ext110 - ra/co-op/hq receiver administration. 1.fulfillment process overview 2.organizational...

EXT110 - RA/Co-op/HQ Receiver Administration

1. Fulfillment Process Overview2. Organizational Structure3. Maintain RA Organization4. Maintain Co-op Organization5. Maintain HQ Organization6. User Administration7. Reporting

• Improve Procurement practices & technologies to increase efficiencies

• Decrease administrative costs associated with procurement & contract management, and technology

• Enable USDA to become more efficient at meeting customer needs

•Improve order cycle times, financial processing, and customer relationship management to reduce costs

•Leverage advanced planning and collaboration tools to enable USDA to match supply and demand more effectively and efficiently

You will start

e-Auth to Login Placing orders through one master catalog

You will stop

Maintaining Surveys

Key Term Definition

WBSCM PortalWeb-Based Supply Chain Management initiative, a web interface that can be used for USDA fulfillment or procurement.

Wildcard Search Search using an asterisk and a portion of the field.

Matchcode SearchSearch wherein a user chooses a value from a list of possible values for the field.

Key Term Definition

Context-Sensitive Help

Help feature wherein user can get the step-by-step instructions on how to do a certain transaction.

CatalogA way of organizing commodities to place orders in WBSCM.

Sourcing MethodMethod for procuring goods. This could include direct delivery, processing, or multi-food.

Key Term Definition

Delivery DocumentInternal document automatically generated when goods are issued (shipped) from a warehouse.

Bill of LadingPacking slip that accompanies an order sourced from a warehouse/vendor.

Goods Issued

Transaction performed by warehouse personnel when goods are sent to a customer. This decrements the inventory and automatically generates a delivery document.

Key Term Definition

Domestic Requisition

Precursor to a sales order. RAs & Co-ops create domestic requisitions when they wish to order goods in WBSCM.

Material MasterContains a record for each material available in WBSCM.

Workflow Process of routing a document from one user to another.

New Term Old Term

Business Partners ITOs, SDAs, RAs, Co-ops, Vendors

Sold-to Party SDA Code

Ship-to Party Entity Code

New Term Old Term

Material or Product Commodity

Purchase Order Notice to Deliver

New Term Old Term

Program/Functional Area Outlet Code

Requested Delivery Date End Shipping Date

New Term Old Term

Batch Lot

Order Delivery Order

Catalog Surveys

Lesson Objectives•Explain the Fulfillment Process

Key Term Definition

Sales order

A legal document that is created with sales information such as name of customer, materials purchased, quantities requested, and price to indicate the sale of products

Goods receiptA confirmation that the goods on a sales order were received. Also known as a shipment receipt.

Step 1RAs, Co-ops, SDAs & ITOs place domestic requisitions in

WBSCM

Step 2SDAs & ITOs consolidate requisitions into a sales

order

Step 3FNS approves sales order and may alter sales order

type

Step 4Order is sourced to appropriate vendor

Step 5Goods are delivered

Step 6Customer enters receipt when goods arrive

1. A(n) ______ is the group responsible for consolidating and approving Requisitions.

A. RA/Co-opB. SDA/ITOC. AMS/FSA

2. _______ is the group that gives final approval on all orders sent from an SDA or ITO to a sponsoring agency.

A. FNSB. AMSC. SDA

Learning Objectives• Recognize the organizational structure associated

with the fulfillment process

Key Term Definition

Org Admin Can display and maintain organization information.

User AdminIs responsible with creating users within their organization.

• The following organizations are involved in the fulfillment process

• Most are responsible for creating, consolidating, and/or approving requisitions and orders, or handling the procurement of the order

SDA

ITO

Co-op

RA RA

RA

1. The purpose of a(n)_______ is to consolidate orders from its RAs and escalate these to the SDA.

A. ITOB. Co-opC. AMS

2. _______ are the sponsoring organization for Co-ops and RAs within their state.

A. SDAs/ITOsB. AMS/FSAC. Org Admins/Ship-to’s

Learning Objectives• Display an RA Organization

Key Term Definition

SDASDAs are the sponsoring organization for Co-ops & RAs within their state. There can be multiple state distributing agencies per state.

RARAs are specific feeding organizations that wish to place orders through WBSCM.

• Co-op & Recipient Agency (RA) information can be viewed using the WBSCM Portal.

A Recipient Agency (RA) Org Admin wants to view a pre-existing RA Organization. This procedure is easy to accomplish in WBSCM.

Maintain Organization Folder

Select Update my Organization

Use the tabs to navigate to different screens

• Auto Playback Tutorial: watch the simulation with no user input required

• Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

1. The _______ tab contains basic information such as whether the RA is affiliated with the Commodity Supplemental Food Program or National School Lunch Program.

A. RelationshipB. AddressC. Program

2. In the _______ tab contains information about the RA’s relationships, such as any ship-to locations where the RA may request to send goods.

A. RelationshipB. AddressC. Program

Learning Objectives• Display/Update a Co-op Organization

Key Term Definition

Co-op Organization

Co-ops are organizations made up of multiple small RAs. The theory behind Co-ops is that they enable small RAs (whose orders may otherwise be unable to make a full truckload) to pool together, and place orders that meet full truckload standards. The sole purpose of the Co-op is to consolidate orders from its RAs and escalate these to the SDA.

Maintain Organization folder

The hub for most Org Admin transactions such as maintaining a State Distributing Agency (SDA), Indian Tribal Organization (ITO), Recipient Agency (RA), Co-op Organization, Headquarters (HQ).

A Co-op Org Admin wants to view a pre-existing Co-op Organization. This procedure is easy to accomplish in WBSCM.

Maintain Organization Folder

Select the Update my Organization link

Use the tabs to navigate to different screens

• Auto Playback Tutorial: watch the simulation with no user input required

• Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

1. What tabs are available when displaying a Co-op Organization?

A. Address TabB. Relationship TabC. Programs TabD. A & B

2. Which information can you find out about the Co-op from the Maintain Co-op Screen?

A. Co-op’s AddressB. RAs that are part of the Co-opC. All of the above

Learning Objectives• Display an HQ Organization

Key Term Definition

Address TabTab where you can view address information on an organization such as street address, country, and postal code information.

Relationship TabTab where you can view business partner relationships to your organization.

An HQ Org Admin wants to display/update their HQ Organization. This procedure is easy to accomplish in WBSCM.

Select the Update my Organization link

Use the tabs to navigate to different screens

• Auto Playback Tutorial: watch the simulation with no user input required

• Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

1. The _______ tab is displayed for an HQ Receiver Organization.

A. MiscellaneousB. ProgramC. Address

2. In the _______ tab contains information about the HQ Receiver’s relationships.

A. RelationshipB. AddressC. Program

Learning Objectives• Create, Maintain, & Display users in WBSCM• Describe the User Admin Role• Explain the relationship between e-Auth & WBSCM

Key Term Definition

User AdminThe process of creating and maintaining users in WBSCM.

e-AuthA single sign-on procedure, meaning you will have access to the procurement, finance, and fulfillment interfaces just by signing into WBSCM in one place.

User Administration – The process of creating and maintaining users in WBSCM

• Create new users in WBSCM:• Org Admins• User Admins• Order Managers • View Only Users

• Remove User Admin role from the original Org Admin/User Admin

RA User Admins will create WBSCM users

Use this portal path to create new Users- Other User Admins- Org Admins- Order Managers- View Only

• As a User Admin, you can create, modify, and display users in your organization

You can view personal data about the user from the Personal data tab!

You can view available roles for the user from the Role data tab!

You can lock/unlock user access to WBSCM from the Admin data tab!

An email is sent to the new user!

Click on the first link to create an e-Auth account

Required Requirements:

• 9 to 12 characters long• At least one uppercase • At least one lowercase• At least one number (1 – 9)• At least one special character

Passwords Should Not:

• Be Dictionary Words•Contain Profile Info (i.e. Mother’s Maiden Name, Date of Birth, PIN, Phone, Email, etc)

Change your password every 180 days!

Close Window and wait for the confirmation email!

Access Activation Email and Activate Account!

Enter your User ID and e-Auth Password!

Accept WBSCM Rules of Behavior!

• Auto Playback Tutorial: watch the simulation with no user input required

• Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted

1. What type of information is needed when creating a user? A. First NameB. Last NameC. Email addressD. All of the above

2. T/F: In order to gain access to WBSCM, the new user MUST provide confirmation by clicking the appropriate links in the system generated email and completing the registration process.

A. TrueB. False

Learning Objectives• Run and view reports associated with the Domestic

Fulfillment Process

Key Term Definition

Wildcard Search Search using an asterisk and a portion of the field.

Matchcode SearchSearch wherein a user chooses a value from a list of possible values for the field.

• Information Access means getting to data with ease

• Reports available at your fingertips through WBSCM

Initial Reporting Screen

1. Select Reports tab2. Select Order Processing3. Select specific report

Initial Reporting Screen

1. Select Admin tab2. Select Master Data tab3. Select folder

• Received Shipment Report

• Multi-Food Received Shipment Report

• Requisition Status Report

• Value of Materials Received – Multi-food

• Value of Materials Received –Domestic & Price Support

• Multi-Food Requisition Report

Received Shipment Report

Multi-Food Received Shipment Report

Requisition Status Report

Value of Materials Received – Multi-food

Value of Materials Received –Domestic & Price Support

Multi-Food Requisition Report

Use * in place of unknown values to find a display of values you can choose from.

Example: Type ‘10*’ for an unknown Sold-To starting with ‘10’.

Matchcode Search Functionality lets you display possible values for field

Clicking on the grey diamond allows you to narrow search criteria by choosing various operands like greater than, less than, unequal to, etc.

Clicking the grey diamonds will display the Selection Options pop up (shown on left)

• The Multiple Options pop-up windows provide additional ways for narrowing selection criteria

• Click on a yellow arrow to enter additional criteria

Click the yellow arrows to perform an advanced search

Click on Settings to:• Modify column selection• Sort• Calculate• Filter• Display

Click on Settings to further customize columns.

Click on the Column Selection tab to further customize columns.

Move items from the Displayed Columns to the Hidden Columns queue

Change the sequence of columns

Apply changes

Filtering a Report

Enter your filtering criteria in the desired field, in the filter row, the press Enter

Creates a new filter & displays filter row

Deletes Filter & Removes Filter Row

Filter row

Sorting Columns in a Report

• Sorting columns in ascending or descending order allows users to organize their results

• Click on the up arrow for the respective column to sort results in ascending order

• Click on the down arrow for the respective column to sort results in descending order

Use the up and down arrows to sort results

Click on Settings to do Calculations

Click on the Calculation tab to calculate Total, Minimum, Maximum, and Mean Value

Calculation Features

Click the Apply button to run the calculation and display the result in the table

Only the columns that can be analyzed with calculations will be displayed.

Calculation Features

Select your display preferences

Display Functions

Click the Apply button for the changes to take effect.

Click on the Display tab to change the appearance of the report.

Display Functions

Click the Apply button for the changes to take effect.

Go to the Print Version tab to alter the report so it can be printed.

Pop-up prompts you to name the view

Name and Save the view

Reports can be printed, and print specifications can be customized by the user.Reports can be exported to excel

Select your view

1. The Reporting functionality includes:A. FilteringB. DisplayingC. CalculatingD. All of the above

2. To access the desired report, follow Reports tab to _________.

A. Order ProcessingB. Complaint AdministrationC. Recall AdministrationD. None of the above.

You have successfully completed your eLearning course!

Thank You!