Leveraging Automation in Non-Traditional P2P Process Flows. Aaron Rubinstein Anadarko Petroleum Corporation

Transcription

1 Leveraging Automation in Non-Traditional P2P Process Flows Aaron Rubinstein Anadarko Petroleum Corporation

2 About Anadarko One of the world s largest independent oil and natural gas exploration and production companies Find, develop, and produce oil, natural gas, and NGLs Develop and operate midstream energy infrastructure Global operating footprint Oil & Gas Value Chain Upstream Midstream Downstream Exploration Field Development Production Operations Transportation Processing Storage Refining & Petro-Chemicals Wholesale & Marketing Retail Distribution Support Services

3 About Me Manager of Shared Services & Technology for Global Supply Chain organization Lead shared services supply chain functions Define and execute roadmap for supply chain process and technology

4 P2P Technology at Anadarko SAP Single instance globally Requisitions, Purchase Orders, Goods Receipts Supply Chain Planning, Plant Maintenance, Project Systems Invoice processing and payment Oildex OpenInvoice Supplier portal Electronic invoicing (B2B and direct entry) PO integration (PO flip) Contracts integration 80K 120K invoices per month, ~90% electronic

5 Non-Traditional P2P Process Flows Oil and gas supply chain is inherently complex Industry operating model involves contracting with specialized service providers to perform many of the physical operations conducted in the field. Presents challenges from a P2P perspective

6 P2P Challenges with Oil & Gas Services 24/7 operations Services can be planned or unplanned Services can be initiated directly by supplier personnel Services can be discrete or highly repetitive

7 P2P Challenges with Oil & Gas Services Geographically distributed operations Tens of thousands of well locations Remote areas Unmanned sites Requesters, Supply Chain, AP, and Financial Approvers often far removed from service locations

8 P2P Challenges with Oil & Gas Services Services can be complex Both in terms of the work performed and pricing structures Exact mix of equipment, materials, and labor required is often unknown until the service is underway

9 P2P Challenges with Oil & Gas Services Service providers range from multinational corporations to sole proprietors ecommerce capabilities are across the board

10 P2P Challenges with Oil & Gas Services Traditional P2P process flows often not a good fit Some companies force it to work at the expense of efficiency Standard industry practice is to accept a direct invoice after services are completed. AP professionals manually code and verify invoice accuracy. Requisition Purchase Order Receipt Invoice Payment

11 Anadarko Conceptual P2P Process PO Buying Channel Requisition Approval Purchase Order Receipt Invoice Sourcing Strategy Supplier Contract Payment Non-PO Buying Channel Call Out Field Ticket Invoice Approval

12 Challenges with Non-PO Invoices Manual invoice coding and verification Code GL accounts to invoice line items Verify invoice pricing against service contracts Verify operations approval against field tickets Accuracy became increasing challenging as invoices volumes grew Required a small army of invoice processors

13 Challenges with Non-PO Invoices Periodic third-party audits uncovered millions in billing errors High volume of simple pricing errors, misapplied contract discounts, delays in applying price adjustments, etc. Recoveries were often less than full value Audit services were costly and only focused on largest suppliers

14 Challenges with Non-PO Invoices Lack of real-time visibility to costs incurred Final invoices often received 30+ days after services completed Challenges with accrual accuracy Difficulty managing costs against budgets Cost control is critical in complex capital projects Lack of controlled Req/PO process upfront increases difficulty of managing spend compliance

15 The Vision 1. Automated real-time invoice price verification 2. Automated validation of services invoiced against approved field tickets

16 Automated Invoice Price Verification Functionality existed in OpenInvoice 1,500+ active contracts; pricing schedules needed to be converted and loaded Staffed two FTEs to administer program Designed workflow integrating CLM process to OpenInvoice Change management effort with Supply Chain Category Managers and Suppliers 18 months from kick off to full enablement

17 Automated Invoice Price Verification Category Manager (Supply Chain) Draft Contract Obtain Pricing Data Execute Contract Contract Admin Support QC and Upload to OpenInvoice Activate For Price Validation

18 Automated Invoice Price Verification Supplier Submit Electronic Invoice Automated Price Validation No Over-Charges Category Manager (Supply Chain) Dispute Review Alerts Over- Charges Approve Accounts Payable Dispute Review Invoice Approve Forward to Financial Approver

19 For illustrative purposes only (actual pricing has been edited)

20 Automated Invoice Price Verification Direct entry suppliers see same price validation alerts that we do Invoices with over-charges routed to Supply Chain personnel responsible for contract Approve or dispute invoice Currently intercepting $300K/month in invalid invoices

21 Lessons Learned Requires dedicated FTEs to administer program Requires close alignment with Sourcing teams Contract terms do not always translate to invoices Disconnect between supplier Sales and AR teams Period immediately following execution of a new contract or amendment is most critical for price verification Engage suppliers during the contract execution phase

22 Lessons Learned Data generated by contract validation process is highly valuable Identify gaps in contract coverage and detect cost leakage in real time Attack off contract spend at the line item level Enrich spend data by integrating standardized service descriptions and category classification

23 Lessons Learned Suppliers are required to select applicable service contract when submitting an invoice Supplier A/R personnel may not be familiar with contract details Need to indicate applicable contract when calling out services or approving field tickets

24 Electronic Field Tickets Field tickets are generated by service providers upon completion of a scope of work Itemize service details including labor, materials, and equipment with quantities utilized May or may not include pricing Tickets are signed by authorized Anadarko field personnel to indicate work was completed to our satisfaction Ticket approver may be on location or at a regional office Signed field tickets are attached as backup documentation when submitting final invoice Multiple tickets may be consolidated on a single invoice

25 Electronic Field Tickets Field tickets are ubiquitous in Oil & Gas Despite high rates of electronic invoice adoption, hundreds of thousands of paper field tickets remained in our P2P process Source of substantial inefficiency for Anadarko and our suppliers

26 Paper Field Ticket Process Flow Inefficiency of physical ticket handling Lack of visibility to ticket data Scanning and document handling inefficiencies Errors transcribing coding data from ticket to invoice Supplier Perform Service Generate Paper Field Ticket Deliver Ticket to APC Personnel Retrieve Approved Ticket from APC Submit Invoice with Approved Ticket Anadarko ( APC ) Approve Ticket Verify and Code Invoice Approve Invoice No validation of authorized approver No master data validation Manually reconcile invoice to ticket Duplicate ticket risk Ticket variance risk

27 Electronic Field Tickets Began working with Oildex last year to design and develop new application Goal was to eliminate inefficiencies with paper tickets and automate ticket-to-invoice reconcilliation Launched pilot in January 2016 Began full supplier enablement this summer

28 Electronic Field Ticket Process Flow Instant electronic submission Visibility to ticket status at all times Faster ticket-to-invoice cycle time Improved invoicing efficiency Supplier Perform Service Submit Digital Field Ticket Submit Invoice (or perform ticket flip ) Automated Ticket-Invoice Validation Anadarko ( APC ) Approve Ticket with App Code Invoice Approve Invoice Secure approvals Mobile enabled Syncs with APC master data Captures SCM contract IDs Automated ticket verification Improved controls due to focusing scrutiny on ticket-invoice variances Auto-approval under certain conditions

29 Electronic Field Tickets Simple app for ticket approvers

30 Electronic Field Tickets

31 Automated Field Ticket to Invoice Flip for Suppliers

32 For illustrative purposes only (actual pricing has been edited) Field Ticket Validation Contract Validation

33 Future Direction with Field Tickets Expanding electronic field ticket program Leverage electronic field tickets to streamline the acquisition of operational data Oil and water volumes Labor hours Cost estimates Automated field ticket approvals Leverage equipment sensor data and machine learning algorithms

34 Questions? Aaron Rubinstein Manager, Shared Services & Technology, Global Supply Chain Anadarko Petroleum Corporation