Sentry’s Implementation and Use of the Supplier Contract Module Presented by: Barry Estes -...
-
Upload
vincent-boone -
Category
Documents
-
view
221 -
download
0
Transcript of Sentry’s Implementation and Use of the Supplier Contract Module Presented by: Barry Estes -...
Sentry’s Implementation and Use of the
Supplier Contract Module
Presented by:Barry Estes - Director of Procurement and Contracts
Blake Barron - Contract ManagerCarrie Johannsen - Sr. Sourcing Specialist
Agenda
• Introduction• Overview of Implementation Team/Timeframe • Goals and Objectives for using Supplier
Contracts• Implementation Considerations• Challenges and Lessons Learned • Electronic Signatures• Future/Post Implementation Plans• Suggested Enhancements• Q & A
Sentry at a Glance
SRM/Finance Modules in Production
• Purchasing• eProcurement• Strategic Sourcing• Catalog Management• Inventory• Supplier Contracts
• Accounts Payable• Asset Management• Expenses• eVoucher (Custom
Module)• General Ledger
• All module PeopleSoft 8.9, and Tools 8.47.13• SQL Enterprise 2005, 64 Bit• Windows 2003 Enterprise 64 Bit
Project Team
• Project Team– 2 Technical Resources = .5 FTE– 1 Analyst = .25 FTE– 1 PM = .1 FTE– 4 Functional Resources =1.5 FTE– Assistance From Oracle on weekly conference
call
Technical Project Data
• Project Duration = 17 weeks (10/2/2006 - 1/31/2007)
• Technical Effort– Elaboration (Requirements) = 180 hours– Construction (Configuration) = 185 hours– Testing = 120 hours– Project Mgmt = 30 hours
• Total Technical Effort = 515 hours
Prior Workflow
Goals and Objectives for Implementation of SCM
• Single Repository of Contracts with associated approval workflow
• Documented Electronic Approval Workflow
• On-line Collaboration
• Audit Trail
• Electronic Signatures
Electronic Approval Workflow
Approval Screen
Assumptions
• No Conversion of Existing Contracts
Limited Budget
Limited Resources
Limited Time
Implementation Options Considered
• Approval Workflow – Ad-Hoc
• Assigning Libraries and Risk Classes
• Use of Amendments
• Use of Clauses and Sections
Manage Contract Library
Challenges and Lessons Learned
• FTP Protocol conflicting with imaging system
• Workflow approval chain/self approval (IT fix)
• .xml Template• Collaboration Sequence (Only one person at
a time)• Vendor Paper (Attachment work around)
Current Statistics
• 643 Contracts processed since implementation. (Approx 1 year)
• 369 on Vendor Paper
• Internal Customer Acceptance – Initial resistance due to sequential approval– Currently well accepted
Contract Execution Using Electronic Signatures
• Why
• Legality
• Adobe Considerations – Full version of Adobe – Password protected – Signatures files created for the appropriate
officers
Electronic Signature Procedures • Contract manager certifies • Signer is notified via email, signs and saves
to their desktop • Signer uploads document back into the
Supplier Contracts module • Signer approves contract is routed to the
next signer in the approval work flow routing
• After signatures document is routed back to administrator to obtain counter-signatures if required
Electronic Signature Benefits
• Saves time and labor
• More user friendly for executives
• Documents are not misplaced
• Officers can sign contracts remotely
Future/Post Implementation Plans
• Assigning libraries and Risk Classes
• Additional Templates
• Automated Deletion of Prior Versions
• Cycle Time Reporting
Suggested Enhancements
• Inquiry only Role
• Multiple Notifications (expiration, interim notifications)
• Better Reporting
• Search Features
• Additional fields such as type of contract and manufacturer ID.
Questions