presentation outline vendor cutover strategy december, 2012 vendor engagement session
TRANSCRIPT
PRESENTATION OUTLINE
Vendor Cutover Strategy
December, 2012
VENDOR ENGAGEMENT SESSION
Background – Current System
SRM - SUS
Supplier Self
Service (SUS)
Since 1st JANUARY 2012
Internet Browser
CURRENT
PePP/ SAP
PETRONAS e-Procurement
Portal / PETRONAS Pintas 1 & Pintas 2
SUPPLIER
Manual Submission Pintas 1 & Pintas 2
Internet Browser PePP
PETRONAS Holding Co.PETRONAS Carigali Sdn BhdPETRONAS Chemical Group BhdOPTIMAL Chemicals (M) Sdn BhdOPTIMAL Glycols (M) Sdn BhdOPTIMAL Olefins (M) Sdn BhdMITCO Malaysia Sdn BhdMITCO Labuan Sdn Bhd
Other PETRONAS subsidiary companies
See Appendix for Subsidiary Listing
January 2013 Petronas System Landscape
SRM – SUS/ SAP
Supplier Self
Service (SUS)/ SAP
ECC6
Internet Browser
PETRONAS e-
Procurement Portal
SUPPLIER
PePP Not
Available
1st JANUARY 2013PETRONAS Holding Co.PETRONAS Carigali Sdn BhdPETRONAS Chemical Group BhdOPTIMAL Chemicals (M) Sdn BhdOPTIMAL Glycols (M) Sdn BhdOPTIMAL Olefins (M) Sdn BhdMITCO Malaysia Sdn BhdMITCO Labuan Sdn Bhd
Other PETRONAS subsidiary companiesManual Submission
See Appendix for Subsidiary Listing
P2P Normal Process in Post Jan 2013
SUPPLIER
PETRONAS
SRM - SUS
PO
Invoice
PO Confirmation
Retrieve PO
Create Invoice
Confirm POSupplie
rSelf-
Service(SUS)
GR (Material)
Retrieve GR (Material)
Internet Browser
Create Service Confirmation
Service Entry Sheet
Service Acceptance Service Accepted
RFQ documentRFQ Submission
Retrieve RFQ
Submit RFQ
Impacted OPUs• All Pilot OPUs Go-Live in Jan 2012 (status quo) for SUS Vendors• Roll Out OPUs in Jan 2013 but only for Purchase Order created after Go-Live for SUS Vendors
5
SourcingPurchase Order
Purchase order
processing
Petronas SAP ECC6
P2P Interim Process in Post Jan 2013
• Open Purchase Order prior Jan 2013 transacted via PePP or Manual that migrated to SAP ECC6
• Applicable for Open Purchase Order prior Jan 2013
Goods Receipt and
Service Entry
• Submit manual invoice to Petronas FSS
• Submit invoice to respective OPU Finance
Invoicing
P2P Interim process : All converted PO have been processed until payment
Cutover Overview: Procure-to-Pay
28 Dec
28 Dec 18:00 Last AP payment run
17 Dec 21 Dec
Communication to Vendors
1st week Dec
1 Jan 4 Jan17 Dec 18:00
Last submission of PePP SN, SES & Invoice
21 Dec 18:00
• Last RFQ, PO,GR & SE/SA
• Last approval of PePP SES
• Last posting PePP Invoice’
• Last MM Manual Invoice
GO-LIVE RTGPO
GO-LIVE PCG & PDB
PCG
RTGP
PDB
31 Dec
28 Dec 18:00 Last AP payment run
26 Dec
27 Dec 14:00
• Last RFQ, PO,GR & SE/SA
• Last approval of PePP SES
• Last posting PePP Invoice’
• Last MM Manual Invoice
31 Dec 18:00• Last RFQ, PO,GR & SE/SA • Last posting Invoice
01 Jan 18:00 Last AP payment run
29 Dec 00:01 – 23:59
SRM SUS System Downtime
29 Dec
Cutover Scenarios – Converted PO For Materials
Note: • (√) denotes ALREADY submitted/done•(X) denotes NOT submitted/done.
Shipping Notifica-
tion(SN)
Goods Receipt
Note (GRN)
e-Invoice/ Manual Invoice
If not done before Cutover Date Vendors will need to:
1 X X XVendor submit manual Delivery Order when making
delivery and manual invoice
2 √ X XPETRONAS create Goods receipt after 1st January 2013 with reference to DO and vendor submit manual invoice
3 √ √ X Submit manual invoiceAttach Delivery Order
4 √ √ √ No actions required
Note: • (√) denotes ALREADY done• (X) denotes NOT done.
Cutover Scenarios – Converted PO For Services
PePP ServiceNotifica-
tion / Manual Service Entry
ServiceAccep-tance
PePP Invoice/ Manual invoice
If not done before Cutover Date , Vendors will need to:
1 X X XPETRONAS create Service Acceptance after 1st January 2013 with reference to JCT and vendor submit manual invoice
2 √ X XPETRONAS create Service Acceptance after 1st January 2013 with reference to JCT and vendor submit manual invoice
3 √ √ X
Submit manual invoiceAttach Service Completion Certificate or JobComplete Ticket
4 √ √ √ No actions required
Note: •(√) denotes ALREADY done•(X) denotes NOT done.
Purchase Order Migrated Number
PROJECT OLD PO Number
New Converted PO Number
Remarks
RTGPO/ PCG
4500632707 P245632707 3rd and 4th digit of RTGP and PCG PO no’s will be ignored and prefix P2 when migrating the PO to new system
PDB 4500632708 4500632708 The same PDB PO number when migrated to new system
Strategy for Open POs that are migrated from existing system to new system
10
What are vendor responsibilities?
check security access - give to authorised personnel only
respond to all notifications (PO, Service Acceptance & GR) and bid invitations in a timely manner
quickly adapt to new SRM processes; checkout the user guides on the website
immediately communicate new processes to all related personnel
11
SRM system: what’s new for vendors
SUSsupplier self service
-auto PO-online PO response-trace delivery-online invoicing-check payment status
-online bid invitation-online response-online RFQ submission
Auto PO
Please take note:1. Attachments must not be more
than 10Mb per file2. SRM requires Internet Explorer
version 8.0 below or Mozilla firefox version 3.6 below
Processes: Changes impacting Vendors
Advance Shipping
NotificationNOT
REQUIRED
Down Payment
FunctionalityNOT
AVAILABLE
QUESTION AND ANSWER SESSION
Due to time constraint, we appreciate your attention to Vendor – Cutover issues
THANK YOU
Appendix
No Company1 PETRONAS Penapisan (T) S B2 PETRONAS Penapisan (M) S B3 PETRONAS Trading Corp.4 MALAYSIAN Refining Co S B5 MLNG Sdn Bhd6 PETRONAS Gas Berhad7 Melaka Regasification Terminal 8 Sungei Udang Port Sdn Bhd9 PETRONAS Aviation Sdn Bhd
10 PETRONAS NGV Sdn. Bhd.11 PAPL (Downstream) Pty Ltd12 PETRONAS Australia Pty Lt13 PAPL (Upstream) Pty Lt14 PAPL (Upstream II) Pty Lt15 Inst of Technology Petron16 PETRONAS Mgmt Trng S B17 Petronas Research S/B18 PETRONAS Maritime Service19 KLCC (Holdings) Sdn Bhd
Retail, Trading, Gas, Power & Others
No Company20 Putrajaya Holdings Sdn Bhd21 PrimeSourcing Intl S/B22 Petrosains Sdn Bhd23 KLCC PROJEKS SDN BHD24 Prince Court Medical Ctr25 KLCC PARKING MGMT SDN BHD26 Malaysian Philharmonic Orchestra27 Dewan Filharmonik Petronas28 PETRONAS Tech Training SB29 KLCCPH – KLCC Property Holding30 LISB – Layan Intan Sdn Bhd31 PETRONAS Floating LNG 1 (L) Ltd32 PETRONAS Floating LNG 2 33 PETRONAS Power Sdn Bhd34 PETRONAS LNG 9 Sdn Bhd35 Voltage Renewables Sdn Bhd36 Regas Term.(Pengerang) SB37 Regasification Terminal .(Lahad Datu)SB
Petronas Chemicals Group
Item Company
1 ASEAN Bintulu Fertilizer S/B2 Fertiliser Kedah Sdn Bhd3 PETRONAS Chemicals Marketing4 PETRONAS Chemicals Methanol5 PETRONAS Chemical MTBE Sdn Bhd 6 PETRONAS Chemical Ethylene7 PC Polypropylene Sdn Bhd8 PC Polyethylene Sdn Bhd9 Kerteh Port Sdn. Bhd
10 Vinyl Chloride (M) Sdn. Bhd.11 PETRONAS Chemical Aromatics12 PETRONAS Chemical Ammonia13 Petlin (Malaysia) Sdn. Bhd
Petronas Dagangan
Item Company
1 Petronas Dagangan Berhad2 KL Aviation Fuelling System
Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards)
Please find the following Petronas Companies under CAPSCompany Name under CAPSVinyl Chloride (M) Sdn Bhd (VCM)PETRONAS Ammonia Sdn Bhd (PASB)Ethylene Malaysia Sdn Bhd (EMSB)Aromatics Malaysia Sdn Bhd (AMSB)Petlin (M) Sdn Bhd (PETLIN)PETRONAS Fertilizer Kedah Sdn Bhd (PCFK)MTBE Malaysia Sdn BhdPolypropylene Malaysia Sdn Bhd (PPMSB)Kertih Port Sdn Bhd (KPSB)Polyethylene Malaysia Sdn Bhd (PEMSB)PMLABFMLNGMLNG (2)MLNG (3)Petronas LNG Ltd
Sg Udang Port (SUPSB)PETRONAS Maritime Services (PMSSB)PetrosainsUniversity Teknologi Petronas (UTP) PETRONAS Penapisan (Melaka) Sdn Bhd (PP(M)SB)Malaysian Refining Co. (MRC)Petronas Gas Berhad PETRONAS Penapisan (Terengganu) Sdn Bhd (PPTSB)PLCPETRONAS Research Sdn. Bhd. Prince Court Medical Centre Sdn BhdDewan Filharmomik PETRONAS (DFP) Malaysian Philharmonic Orchestra (MPO) PHSB (Petronas HartaBina S.B.)PASSB (PETRONAS Assets Sdn Bhd)PLSB ( Petronas LNG Sdn Bhd)PRBF (PRBF Properties Sdn Bhd)
Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards)
1. Invoices for all OPUs NOT under CAPS, please send to respective OPU Finance Department.
2. Invoices for all OPUs under CAPS should only be sent to the following address:
Name of the company (OPU) (OPU Co. Code ***)c/o PETRONAS Finance Shared Services Level 5, Menara Dayabumi, Jalan Sultan Hishamudin, 50050,
Kuala Lumpur, Malaysia
Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards)
3. On the hardcopy invoice, please state the following on the first page of the invoice:
Name of the OPU (Company Code)Attention : User Name
Department : User DepartmentTelephone Number : User Contact NoRelease/Purchase Order No : CompulsoryProject name : (If applicable)Invoice Number : (Maximum 16 characters)Bank Account Details :Total Payable Amount :
The above information is very crucial to ensure prompt payment processing and must be on the first page of the invoice.
Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards)
4. All invoices must be printed on A4 size paper, single sided only. 5. For multi pages invoices, please ensure the total payable is on the front page.6. Do not staple the invoice and its supporting documents (use rubber band instead) 7. If several invoices are to be submitted at the same time, please ensure that a blank
paper (as separator) is in between invoice with related supporting documents. 8. Each invoice must link to only ONE Purchase Order (PO)/Release Order (RO). PO/RO
number must be clearly indicated on the first page of the invoice. The invoice with more than one PO/RO will not be processed.
9. Handwritten invoice (s), Pro forma invoice (s), Commercial Invoice (s) and Certified True Copy of invoice (s) are not acceptable.
Failure to comply with the above will result to the invoice(s) being
rejected and/or not processed for payment.
Invoice Delivery InstructionFor Companies under CAPS only(from 18 Dec 2012 onwards))
All payments will be notified via Vendor Payment Notification (VPN) through an email to registered vendors only.
If you have not register your email address, please email to [email protected] for your email address to be added/updated in our VPN database.
Any queries please contact FS2 at:Email address : [email protected] Call centre : 03-7490 4900
Mondays – Fridays (except Public Holidays)8.00am – 5.00pm