGN-ON
Select “Get Support” to
Request a new password
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13Procurement Foundation Level
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)
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14Procurement Foundation Level
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
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15Procurement Foundation Level
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
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16Procurement Foundation Level
STANDARD REQUISITIONSTANDARD REQUISITION
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
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17Procurement Foundation Level
CATALOG CONTENT MANAGEMENTCATALOG CONTENT MANAGEMENT
Catalog Content Management allows “point and click” selection of materials to be purchased
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18Procurement Foundation Level
STANDARD REQUISITIONSTANDARD REQUISITION
Completed requisition
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19Procurement Foundation Level
STANDARD REQUISITIONSTANDARD REQUISITION
Request Approved by Principal or Department Head
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20Procurement Foundation Level
STANDARD REQUISITIONSTANDARD REQUISITION
Requisitioner may display information or status of requisition
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21Procurement Foundation Level
PURCHASE ORDERPURCHASE ORDER
Auto POs are created for items under contract
Quotes will be obtained by Purchasing Agents and a contract created if required
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22Procurement Foundation Level
PURCHASE ORDERPURCHASE ORDER
Created PO
Close out Close out all 2006-all 2006-
2007 POs 2007 POs by 11/15/07by 11/15/07
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23Procurement Foundation Level
ORDER DELIVEREDORDER DELIVERED
Order received at location
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24Procurement Foundation Level
GOODS RECEIPTGOODS RECEIPT
When the item arrives at your school or department
Receive it online in SAP
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25Procurement Foundation Level
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
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26Procurement Foundation Level
NEXT STEPSNEXT STEPS
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27Procurement Foundation Level
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
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28Procurement Foundation Level
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
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29Procurement Foundation Level
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
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30Procurement Foundation Level
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
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31Procurement Foundation Level
QUESTIONSQUESTIONS
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32Procurement Foundation Level
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