AGENDA

MBS Introduction

About The Author

Oracle Fusion Procurement Implementation Steps

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MBS BURIAL VILLAGE

UK based charity providing multi –faith burial needs to the population of

Blackburn and the surrounding areas

Emphasis on providing local jobs and developing local talent.

Planned Dates for completion:

Cemetery 2015

Crematorium 2016

Community Centre 2017

Mausoleum 2018

Hotel 2019

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KHALIL REHMAN

Operations Director overseeing the various projects and reporting to the

Board of Directors.

Has over 30 years of delivering transformation projects in over 18

countries.

MCIPS Certified.

Certified Project Manager

OCP Certified Oracle Fusion Implementer

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FUSION TALENT MANAGEMENT IMPLEMENT 1

Project Plan

Assigning Tasks

Create Locations

Create Business Units

Define a Catalo

Define Categories

Define Supplier Business Classification Lookups

Define Products and Services Hierarchy

Create a Purchasing Line Type

Procurement Business Function Configuration

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IMPLEMENTATION PART2

Define a Procurement Agent

Self Service Procurement Configuration

Supplier Portal Configuration

Sourcing Configuration

Perform System Test

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PROJECT PLAN

Meeting between Project manager , senior users and senior supplier to

agree the scope, timelines and budgets.

Agreed on a fixed cost budget and assigned dedicated resources to the

project.

Khalil to maintain the Functional setup manager .

Implementation team to configure the Procurement system as per MBS

Burial Village specifications and documented in AIM templates.

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Go to the Manage Implementation Project page and create

your Procurement

implementation project. Add the following options:

• Self Service Procurement

• Sourcing

• Supplier Portal

Remove the following task groups from the project:

• Procurement Contracts

• Transactional Business Intelligence

• Extensions for Procurement task groups.

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ASSIGNING TASKS

Working backwards from desired go-live date 28 days deadline.

Booked internal staff on pre-requisite training courses (instructor lead and NOT e-learning)

Internal staff assigned buddies from implementation team.

Internal staff set up meetings with MBS decision makers.

Senior users allocated staff for workshops, training ad user acceptance testing.

Allow 20% contingency in time estimation budgets.

Get buy-in form Board of Directors.

Re-arrange parallel tasks where appropriate.

Bring in extra resource internally for data migration and testing.

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ORACLE FUSION PROCUREMENT SETUP FLOW

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LOCATIONS

Location Name: MBS UK HQ

• Address: 222b, Baker Street, Marylebone, London, W2, United Kingdom

Location Name: MBS Cemetery

• Address: Field 1, Beets Farm, Blackburn, United Kingdom

Location Name: MBS Community Centre

• Address: Field 2, Beets Farm, Blackburn, United Kingdom

Location Name: MBS Crematorium

• Address: Field 3, Beets Farm, Blackburn, United Kingdom

Location Name: MBS Finance

• Address: Field 120 Devon Street, Birmingham, United Kingdom

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BUSINESS UNITS

MBS Users are restricted access by location and business unit.

Business Units procure and pay invoices on their own behalf's:

MBS Cemetery

MBS Crematorium

MBS Mausoleum

MBS Community Centre

MBS Hotel

MBS Finance

MBS HQ

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ORGANISATIONAL HIERARCHY

• GM= Khalil Rehman

• MD= Saleem Rehman

• GM= Raja Akhtar

• GM = Jamil Rehman

MBS Cemetery

MBS Crematorium

MBS Operations

MBS HQ

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CEMETERY TEAM

Blackburn

• Chief Undertaker

• Ray Jones

Bham

• Office Manager

• Tara King

• Undertaker

• Bobby Shine

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OPERATIONS TEAM

Bham

• Chief Accountant

• Mike Green

Kent

• Procurement Manager

• Paul Mittoo

• Human Resources

• Carolyn Ryan

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APPROVAL MANAGEMENT

Workflow

• An automated process in which tasks are passed from a user, a group of

users, or the application to another user or group for consideration or

action. The tasks are routed in a logical sequence to achieve an end result.

• A workflow human task is anything that requires attention or action from

users. Examples of tasks include approving a requisition or purchasing

documents.

• For workflows, Oracle Fusion Applications uses the approval

management extensions of the human workflow services from Oracle

SOA Suite, as well as the Oracle BPM Worklist application.

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APPROVAL LEVELS

Requisitioner £0 approval limit

Peer approver £100

Supervisor £1000

Area Manager £5000

General Manager £50,000

Director £100,000

Most transactions are under £5000 and approval should be within 24 hours.

Business cases required for procurement over OJEU limit. Proof is required that competitive tendering has occurred and the bids stored in case of legal challenge.

Because of the high priority capital projects MBS has a policy of escalating workflows within 48 hours if an approver does not respond in a timely manner.

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CONFIGURING A CATALOGUE

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MBS CATALOGUES

Each department has created catalogues for all of our major suppliers to

ensure we are trading with approved suppliers and leveraging

negotiated contracts.

A full time member of the Procurement team is responsible for the

maintenance of catalogue changes and to send out group wide

communications when special deals are being offered.

Finance do a quarterly review to ensure that the catalogues are being used.

Stores department tracks the timeliness of deliveries and number of

rejected Purchase Order lines. This is fed into the quarterly supplier

review.

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MBS SUPPLIERS CONFIGURATION

Supplier Numbering Automatic

• Supplier Type Lookup Local Supplier, Religious Group

• Supplier Value Sets

• Supplier Descriptive Flexfields

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SUPPLIER PRODUCTS AND SERVICES

CATEGORY HIERARCHY

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PAYMENT TERMS

75% of suppliers get paid on 30 days terms

10% small local suppliers get paid on a 2 day emergency payment term.

MBS is absolutely committed to helping develop small local businesses

and promote long term contracts.

Capital Projects have due dates terms with instalments for each successful

stage payment. A 3% Retention is kept for 12 months post completion to

clear snag list.

Employee Expenses are paid on the last working day of each month.

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UNITS OF MEASURE

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MBS CARRIERS

•MBS prides itself in offering a high quality and discrete service to bereaved families at a particularly difficult time. We have our own specialised carriers who can take care of all of the arrangements from dealing with the legal authorities and getting the body released and religious ceremonies performed according to client needs. This is our Unique Selling Point we take out the unnecessary pain and administration surrounding the death of a loved one.

Service Level: Service Level is the priority of transportation that affects how quickly goods are transported. For example, 2 hour super express service , Next day, Overnight, Express, Door to Door.

• Mode of Transport: Mode of transport refers to the means used to deliver

shipments to the customer. For example, Rail, Air, Courier.

• Contact: Identify a contact at the carrier, including phone and email.

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APPROVED SUPPLIER LISTS (ASL)

Approved Supplier List statuses control whether PO approval and

automatic document sourcing are allowed for a particular supplier.

MBS has a disciplinary policy against staff bypassing the ASL.

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MBS PURCHASING PROFILE OPTIONS

PO_AGRMT_LOADER_COMMIT_SIZE - Determines the batch size used to

save records to catalog tables when bulk loading or purging data. Determined by Applications DBA Omar Khan.

• PO_AGRMT_LOADER_PURGE_DAYS - Specifies the number of days that catalog bulk loader job history is stored in the database. Determined by Catalogue Manager Chris Newman.

• P O_DEFAULT_PRC_BU - Specifies the default procurement business unit for procurement agents when editing or searching for procurement documents. Determined by Procurement Systems Manager Paul Mittoo.

• PO_DOC_BUILDER_DEFAULT_DOC_TYPE - Controls the default document type for processing requisition lines.

• PO_LOAD_ITEMS_IN_ALL_LANGUAGES -Controls the process of replicating agreement line attribute values in multiple languages when uploading Blanket Purchase Agreement lines (English/Urdu/Arabic)

• PO_PRC_AGENT_CATEGORY_ASSIGNMENT - Allows procurement agents to designate a default browsing or item category used to filter data when they access the procurement

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MBS COMMON OPTIONS FOR PAYABLES AND

PROCUREMENT

Define the common controls and default values for each business unit with

the Payables Invoicing and Procurement business functions. Common

options are grouped into the following categories:

• Default Distributions

• Automatic Offsets

• Currency Conversion

• Expense Accruals

• Self-Billed Invoices

• Legal Entity Information

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COMMON P2P SETUPS

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DEFAULT DISTRIBUTIONS

95% of our transactions are supported by a PO so accounting distributions

are stated.

For utility bills MBS has created templates to apportion costs according to

usage levels.

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SELF BILLED INVOICES A WIN-WIN SOLUTION

MBS uses Self-billed invoices that are automatically created by the Pay on

Receipt process in Oracle Fusion Receiving.

This as lead to the reduction of manual supplier invoice entry by over 75%.

MBS as reduced the number of payment queries by over 80% since

implementing this facility.

Finance still controls what gets paid and when.

MBS only pays for goods and services that have been ordered according to

policies and have been received on time.

The supplier can review on-line the status of outstanding payments.

In our business quality and speed of supply is absolutely essential.

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MBS PROCUREMENT OBJECTIVES

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PURCHASING LINE TYPES

Oracle Fusion Purchasing provides you with two default line types:

• Goods

• Fixed Price Services

The first with a purchasing basis of goods and the other with a purchasing

basis of services. Goods line types let you order and receive and

invoice based on the quantity of goods provided. Services line types let

you order and receive and invoice based on the value of the service

provided.

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CONTROL LOOK AND FEEL OF MBS

PURCHASING DOCUMENTS

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MBS DESCRIPTIVE FLEXFIELDS

A Descriptive Flexfield:

• Is optional

• Provides a way to capture additional information for display and reporting

• Consists of one or more segments

• Segments appear to end users as additional fields in the application user

Interface

Segment 1= Burial/Cremation/Religious Ceremony/Catering/ Hotel Stay/ Fleet Services

Segment 2= Customer Name

Segment 3 = General manager in charge of Procurement

Segment 4 = Plot number

Segment 5 = Other Suppliers Outsourced Services

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CONFIGURE DEPARTMENTAL SETUP

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FINANCE AND PURCHASING OPTIONS

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MBS TERMS AND CONDITIONS

MBS has integrated its standard contracts with each type of procurement.

Terms and conditions are presented to users before they respond to a

negotiation for the first time

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MBS RECEIVING OPTIONS

MBS operates on a Just in Time process essential for burials.

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DEFINE PROCUREMENT AGENTS

In order for procurement agents to manage procurement documents and perform other

actions, the following data security setup needs to be completed.

• Procurement agents need to be assigned to procurement business units

responsible for managing the documents and performing the actions.

• Buyers, Category Managers, Procurement Managers and Procurement Contract

Administrators need to be given permission for the action in these procurement

business units.

For example: A buyer is granted a permission to Manage Purchase Orders, in

order to create, view and modify their own purchase orders.

• In addition, Procurement Managers can be granted access to other agents’

documents. The level of access can be controlled based on business needs.

-- View access allows the agent to only search and view other agents’

documents.

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MBS SHARED SERVICE CENTER SETUP STEPS

Here is a summary of the tasks required to enable a shared service center:

1. Define a new business unit. (Manage Business Units > Actions > Create)

2. Assign Procurement Business Function to the business unit. (Manage Business Units > Actions > Assign Business Functions)

3. Add the business unit as a service provider to an existing business unit (namely the requisitioning business unit).

(Manage Business Units > Actions >Manage Service Providers > Add Row)

4. Configure the Procurement Business Function in the new units. (Configure Procurement Business Function)

5. Define Procurement Agents for the new business unit and give them access to perform their role specific tasks in the business unit. (Manage Procurement Agents > Actions > Add Row)

6. Create supplier, supplier site and assignments to be used in the business

unit. (Manage Suppliers > Sites (tab) > Actions > Add Row) (Manage Suppliers > Sites (tab) > Edit > Site Assignments (tab) > Actions > Add Row)

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MBS SELF SERVICE PROCUREMENT

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MBS SELF SERVICE PROFILE OPTIONS

Profile options manage configuration data centrally and influence the

behaviour of applications. Profile options serve as permanent user

preferences and application configuration parameters. You configure

profile options with settings for specific contexts or groups of users.

Users customize how their user interfaces look and behave by changing

the values of available profile options.

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MANAGE INFORMATION TEMPLATE

DESCRIPTIVE FLEXFIELDS- HEADSTONESInformation template attributes are maintained as Descriptive Flex Fields

(DFFs).

Attributes first need to be setup in the Descriptive Flexfields application, and the catalog administrator specifies the DFF context on the Create and Edit Information Template page to apply the list of attributes.

For example, the catalog administrator set up a context Burial Headstone, with the following context sensitive fields:

• Deceased Name

• Date of Birth and Death

• Free text message

The maximum number of attributes that can be created for an information template is fifty.

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CATEGORY HIERARCHY WITH CATALOGS

Users can search for all content (local content, punchout, smart forms,

informational content) regardless of how the content is grouped.

Administrators can group punchout, informational catalogs, and smart

forms by category and the browsing feature will also retrieve punchout,

informational catalogs, and smart forms together with local content.

Local content (item master items and agreement lines) is associated with

purchasing categories. Smart forms, punchout, and informational

catalogs can optionally be associated with any level of the category

hierarchy (browsing or purchasing category).

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MANAGE PUBLIC SHOPPING LIST

Public shopping lists are created by procurement catalog administrators.

The lists are a collection of items available to preparers and requesters

in Self Service Procurement.

For example, office supplies, or new hire kits. The availability of a public

shopping list is based on what procurement BU the list is created in,

and whether the preparer is granted access to that list

Burials: Booking Grave digging staff, booking Tractor use,

Caskets,Flowers

Community Centre: Room Hire, Booking Priest, Fleet Services, Catering

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MBS SMART FORMS

Many purchase requests are not made directly from a catalog but from non-

catalog requests. This requires additional time and effort for both the

requester and buyer.

Smart Forms provide the ability to create noncatalog requests with required

information automatically populated to order the needed items,

accurately track the spend and route the requests to the correct buyer.

Smart forms make it easier for the requester to order and for the buyer

to process purchase requests.

A Smart Form is a customized form with fields that describe the item being

procured by the requester. It comprises a list of standard attributes

(price, quantity, UOM, supplier, agreement etc.) and can include

additional attributes through information templates.

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DEFINE SUPPLIER PORTAL CONFIGURATION

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MBS SUPPLIER PORTAL

Supplier User Provisioning refers to the process of establishing appropriate supplier

user access to Oracle Fusion Supplier Portal. It enables the buying organization to

create and maintain user accounts, job roles, and data access controls for supplier

users. An important part of this process is to provision job roles, which give supplier

users the ability to perform the on-line business tasks and functions appropriate for their

jobs, as well as interact with the buying organization.

The content Supplier Users can access and the tasks they can perform are tightly

controlled by the buying organization. However, a key feature of Oracle Fusion Supplier

Portal allows certain supplier users to assume the responsibility for user account

management on behalf of the buying organization by creating and maintaining user

accounts for their fellow employees. The buying organization maintains control by

granting access to these trusted suppliers, who then provision the appropriate roles to

their fellow workers. This significantly reduces the administrative burden on the buying

organization.

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SPECIFYING SUPPLIER NEWS

MBS advertises new capital projects and invite our partners to come and

discuss how they could partake in the Tendering process.

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MBS SOURCING

With the use of Oracle Sourcing, information is integrated and streamlined,

reducing the amount of administrative tasks needing to be performed

by the category manager.

Information flows seamlessly from Purchasing to Sourcing, from Sourcing

to Purchasing and Contracts. No re-entry of information is required

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SYSTEM ADMINISTRATION TASKS

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DEFINE IMPLEMENTATION USERS

The super user has broad access to Oracle Fusion Middleware and Oracle Fusion

Applications administration. Due to this broad access, your enterprise needs users

dedicated to managing users and applications security, such as an IT security manager

user. With user management entitlement, the super user creates one or more IT

security manager and security administrator users

The IT security manager user (or implementation project manager user if an IT security

manager is not needed) creates the implementation users using the Create

Implementation Users task in Oracle Fusion Applications, which accesses the

integrated Oracle Identity Manager provided by Oracle Fusion Middleware. In Oracle

Fusion Applications, this initial implementation user is a user account created in Oracle

Identity Manager only, specifically for setting up enterprise structures, and is not related

to a real person or identity such as a user defined in HCM. Once enterprise structures

are set up, subsequent implementation users can be created in HCM.

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UAT & TRAINING

MBS Implementers devised UAT scripts to cater for all business scenario’s.

UAT scripts formed the basis for Role Based Training Courses.

All courses instructor lead and avoided UPK as a training tool.

Courses conducted in London and Lahore.

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SUMMARY

Don’t underestimate the amount of work required.

Do invest in good quality training for the Project team.

Don’t look for the cheapest option it hardly ever pays off.

Get commitment from senior management to drive through changes and

make decisions when there is conflict.

Kal_mbht@yahoo.com

0777-599-7917

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