Internal Services Transformation Launch of the SSC Procure ...
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Internal Services Transformation Launch of the SSC Procure-to-Pay (P2P) Portal June 2016
Transcript of Internal Services Transformation Launch of the SSC Procure ...
Internal Services Transformation Launch of the SSC Procure-to-Pay (P2P) Portal
June 2016
Objectives and Contents
Objectives:
! To provide an overview and introduction of the Procure-to-Pay (P2P) initiative to modernize and standardize procurement and payment processes, including the launch of the P2P web portal, as part of the SSC Internal Services Transformation (IST)
P2P
The IST Umbrella
Procure-to-Pay Overview
P2P Training & Support
Questions & Feedback
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The Case for Internal Services Transformation
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Efficiency (reduced costs, return on investment) " Commitments were made that SSC’s internal services would be the most efficient,
effective and leanest in government. " Approach: To adopt a model that is adaptable and allows positioning of high-value
resources for strategic business enablement through process standardization and simplification that is self-service by default.
Client Experience (timeliness, ease of access, positive outcomes, process aspects, engagement experience)
" Internal services delivery maturity impacts SSC external customer satisfaction due to the direct correlation between internal service delivery and external client service.
" Approach: To mature the internal services delivery organization by building a foundation focused on internal services delivery that is client-centric, intuitive for the user, integrated at the right places, self-service by default and designed end-to-end.
Strengthened Stewardship (policies, guidelines, processes) " Enhanced organizational stability and growth in organizational maturity. " Approach: To advance organizational maturity to a model featuring standardized,
modernized and streamlined processes to facilitate capacity, and resource management. IM
PR
OV
ED
Internal Services Transformation (IST)
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Delivery of a renewed Tier 1 "Click" self-service solution. 1
Definition of the Tier 3 "Consult" Account Management model 2
Development of an Internal Services (IS) Catalogue and Service Standards 3
Implementation of Procure-to-Pay (P2P) 4
Prepare for the upgrade to PeopleSoft 9.1 (My GCHR) to be implemented in 2016-17 5 The IST Umbrella
Shared Services Canada is renewing the way internal services are delivered to employees,
under Internal Services Transformation (IST) by modernizing and standardizing processes.
Why Procure-to-Pay (P2P)?
• Shared Services Canada (SSC) is adopting a new system called Procure-to-Pay (P2P) to electronically manage procurement to payment processes. SSC P2P is part of the Department’s Internal Services Transformation (IST) initiative.
• SSC P2P will improve internal efficiencies as work related to procurement will be routed automatically for PVR and Finance employees rather than following the current manual process. Also, delegated managers will provide electronic approvals instead of signatures on paper.
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Taking action matters. Taking action with a view to providing service excellence
in a cost-effective way matters even more.
Blueprint 2020 http://www.clerk.gc.ca/eng/feature.asp?pageId=378 ” “
What is the SSC P2P Portal?
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SSC Management • Processing status approve FAA
Section 32, 34, 41 on-line
SSC Staff • Procurement initiation: decentralized,
self-service procurement requests via web portal
• Create purchase orders; route to vendors • Delegated transaction (FAA Section 41)
authority for P2P portal catalogue orders (goods/services – low dollar value)
• On-line goods/service receipt.
Suppliers
• Register and maintain company info • Load catalogs (for supply arrangements
and standing offers) • View open bids; submit bids; view bid status • Create advance shipping notices (i.e.
goods / service receipts) • Submit invoices on-line; view invoice
Commercial off-the-shelf (COTS) Ivalua Buyer; a self-service, web-based portal to perform
procure-to-pay functions
P2P Portal
P2P Portal Overview
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Integrate accounts payable and procurement processes
Automate work routing, email notifications
Provide end-to-end electronic approvals: • Commitment (FAA Section 32) • Transaction (FAA Section 41) • Certification (FAA Section 34)
Move towards paperless processing
Verify funds availability near real-time with SIGMA
Verify and validate Delegated Spending and Financial Authorities
Key P2P Roles
Employees:
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PVR - Procurement officers, contract officers and contract authorities
FIN – Accounts Payable administrators, DoA data entry
! Prepare requisitions ! Process invoices for payment;
receive, review and reconcile invoices, prior to approval by the appropriate cost centre manager
! Perform the FAA Sections 32 and 34 (administrative and approval process)
! Coordinate release of funds, perform budget oversight
• Selected pilot participants from PVR, FIN, CIO
• Vendors involved in net new pilot procurements
• Expand PILOT to RAS Intake and PVR • For all ‘net new’ procurements
PILOT
• Portal rolled out in May - Jun 2016 • For all groups • PVR supporting team • All SSC live as of July 2016
SSC
• Roll-out to OGD’s for IT procurements • SSC Telecommunication services • Decommissioning of RAS
OGD/SSC
P2P Rollout
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Phase 1
Phase 2
Fall 2015 Spring 2016 Fall 2016
Procure-to-Pay Portal – Conceptual Model
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P2P
Supplier • Receive orders • Send invoices • Update catalogues • View RFX • Submit RFX bids • Update profile
SSC • Procure to Pay • Sourcing (RFX) • Contracting • Reporting • Spend analysis • Some master data
PO, RFX
Invoice RFX bids Catalogue Profile
Buy and Sell
SIGMA (SAP)
• Requisition, funds check, funds commitment
• PO, Outline Agreement • Receipt, Reconciled
Invoice
• Master data • Payment status
• Tender Notice • Award Notice
*Separate TA
P2P Objects
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A purchase requisition is created by the requestor who may: • Select items from the built-in catalogue, • Request non-catalogue items, or • Request the establishment of a catalogue.
A contract is created by the procurement officer who may: • Create an Agreement with the associated catalogue, or • Create a Contract that is linked to the request for non-catalogue
items.
A purchase order is created by the fully approved purchase requisition and the PO: • Creates the SIGMA PO, and • Becomes visible to the Supplier.
P2P Objects / Documents
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An invoice is created from a Purchase Order by the Supplier or an internal user in some cases (Confirming Order): • This creates the Invoice in SIGMA after Section 34 approval. • PAYE invoices (Payment at Year End) require a different workflow
process.
A Goods Receipt can be created from a purchase order by internal users or the supplier. It creates the SIGMA GR. • Supplier can create an Advance Shipping Notice, once submitted to
workflow is visible as a GR to internal users.
A Return is created internally from a completed GR. • A return must be created before a Credit memo.
A Credit Memo is created by the Supplier from a completed Invoice. (where the receipt already has a return).
P2P Workflow
Approve Control Perform
Allows the user to approve or reject
Allows P2P to automatically direct the
workflow
Prompts the user to perform an activity
and decide when the activity is completed
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Key Points to Remember
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• Approvals will now be recorded electronically
• The implementation of electronic invoice approvals does not diminish a cost centre manager’s responsibilities for commitment and certification approvals in accordance with Sections 32, 34 and 41 of the Financial Administration Act (FAA)
• P2P contract clause inclusion
P2P Training and Support
• On-line, self-serve available within the SSC P2P portal as context sensitive help, i.e. how-to documents and video simulations detailing each step, also available on the SSC Academy website
• Knowledge transfer sessions via WebEx knowledge transfer sessions by user role (ex. approver, requisitioner, vendor etc.) utilizing Ivalua training materials, powerpoint and demos and delivered by SSC / Ivalua Subject Matter Experts
• Support via email [email protected] to log enhancement requests, report defects and/or provide suggested improvements in workflows
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Procure-to-Pay Portal Timeline
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July 2016 Procure-to-Pay Portal launched for all new SSC internal procurements; begin migration of existing contracts into portal
Fall 2016 Expanded Procure-to-Pay Portal for OGD workplace technology devices and SSC Telecom services procurement; RAS closure (Read-only access)
Post Launch 2016-17 Enhanced Procure-to-Pay Portal – Continuous Feedback and Improvement
P2P implementation first phase is focused on building foundational internal services elements.
P2P Demo (time permitting)
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Portal Navigation Purchase requisition (created from catalog)
Online Section 32 approvals
Supplier advanced shipping notice creation
Goods receipt by SSC
Invoice creation/submission by supplier
Online Section 34 approval
