Learning Spotlight Presentation #4. Vendor Communications, Onboarding and Portal Demo October 5, 2016

Transcription

1 Learning Spotlight Presentation #4 Vendor Communications, Onboarding and Portal Demo October 5, 2016

2 Agenda & Overview 1 Overview of Learning Spotlight and Future Topics 2 Vendor Communications & Onboarding 3 Vendor Portal Demo 1

3 Overview of Learning Spotlight and Future Topics The purpose of the Learning Spotlights is to educate end users on changes stemming from the PeopleSoft 9.2 upgrade. DATE August 3 & 8 LEARNING SPOTLIGHT TOPIC Changes Ahead: Overview + Portal Demo -FSCM Portal Demo -Change Impact Communications September 7 Changes Ahead: Approvals Requisitions, PO and AP Non-PO Approval Workflow September 21 Changes Ahead: Approvals Requisitions, PO and AP Non-PO Approval Workflow October 5 Changes Ahead: Vendors -Vendor Communications, Onboarding and Portal Demo October 26 *Dates and topics subject to change Changes Ahead: Casual Users -Casual Receipting -Casual Requesting - MTA Marketplace 2

4 Vendor Communications 1 Overview of Learning Spotlight and Future Topics 2 Vendor Communications & Onboarding 3 Vendor Portal Demo 3

5 Vendor Portal Communications & Onboarding Introduction to the Vendor Communication Plan The primary goal of the Vendor Communication Plan is to outline the content, timing and modalities of communications and training that will be deployed to the supplier/bidder groups and internal stakeholders. This will ensure that all impacted users are informed of and aligned to the changes occurring due to the PeopleSoft upgrade. External Stakeholders Suppliers Suppliers are vendors who have been awarded a purchasing event and can perform business with the MTA. Suppliers will have a user ID and password to sign on to the portal and, in addition to viewing events, will be able to view information and maintain their profile data. Bidders Bidders are potential suppliers who have not yet performed business with the MTA. Bidders will register and register in order to view, bid and be invited to public bidding events. Once an event is awarded to a registered bidder, a process will update the status to Supplier. This process may require additional information, documentation, etc. before the Supplier is approved Internal Stakeholders Internal stakeholders are individuals who work closely with suppliers and/or bidders and need to understand the impacts from the PeopleSoft Upgrade to ensure a successful transition to the new system, which includes fielding supplier / bidder questions. Internal stakeholders include but not limited to procurement professionals, executive leadership and BSC Operations. 4

6 Vendor Portal Communications & Onboarding Vendor Portal Communications Plan 30 Days (Aug-Sept) Vendor Communications Calendar (August) CPO Meetings Advance Notice (Ongoing) 9/30 Sent to 1k Vendors FAQs on portal slider Overview on MTA.info/Procurement FSCM Governance 9/26 Overview of Vendor Comms Vendor Portal FAQs 9/29 MTA.info New Vendor Portal Coming 9/30 FAQs MyMTA.info MTA.Info/Procurement Take One brochure v2 9/30 MTA.info 60 Days (Oct 1-30) Learning Spotlight 3: Vendor Portal 10/5 Announce + Invite Demo + Communications + Onboarding Brainshark: Vendor Portal Demo 10/10 MTA Today 10/17 New Vendor Portal + PSU Agency Readiness Monthly Meetings 10/12-22 Vendor Rollout + Portal Advance Notice (Ongoing) TBD MWBE New York State Forum 10/5 Deck Take One Brochure v2 FAQs Brainshark: New Vendor Portal Coming (Use graphic) 10/10 DDCR Events - (Recurring) Take One Brochure v2 INTERNAL EXTERNAL 90 Days (Nov 1-30) Vendor Portal FAQs v2 11/01 Vendor Portal CMC Education 11/01 Overview of Communications Help Resources Brainshark: Demo of esupplier Module 11/10 Portal Slider Advance Notice 11/14 Auto- w/vendor Log-Info + Temp Password + Help Resources New Vendor Portal Coming! 11/01 (+ potential US mail) Take One brochure Online Info Login Info coming Letter from A. Barbosa Brainshark: 11/14 Benefits of New Vendor Portal Vendor Help Guide 11/21 UPKs + Help Resources 120+ Days (Dec1-31) Recap: Vendor Communications PDF 12/1 Targeted Vendor Portal CMC Education 12/01 Updates on Communications Updated Help Resources Advance Notice 12/01 Annual Gift Letter Various Ads New Vendor Portal 12/10 Annual Gift Policy Letter Take One Brochure v2 New Vendor Portal 12/15 Various Ad Channels DDCR Events (Recurring) Take One Brochure v2 DDCR Events - (Recurring) Take One Brochure v2 5

7 Vendor Portal Communications & Onboarding Vendor Communications MyMTA.info FAQS 5

8 Vendor Portal Communications & Onboarding Active Supplier / Bidder Registration Process Active Suppliers / Bidders Approximately 7,000 suppliers o Contract/PO within the last 3 years; contact info & on file Approximately 2,000 bidders o Activity within the last 3 years; contact info & on file Suppliers - Profile will be in PeopleSoft 9.2 as of Go-Live date Account set up in 9.0; to be tested and confirmed in UAT Auto-generated log-in details provided by the MTA at Go-Live via Will be notified in advance to expect and instructed on how to sign on to validate categories (new taxonomy) and profile data Will be able to search for and respond to events, maintain profile, view PO/invoice status, PO acknowledgements, maintenance of payment details, etc. Send Communic ation w/ user ID / PW Sign into esupplier Validate Profile Bid on Event Award Event Convert to a Supplier (Bidder Only) Create PO / Contract

9 Vendor Portal Communications & Onboarding New Bidder Registration Process New Bidder Data will not exist in PeopleSoft as of Go-Live date Will need to register post Go-Live to set up an account complete their profile Upon awarding an event to a bidder, the bidder will be converted to a supplier in accordance with AP requirements for supplier creation. System functionality for bidders is limited (e.g., search for and respond to events, profile maintenance) until they are converted to suppliers Register as a Bidder Send communic ation w/ user ID/PW Log into esupplier Bid on Event Award Event Convert to Supplier Create PO / Contract

10 Vendor Portal Communications & Onboarding Vendor Communications Plan: Message Highlights Categories (Taxonomy) are changing and will be complete for Go Live Based on global standards, we have condensed the list of over 2000 categories to about 300 Suppliers/bidders will have initial categories assigned based on historical data Suppliers/bidders will need to enter the Vendor Portal post Go Live to register for accounts and validate category assignments Electronic bidding* will help the MTA realize the following benefits Cut down on paperwork in alignment with organizational paperwork reduction efforts Streamline the exchange of documents Bidders have more ownership over the bidding process Easier tracking of documentation, and all responses can be found in one place *Electronic bidding will be strongly recommended, but not required Suppliers/bidders will benefit from the Vendor Portal Suppliers will be able to see invoices, track payments and see their currently active POs Signing up with correct information will reduce issues that can hold up invoices and receipts Suppliers and bidders will be able to respond to solicitations on the Vendor Portal Bidders who register and enter their categories will be eligible to receive solicitations (sent by ).9

11 Vendor Portal Communications & Onboarding esupplier Training Suppliers and bidders will have access to UPKs (user productivity kits) for the esupplier module. These training materials will provide transaction-level instruction to ensure that bidders and suppliers can quickly become familiar with the interface.

12 Vendor Portal Demo 1 Overview of Learning Spotlight and Future Topics 2 Vendor Communications & Onboarding 3 Vendor Portal Demo 11

13 Vendor Portal Demo Begin Demonstration At this point in the Webinar, the Vendor Portal Demonstration will be started. The following slides show the key Vendor Portal screens that will be displayed during the demonstration. Begin Vendor Portal Demonstration 12

14 Vendor Portal Demo My MTA Vendor Portal Landing Page When MyMTA.info is accessed from an external network, the landing page below will be displayed. The Vendor Sign-in & Registration button (only seen on the external network) is where potential bidders will go to register as bidders and where registered bidders and suppliers will enter the vendor portal and view bidding events. 13

15 Vendor Portal Demo Modular Window Display Clicking on the Vendor Sign-in & Registration will display the below modular window. Where bidders and suppliers sign in to see their dashboard Where new bidders register to be able to bid on MTA events Registered Supplier and Bidder Sign In New Bidder Registration Where suppliers who are already registered can add other users to their account Where anyone whether they are registered or not can view public procurement events 14

16 Vendor Portal Demo Register as Bidder A new bidder (who has not previously bid on MTA bidding events) would click on Register as Bidder, which would display the following screen. These boxes show all of the steps required in the bidder registration process The bidder would complete the information on each of the pages, then submit their registration 15

17 Vendor Portal Demo Vendor Sign In Once the bidder or supplier clicks on Vendor Sign In, they will be taken to the login credentials page this is where they enter in their bidder or supplier ID and password. 16

18 Vendor Portal Demo Bidder Dashboard After logging in, the My Bidder Portal will be displayed. The different pagelets will show what the bidders can access. This part of the page reads My Bidder Portal for bidders and My Supplier Portal for suppliers These are the different pagelets that the bidder can access 17

19 Vendor Portal Demo Bidder Dashboard - Pagelets After logging in, the My Bidder Portal will be displayed. Below is additional detail on each of the pagelets. These quick links rapidly open up different functions that bidders will use The My Sell Events show the bidding opportunities for the bidder These FAQs, Policy and Forms links provide additional information on various MTA-related topics 18

20 Vendor Portal Demo Supplier Dashboard After logging in, the My Supplier Portal will be displayed. The different pagelets will show what the supplier can access. 19

21 Vendor Portal Demo Supplier Dashboard - Pagelets After logging in, the My Supplier Portal will be displayed. Below is additional detail on each of the pagelets. These pagelets are all unique to suppliers More quick links are available to Suppliers than to Bidders 20

22 Vendor Portal Demo Supplier Dashboard Registered suppliers are able to add new users to their accounts with the form below: 21

23 Additional Questions? 22