Source2Pay Project. Process Finance Feeders from Departments Current State Focus Group Meeting July 2016

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Stephen Singleton
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1 Source2Pay Project Process Finance Feeders from Departments Current State Focus Group Meeting July 2016 Copyright 2015 University of Illinois Office of Business and Financial Services. All rights reserved. No part of this publication may be reproduced or used in any form or by any means graphic, electronic or mechanical, including photocopying, recording, taping or in information storage and retrieval systems without written permission of University of Illinois OBFS. 1

2 Agenda Welcome Introductions Source2Pay Project Overview Project s Process Details Process Current State Current State Identify Issues Next in the project s process Questions 2

3 Welcome! Introductions Name Department Current Job Goal for being participating on a Focus Group 3

4 Source2Pay Project Our current Source2Pay procedures at the University has significant opportunities for improvement and impact every department within the University system. 4

5 Today Common Feedback Takes too long when business rules require purchase orders or bids Overly complex business rules that are often unknown to those making purchases Difficulty tracking and reconciling transactions Often not leveraging available strategic contracts to maximize cost savings 5

6 Project Purpose/Goal Identify process improvements throughout Source2Pay process Develop RFP Ultimate goal is to minimize, improve & standardize IT platforms 6

7 Source2Pay Project Project scope - Identified 54 processes within the Source2Pay cycle. Pilot 4 processes Utilize Business Process Improvement methodology approach (BPI) 7

8 Procurement Services Project Sponsor: Duane Elmore Asst VP Procurement Services Functional Group Lead Dan Szajna Assoc Director of Compliance, Policy and Conflict 8

9 Project Process Capture Current State Map process Current state document Present to campus in focus group setting Present feedback to the team Finalize current state Present to Director Council 9

10 Project Process Create Future State Map process Identify Issues Brainstorm recommendations Present to campus in focus group setting Present feedback to the team Finalize proposed solutions Present to Director Council 10

11 Process Finance Feeders from Department - Current State Process Boundaries Begins - When a department has a specialized system or condition and needs to make a payment. End - When a completed, approved invoice exists in the ERP system. 11

12 Process Finance Feeders from Department - Current State Identify need for mass entry of transactions Approve Feeder Train campus unit Test Feeder Run Feeder in Production 12

13 Process Finance Feeders from Department - Current State Identify need for mass entry of transaction Campus Unit UPayables Approve Feeder SLA Train Campus Spreadsheet Auto feeder file 13

14 Process Finance Feeders from Department - Current State Test Feeder Run Feeder in Production Spreadsheet sent to Upay Placement of automatic feeder file 14

15 Process Finance Feeders from Department - Current State Identify need for mass entry of transactions Approve Feeder Train campus unit Test Feeder Run Feeder in Production 15

16 What do you do to Process Finance Feeders? 16

17 Current State Issues with the current process? 17

18 Next Steps Present feedback to Project s process Team Finalize current state Begin future state Present future state to each campus 18

19 Contact Information Amanda Bland AITS Kristi Moore OBFS - Business Solutions & Support klmoore@uillinois.edu

20 Thank YOU! 20

Source2Pay Project. Process Documentation Storage Current State Focus Group Meeting October 2017

Source2Pay Project. Process Documentation Storage Current State Focus Group Meeting October 2017 Source2Pay Project Process Documentation Storage Current State Focus Group Meeting October 2017 1 Agenda Welcome/Introductions Source-to-Pay Project Overview Project s Process Details Process Current State