statewide financial system (internal use only) ee1: procurement updates presentation for new york...

Statewide Financial System (Internal Use Only)

EE1: Procurement UpdatesEE1: Procurement Updates

Presentation for

New York State Procurement Council

November 19, 2014

Statewide Financial System (Internal Use Only)2

EE1 Overview

PeopleSoft 9.2 Upgrade/Technology Stack

PeopleSoft 9.2 Upgrade/Technology Stack

Enterprise Services

Automation (ESA)

Enterprise Services

Automation (ESA)

eSettlementseSettlements

Budget/ Commitment

Control

Bulkload Extracts

Procurement Contracts

Technical Upgrade

New Functionality

Re-architecture

Asset Lifecycle

Management (ALM)

Asset Lifecycle

Management (ALM)


EE1 Project Timeline

Strategy Phase

Planning Phase

Apr2015

Mar 2015

Jan-Feb2015

Nov-Dec20 14

Sep-Oct2014

Jul-Aug2014

Mar-Apr2014

Jan-Feb2014

Nov-Dec2013

May-Jun2014

Go

Liv

e

Soft Freeze Hard Freeze

Integ. Test

UAT

FDR

First Look

Train-the- Trainer

Agency TrainingAdmin. Training

Cutover Workshops

Prep Cutover

New User Training

Build & Unit Test

Design Phase


SFS April 2012 – Go-Live


Group Objectives• Leverage delivered controls•Streamline and enhance process

• Increase Procurement Intelligence

•Fiscal Responsibility

How do we drive alignment?

Office of the State

Comptroller

Division of the Budget

Business Service Center

Statewide Financial System


Areas of Focus in Proceurment

Contract Definitio

n

Contract Maintenanc

ePurchasing


New York State Benefits

Improve fiscal accountability

Realign to PeopleSoft best practices

Reduce need for customizations across NYS

Support NYS procurement initiatives such as MarketPlace and Item Master

Enhance agency visibility into future cash impacts and financial performance

Positions NY State for future initiatives


EE1 Overview – Vendor Perspective

Shaving off the Sharp Edges of the Peg

Setting the table for vendors to be able to do business with NYS as they deal with a commercial customer


EE1 Overview – Vendor Impacts

Contract Numbering

Contract Lines

Amendments/Versions

Contract Remaining Balance

Purchase Order

Corporate Contracts (P Contracts)

Revenue Contracts

E Settlements


Numbering NYS Contract # will be populated from the

Requisition during the contract creation process

SFS Contract ID (system generated number) will be assigned during the contract creation process

Primarily transparent to a vendor

NYS Contract # remains same

SFS Contract ID will appear on purchase orders


Contract Lines Currently single line contracts within SFS

• Contract Amount

EE1 - Contracts are created from a requisition and will be created with one contract line for each requisition line• Possible Usage

Deliverables Products Performance or Fiscal Years Goods and related services

Additional contract lines can be added to the contract if desired


Amendments/Versions Any change to terms and conditions to an

approved contract will be made as a new version

Multiple versions can be in stages of negotiation and approvals but only one approved version

Agencies do not have to manage spending at the amendment level


Contract Remaining Balance

Definitions

• Non-PO Expense

• Maximum Amount

• Released Amount

Contract Remaining Balance Calculation:

• New calculation for Remaining Balance would be Max Amount – {Released Amount + Non-PO Expenses + Non-PO Adj Expenses} – In Process Amount = Remaining Amount.


Item Master

The Item Master is currently used for a limited number of disaster stockpile items. It is being expanded to include non-emergency items.

Benefits:

• Supports procurement and inventory automation

• Improved business intelligence

• Clear and consistent naming conventions• Enhanced flexibility when ordering for buyers and

procurement managers


Corporate Contracts Corporate Contract is a contract that can be used

by all state agencies. Validations will be in place to ensure that statewide

contracts are not overspent


Purchase Order Impacts

POs will be required for a majority of purchases

All POs (including those against agency contracts) will be used as ordering documents

• Use of a PO as a true ordering document, not as evidence of encumbrance


Revenue Contracts

NYS as a vendor/supplier

Revenue contracts will be using the Customer Contract Application in the Enterprise Services Automation (ESA) module

Vendors also customer of NYS will have a customer number (NYCUST9999999999)


eSettlements

eSettlements will provide the state a new standard for centralizing electronic invoicing

• Approved suppliers (vendors) may submit electronic invoices to SFS via eSettlements

• Approved suppliers may enter invoices directly into the Supplier Portal or via file from their source system

Invoices entered into SFS via eSettlements will be built into accounts payable vouchers


eSettlements: Origination Points

Invoices will have the following origination points:

• File (XML) upload

• Electronic Catalog initiative; invoice generation

• Self-service entry via Supplier portal


eSettlements: Supplier Portal

Supplier Portal

• Supplier access will be granted to selected suppliers for invoice entry through the current supplier portal

• Encourage eInvoicing vendors to use eSupplier

Pilot Information

• Low volume and high volume invoicing supplier will be targeted

• 10-15 suppliers will be elected to participate in a pilot for eSettlements invoice entry

• Supplier will help test invoice entry for their company• Supplier will test both XML invoice entry and self-service

invoice entry


Questions and Answers

statewide financial system (internal use only) ee1: procurement updates presentation for new york...

Documents

financial system slide

approved contract

vendor nys contract

numbering nys contract

live slide

desired slide

ee1 contracts

commercial customer