current status of the lbnl procurement system allan demello 9/1/2004
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Engineering Division1
Current Status of the
LBNL Procurement System
Allan DeMello9/1/2004
Engineering Division2
•The LBNL procurement system overview•The Web Job Ordering (WJO) system•Attaching drawings to the WJO•The Engineering Document Control Center (DCC)•eProcurement system•Business to Business system•Current problems with the system•Consequences of the problems•Recommendations•Resources
Outline
Engineering Division3
Ideal Procurement Flowchart(from engineering’s point of view)
Engineering Personnel is
Notified That Item Has Been Received
(on time)
Engineering Personnel
Orders Item
Engineering Personnel Puts Item
into Service
Engineering Division4
Overview of Current Procurement System
LBNL Receiving Transfers the Item to ALS Receiving
END Process: Engineering Originator
Receives the Item
Buyer Assigned to the Order by a Procurement Supervisor
Buyer Creates the Order in the PCard
or regular P.O. System (depending on
value or vendor)
Attach Documents from DCC (if
necessary)
Ordered Item is Received by
LBNL Receiving Dept. WJO is
Transferred to the ePro
Requisition System (usually a 1
day delay)
START Process: Engineering Originator
Creates a Web Job Order
Engineering Approver
Approves the WJO
Buyer Submits Purchase Order to the Vendor
General Ledger Creates a
Project (UC) Number
Engineering Division5
The Web Job Order System
• Benefits of the Web Job Ordering System
– Any LBNL employee with a valid LDAP email address can initiate an order with just a web browser
– Many of the input fields have drop down menus to aid in completing the WJO
– If input is incorrect the WJO system will not accept it
– All specification, notes and attachments stay with the order to provide a central location for all order information
– Easy approval system using just an email account and a web browser
Engineering Division6
Overview of WJO System
EngineeringOriginator
WJO System
Tom WestJohn Mehren
Sukhon Panomchan
Commodity Procureme
nt
JO Distribution
Only
On Site Job Order
On Site Request
For Quote
Off Site Request
For Quote
Off Site Job
Order
Buyer BuyerPaper
Distribution
ePro System
Engineering Division7
Getting to the Web Job Order Login Page
Type ‘engineering’ into the address field of any browser
Engineering Division8
Engineering Division Home Page
Click on the A-Z Index link
Engineering Division9
Engineering A-Z Search Page
Click on the link to the W index page
Engineering Division10
Engineering A-Z Search, W Page
Click on the link to the Web Job Order System
Engineering Division11
Web Job Order Login
LBNL Employee’s LDAP (email) user name
LBNL Employee’s LDAP (email) passwordWJO
Redirection page
Engineering Division12
Start a New Web Job Order
Click on the “New Job Order” link to start
Engineering Division13
Initiating an Order
Fill out the Web Job Order ‘Header’ page and SAVE IT!
Required fields are
marked with RED asterisk
Engineering Division14
Header CompleteAfter filling out the Web Job Order header page and
saving it the rest of the selection tabs become available
Engineering Division15
Distribution ListPeople entered in the distribution list will receive paper copies of the WJO attachments (drawings etc.)
Click the ‘Add to Distribution List’ button to bring up the distribution list input pop-up box
Engineering Division16
Ordered Items
Click the ‘Add Item’ button to bring up the item input pop-up box
Engineering Division17
Ordered Items Pop-Up Box
Type a short description of the item being
ordered here (maximum of 40 characters)
Since PCard only accepts 40 characters in its description field
any further information needed to provide a full description should be input into this field
Engineering Division18
Ordered Items Pop-Up Box(Attachments)
Click on this ‘Work Manager Users’ link and the system will take you to the DCC to automatically attach drawings, engineering notes, etc.
Engineering Division19
DCC Login Page(from Work Manager Link)
LBNL Employee’s LDAP (email) user name
LBNL Employee’s LDAP (email) password
Engineering Division20
Adding DCC Drawings
Type in the drawing number, the engineering note number or the engineering specification number and click ‘Search’ for the DCC .pdf drawing file
Engineering Division21
Adding DCC Drawings
Click the DCC .pdf link to attach the drawing file to the Web Job Order
Copy the 3rd title line to the clipboard so it can be pasted into the WJO in the next step
Engineering Division22
Adding DCC Drawings
DCC drawing .pdf link is attached to the Web Job Order
Most recent Rev is filled in by DCC
Paste the third line data (copied into the clipboard) into this field
Engineering Division23
Adding Notes
‘Send to ePro?’ check box migrates your note from the WJO into the ePro system
Use the ‘Notes’ tab to add any information/instructions not entered into the ‘Item’ description field
Click on the ‘Add Note’ link to get the note pop-up box
Engineering Division24
For scanned drawings archived in the DCC (non Work Manager) you can add a .tif extension to the drawing number to create a link to the DCC’s scanned copy.
Adding Attachments Scanned Drawings
Engineering Division25
Adding Non Controlled Attachments‘LBL Master’
• No system for directly attaching drawings in the ‘LBL’ directory (ME10 files on the x: drive) to a Web Job Order has been established with the DCC.
• You will have to create a .pdf file from a ME10 drawing in the ‘LBL’ directory and attach it to the WJO yourself.
• This is an issue that the Document Control Center is going to address.
Engineering Division26
Adding Non Controlled Attachments‘LBL Master’
Click ‘Browse’ and search for the .pdf file to attach
Type in the 3rd title line here
The ‘Send to ePro’ box should be checked to migrate documents to ePro
Engineering Division27
Submit to Approver
After all information is input into the WJO click on the ‘Summit to Approver’ option in the blue bar at the top of the page
Engineering Division28
After Submitting to Approver
• Wait for a notification email that the order has been approved or that it needs more information
• After approval, if the order has no special instructions and is not a fabrication, it is automatically submitted to the procurement ePro system
• If special instructions are necessary (or it is a fabrication) it is issued to John Merhen. He will fill out the ePro requisition manually, with the special instruction, and submit it to purchasing
Engineering Division29
Current Document Control System
Document Control Center
CoCreate Work
Manager
LBL Master (on the x:
drive)
Pro/E Interlink
ALS Electronic Engineering
Small Projects
Drawing Number
Requests
Category Code Master Data
Base
Engineering Notes
Scanned Drawings
Web Job Order
System Attachment
s
Future Implementation
Already Implemented
Engineering Division30
PeopleSoft eProcurement System
• The ePro system has replaced the aging Oracle procurement system and the LBNL Accounts Payable system
• ePro is a modern web based system that has been integrated with the LBNL Web Job Ordering System
Engineering Division31
Distributed Purchasing Unit PCard Orders
Requester
Buyer creates PCard Order
$ $$
$
Requisition
ePro Requisition
RequisitionApprover
Merchant
Deliver Materials to LBNL
AP
AP receives bank charge and sends EFT payment to bank
Receiving creates Receipt & forwards material to Requester
Preparer
Procurement Supervisor Assigns to Buyer
$
PCard Order
Order phoned to merchant
Legend:Brown: DivisionBlue: ProcurementGrey: VendorPink: ReceivingGreen: Payables (AP)
Stats:POs/Yr: 28,936$/Yr: $13.9M
Bank: 1) pays merchant, 2) bills LBNL, 3) sends LBNL transactions
Buyer matches Orders to Transactions
LBNL divisionProjects charged
G L
Engineering Division32
Checking on Orders
An order can be checked for buyer’s name and PO number under the item tab after the order has been entered into the ePro system
Click this icon to get full procurement information
Engineering Division33
Checking on Orders
Full procurement buyer, status and PO information is displayed in the ‘View Item’ page
Engineering Division34
Business To Business System
• Business to Business agreements are available to Berkeley Lab personnel
• These eliminates the need to use the Web Job Order system
• Examples of vendors include: – McMaster-Carr, WW Graingers, Newark and MDC
• Each vendor has specific requirements for their B2B ordering
• Click the company web link available on the procurement web site for the details on how to orderhttp://procurement.lbl.gov/system.htm
Engineering Division35
Problems
Engineering Division36
Problems with the Procurement System
• You must fill out the ‘Header’ information before you can move to the next input tabs.
• You MUST SAVE the header page any time you edit it BEFORE you move to any of the other selection tabs or your edited header information will be lost.
• You are unable to attach more than one drawing to a WJO at a time and the 3rd line title must be entered by hand.
• Three data bases for the drawings. With different ways (or no way) to attach drawings.
Engineering Division37
• No notification from the buyer that there will be a delay in receiving the order.
• If you cancel (or cancel and reissue) a Web Job Order after it has entered the ePro system the cancellation from the WJO does not propagate up the system to cancel the ePro order as well.
• If the WJO is cancelled the buyer is not automatically informed
• PCard does not feed back the buyers information to the WJO.
Problems with the Procurement System
Engineering Division38
• Lower limit for the unit cost is $0.51.
• The WJO system is being changed without alerting the users.
• Revised drawings must be reattached to the WJO.
• Approver must login to a new session for every order that needs approval even if a WJO session is currently open.
Problems with the Procurement System
Engineering Division39
• Sometimes approver must hunt for the order to approve after the email link takes him/her to the WJO login page
• Buyer misplaces or forgets to place the order with no feedback to engineering
• PCard description field limited to only first 40 characters with the possibility of lost instructions (from the WJO)
Problems with the Procurement System
Engineering Division40
Consequences
• Engineering division personnel spend large amounts of their time inputting data into the WJOs
• Engineering division personnel spend large amounts of their time following up on the status of their Purchase Orders
• Engineering division personnel are “beta testing” the WJO to ePro interface to find the bugs
• These consequences can negatively impact both a project’s budget and schedule
Engineering Division41
Some Recommendations
• For time critical orders call your approver before submitting the WJO to alert them to look for it in their in box.
• Look at the WJO after your “approval is granted” to see who the buyer is for that order.
• Call the buyer and relay the importance of the order and ask if they would please notify you if there are any delays, problems or questions.
• Get as descriptive as you can (within the first 40 characters) in the item ‘Description’ box of the WJO.
Engineering Division42
Some Recommendations
• If a WJO is cancelled call the buyer and inform him/her that the order has been canceled.
• Create a dummy or drop out account number to allow the WJO to be filled out as much as possible before a project account number is known
• Use the Lab’s B2B procurement system whenever possible
• If you have problems with the Web Job Order system call John Mehren at ext. 5524
Engineering Division43
• Engineering personnel can not commit the Lab to any purchasing!
• Only Procurement Department personnel are authorized to purchase on behalf of the Berkeley Lab
Cardinal Rule Of Procurement
Final Note
Engineering Division44
• Web Job Order
https://isswprod.lbl.gov/wjo/Login.asp
• Web Job Order Tutorialhttp://isswprod.lbl.gov/wjo/general/wjoTutorial.pdf
• Berkeley Lab B2B System Contractshttp://procurement.lbl.gov/system.htm
• Procurementhttp://procurement.lbl.gov/proc.htm
Web Site Information
Engineering Division45
• Procurement Frequently Asked Questions (FAQ)http://procurement.lbl.gov/faq.htm
• Procurement Staffhttp://procurement.lbl.gov/staff.pdf
Web Site Information
Engineering Division46
Contact Information
Engineering Group• Engineering Liaison (outside contracts) John Mehren x5524• Engineering Inside Fabrication Tom West x5904• Document Control Center Sukhon Panomchan x5016• Document Control Center Dan Pulsifer x5640
Questions about the WJO system John Mehren x5524
Commercial and Fabrication Group• Team Leader Susan Walker-Lam x6687• Mechanical Fabs. & Equipment Alan Campbell x4592
Edward Anderson x4575Deanna Ashorobi x4583
Engineering Division47
Contact Information
Distributed Purchasing Unit (DPU) Group• Team Leader Sheri Freeman-Matterson
x6743• Advanced Light Source Antony Marquez
x5148• Engineering Lisa Cordova x5521• Engineering Doug Morton x7920
Web Job Order Maintenance• Engineering Primary Contact John Mehren
x5524• Programmer Jeff Willer x8624 • Programmer Seni Sangujee
x6660
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