CP-06: Paperless Procurement Advanced Automation in Costpoint

Transcription

1 CP-06: Paperless Procurement Advanced Automation in Costpoint David McCallister - Agency Administration Information Systems Manager North Central Texas Council of Governments Louis Delouiser Managing Director (Technology) Consulting Services NeoSystems

2 Agenda - Purpose and design of the project - Requirements - Extensibility enhancements - Add printed digital signatures using Eclipse - Auto-Print + attach requisitions, purchase orders and non-negotiable checks - Auto-combine + attach PDF documents - Automating the print, attach and package process - End user experience 2

3 Purpose Automate manual procurement process - Move agency from manual paper process to online paperless process - Online requisition entry and approval - Online PO creation and approval - notification of receipt based on workflow - Eliminate manual voucher entry and use Auto Voucher - Provide all information in one place - Track status and locate information based on Req, PO, Receipt, Voucher or Check Number End users provide: - supporting requisition documents - packing slip or invoice 3

4 Workflow Requisition entered in CP Approval workflow native CP Approved requisition auto-print + attached in CP Generated & Approved PO auto-print + attached in CP AP notified when complete PO Received Auto- Voucher Print Check auto print + attached in CP Requisitioner + Entered by notified when received Requisition Approved Approved Packing Slip Nonsupporting Requisition PO + Buyer / Invoice / Negotiable documents + Signatures Signature Receipt Check Content Management Integration (CMI) + Stored in SharePoint Document Repository All files combined in one PDF Package + auto-attached and viewable in CP and Cognos 4

5 Requirements Costpoint Procurement Planning - Purchasing Extensibility License from Deltek allows Costpoint customization *Content Management (CMI) document storage integration *(additional license fee) SharePoint 2013 document storage repository Cognos 10 tool for viewing outside of Costpoint Eclipse (32-bit or 64-bit) tool to modify canned reports in Costpoint Deltek Costpoint BIRT Plug-ins 5

6 Extensibility Enhancements 6

7 Extensibility Fields Added Requisitions - Added Check Request Field Approve Requisitions - Added Check Request Field Receipts - Added FY, PD, SP 7

8 Extensibility Fields Modified Requisitions - Changed ENTERED_BY to Visible on Client - Changed REQ_ID Read-Only on Client - Changed Requisition Type Label to Department 8

9 Extensibility Fields Modified Purchasing - Changed APPROVED_BY to Visible on Client - Added Approval Tab Receiving - Changed PO Receipt ID to Read Only on Client 9

10 Extensibility Validation Rules Requisitions (Check Requests) - Vendor is required in Header + Line to automatically create the PO and receive the PO - First level approvers may change Project/Org/Account Purchasing - Any change to PO requires Change Order Receiving - Receipts must include attachment in order to Save. PO Vouchers - Require a packing slip / invoice (existing) 10

11 Extensibility Plug Ins Requisitions - Check Request automatically creates PO & Receipt Purchasing - Any changes to PO require Change Order Accounts Payable Populate FY PD SP based on Receipt 11

12 Extensibility Plug Ins Receiving - PO Receipts must include at least one attachment to Save. - Save receipt lines with zero received qty/amt notifies Requisitioner & Entered by - Receipt saved with values notifies Accountant to add FY, PD, SP - FY, PD, SP added / saved, AP notified to Voucher - All notifications include with link 12

13 Add Printed Approval on Requisition/PO 13

14 Eclipse Eclipse or 64-bit version available - Use matching 32 or 64-bit JDK Open Source software that allows changes to canned CP reports The Deltek Costpoint BIRT Plug-in (below) is necessary to edit any Costpoint reports DeltekCostpoint711BIRTInstaller.exe (DSM) - Installs Deltek supplied plugins that allow Eclipse IDE to work with Costpoint - com.deltek.enterprise.system.reporting.client.birt.oda.designer_1.0.0.jar - com.deltek.enterprise.system.reporting.client.birt.oda.runtime_1.0.0.jar 14

15 Modify Costpoint Canned Reports ppprprrq.rptdesign Printed Requisition porppo.rptdesign Printed PO Hotfixes from Deltek Software Manager (DSM) - may overwrite modified report files. - review any table changes to application before updating modified report 15

16 Print Requisition with Signature ppprprrq.rptdesign APPRVL_EMPL_ID added to signature line 16

17 Print Purchase Order with Signature porppo.rptdesign Added APPROVED_BY to the signature line 17

18 Auto-Print & Auto-Attach Requisitions Purchase Orders Non-Negotiable Checks Combined PDF Package 18

19 Auto-Print Requisitions On-Demand Print will print purchase requisitions to SharePoint repository Application: Print Purchase Requisitions Create Purchase Orders - On-Demand prints approved requisition to Sharepoint - Includes printed names of approvers on signature lines. - Attaches approved requisition to Purchase Order Job Server runs auto-print then runs auto-attach on a regular cycle. 19

20 Auto-Print Purchase Orders Pending and Open prints and attaches to Purchase Order System Closed PO attaches to PO Receipt This can be done on-demand or run through the job server Job Server runs auto-print then runs auto-attach on a regular cycle Print Purchase Orders - On-Demand prints approved purchase order to Sharepoint - Includes printed name of approver on signature line - Attaches approved Purchase Order to Open PO or Closed to PO Receipt - System Closed PO attaches to PO Receipt. 20

21 Auto-Print Non-Negotiable Checks Non-Negotiable Checks prints to SharePoint Repository This can be done on-demand or run through the job server Job Server runs auto-print then runs auto-attach after AP weekly check run Auto-Attach to the PO Receipt 21

22 Auto-PDF Combine Process The Package is a single PDF file viewable in Costpoint or Cognos The Package is auto-attached to the PO Receipt Includes: - Requisition attachments, Approved Requisition with printed approval names - Approved Purchase Order with printed approver name - Packing Slip/Invoice from PO Receipt - Non-Negotiable Check - Any other attached documents through Costpoint CMI Process auto-attach package to PO Receipt. Run on job server weekly after AP checks are run On-demand allows new files to be added to PO Receipt and PDF file recombined and attached. Windows Power Shell scripts used to collect and combine files 22

23 Automating the process Configured through Costpoint Job Server Auto-print + attach approved requisitions every 30 minutes bottom of the hour Auto-print + attach approved purchase orders every 30 minutes top of the hour Auto-print non-negotiable checks every Thursday after check run is complete Auto PDF combine package runs every Friday. 23

24 Customer Delivery 24

25 End-User experience Two entry screens. Simple Requisition and Manage PO Receipts Requisition - Enter 6-8 fields in Manage Simple requisitions - Upload/Attach supporting documentation Receiving - Receive notification via - Attach packing slip/invoice Status viewable for Requisition, PO, Voucher and Check in View Purchase Requisition Status View all documents individually or a complete PDF package available in Costpoint or Cognos. 25

26 Check Request Simple Requisition - Follows the same approval process - Receipt or Invoice is attached prior to submit for approval - Upon Requisition Approval - Automatically creates PO - Automatically creates and receives PO Receipt - PO Receipt can be vouchered after FY PD SP entered - Check Request document included in PO Receipt as part of combined PDF file. 26

27 View Status (Costpoint) Status viewable for Requisition, Approvals, PO, Voucher and Check in View Purchase Requisition Status 27

28 View Status (Cognos) 28

29 Lessons Learned Understand table or report changes in Hot fix updates prior to testing Note: Hotfixes can overwrite your updated reports. Make sure you have copies prior to running any hotfixes against your Costpoint system. Hide fields not used to avoid any potential errors and user confusion Make Requisition ID/Receipt ID fields read-only if system assigned Use alpha-numeric characters with attachments (A-Z, 0-9) Avoid running large jobs during non-peak hours Allocate time for training and ensure user acceptance Obtain approval thresholds in writing prior to training Setup and review cut-over plan for existing PO without Requisitions 29

30 What s Next? Automate uploading of documents to Sharepoint Repository Add Vendor Header to Approve Requisition Screen Automate approval through the use of Message Boards 30

31 Questions & Contacts If you have any questions or need further assistance please contact: David McCallister Office: Louis Delouiser Office: