UC P200 SPEND ANALYTICS INTRODUCTION WEBINAR 1/8 & 10/13

Transcription

1 UC P200 SPEND ANALYTICS INTRODUCTION WEBINAR 1/8 & 10/13

2 Agenda Today s Objectives Spend Analytics Overview Training Timeline Spend Analytics Scope A Look at Spend Analytics Guiding Principles Next Steps Questions 2

3 Today s Objectives Prepare you for in-person training session at your campus Overview of Spend Analytics Live demonstration of navigation and basic functionality of the application 3

4 Spend Analytics Overview What is Spend Analytics? A web-based analytics application developed by Spend Radar that provides a common view of the UC Procurement environment via system-wide spend data from campus financial systems of record Why Spend Analytics? Efficient Quicker and easier to pull data and prepare reports Standardized system-wide definitions allows for increased inter- and intra-campus collaboration Easy to Use Web-based solution with a single system-wide view of spend data Identifies Cost Saving Opportunities System-wide data can be leveraged for price reasonableness checks and supplier negotiations Spend visibility contributes to the development of sourcing, forecasting and planning strategies 4

5 Project Participation All campuses have participated from the RFP/vendor selection phase through configuration, testing and implementation Procurement Leadership Committee (PLC) Procurement leadership from each campus and UCOP who provide overall strategic vision, decision-making and project endorsement Governance Committee A small group of campus subject matter experts who support the Core Team in implementation activities, including solution and best practice recommendations Single Point of Contacts (SPOCs) Campus resource who is the first point of contact and campus champion for all P200 projects Campus Primary Representatives (CPR) Campus data subject matter experts who communicate campus needs and requirements and participate in testing activities Core Team UCOP team who executes the day-to-day implementation and project management activities in close partnership with all campuses 5

6 Training Timeline Training 1 Training 2 Training 3 Go-Live 1/7 January February Ongoing Training 1 Webinar Training 2 On Campus Training 3 Ongoing Webinars NorCal Intro Tuesday 1/8 SoCal Intro Thursday 1/10 UCSF Wednesday 1/9 UCB/UCOP Monday 1/14 UCR Wednesday 1/16 UCI Thursday 1/17 UCD Tuesday 1/22 PLC Wednesday 1/23 UCM Thursday 1/24 UCSC Tuesday 1/29 UCSB Friday 2/1 UCLA Wednesday 2/6 UCSD Thursday 2/7 Ongoing Scheduled Webinars topics TBD 6

7 Spend Analytics Scope 7

8 Spend Analytics Scope The focus of the Spend Analytics tool is to answer four key questions: What are we buying? Commodity, item, good, service, etc. Who are we buying from? Supplier Who is buying? Campus, Department How are we buying? Purchase Order, PO & Invoice, Non PO, etc. 8

9 Data Definitions To answer the four questions consistently system-wide, we established a common set of data definitions Term Spend Definition Spend is defined as expenditures paid to an entity external to the University of California System that has been recognized in the General Ledger for a good or service procured by an authorized representative of the University. A spend transaction corresponds to one expense line on the General Ledger. Spend Date Customer Payee Note: the definition of sourceable spend is out of scope for Phase 1 The date a Spend transaction is posted to the General Ledger. This is often called the Expenditure Date or Posted Date. The Department aligned to the General Ledger Spend posting. The external entity receiving payment from the University of California. For Procurement Cards: US Bank is considered an authorized representative of the University of California; therefore, the external entities paid by the bank will be considered payees, not US Bank. 9

10 Spend Analytics Scope Area What s In What s Out Audience Central Procurement Buyers / Commodity Managers Analysts Executives (Procurement Leadership Council Members) Medical Center Procurement eprocurement Operations/Support Small Business Contract Managers Asset Management Non-Procurement Resources o Accounts Payable Data Sources Campus Financial Systems External source feed: o Pcard (US Bank) Secondary Source Systems (examples)*: o Food (Foodpro, Computrition) o Catering o MRO (Maximo) o Storehouse o Bookstore o Library Vendor Provided Spend Data Medical Center National Labs *Summary level information should be available in Spend Radar if payments are made by AP 10

11 Spend Analytics Scope Area What s In What s Out Data Type Line Item Detail information from Campus Financial System: Secondary Source line item detail information from systems mentioned in the Data Sources o Purchase Order info section o Accounts Payable info Contract Information o eprocurement transaction info Recharges (within the UC) External source feed: Compensation (including Payroll) o Pcard info Encumbrances Employee Reimbursements (at the summary level) Varying levels of detailed spend information will exist in Spend Radar based on Campus ERP data capabilities Data Refresh Go-Live fiscal year 2011 and 2012 Two years plus current fiscal year of spend data Monthly refreshes Spend data older than two years plus current fiscal years Data Visibility End Users will have spend data visibility across all campuses Limiting campus views and data to End Users 11

12 Spend Analytics Scope Area What s In What s Out Reports / Bookmarks Spend Radar refers to Reports as Bookmarks Key elements include: Spend Amount, Vendor, Campus, Department, Transaction Type, Fund, Date, and Commodity Re-creation of campus-specific reports Contract Reporting System-wide reports including: o System-wide KPI report o Strategic Sourcing report o Transparency report o Diversity report o Sustainability report o Equipment report o Price schedule report User Interface All users will have the same views and functionality Limiting the dashboard views, tabs and functionality based on user role 12

13 A look into Spend Analytics 13

14 Spend Analytics 14

15 Spend Analytics Navigation Training 15

16 Guiding Principles for Using Data Remember that the data provided is only a part of that Procurement transaction. Reported prices may include other variables such as extended warranties, delivery methods or other special pricing considerations Understand the context, need and intended recipient of the data request Just because you can, doesn t mean you should run every report request! Use discretion, especially if the request is to run a report against a different campus Data is self-serve pull the data yourself and clarify, if needed Use wisely and with discretion this is a powerful tool! Got questions? Contact your Campus Primary Representative 16

17 Next Steps User login and password information Will be distributed via by Spend Radar (users who already have access to the application will not receive an ) Expect to receive in next 12 hours. Contact your Campus Primary Representative if you do not receive the Check for the in your spam / junk mail folder if experiencing lengthy delay Upon receipt, log into application and update password Familiarize yourself with the application prior to training (time permitting) 17

18 Next Steps Attend in person campus training Bring user log-in credentials with you and ensure you have updated your password Additional questions prior to training please reach out to your Campus Primary Representative Campus Representative Contact UCI Gordon Cole UCSD Gayle Ta UCM Terry Thun UCSB Henry Chen UCLA Nancy Jong UCD Lia Scott UCR Russ Lewis UCSC Mike Steele UCSF/UCB Andrew Clark 18

19 Questions 19

20 Thank You 20

21 Appendix Spend Analytics Toolbar Quick access toolbar provides easy access to frequently used commands Clear: Clears all selections (CRTL+SHIFT+D) Back: Reverts to the preceding selection state Forward: Moves one step forward (provided you have used Back button) Undo: Undoes the last layout action Redo: Redoes the latest undone layout action Lock: Locks all selected cells/filters Unlock: Unlocks all locked cells/filters Current Selections: opens the current selections window 21

22 Appendix Spend Analytics Overview A B C D E Search Box (A) input data elements to find in solution Overview Information (B) quick information view such as filtered spend, number of Vendors, POs, Invoice, Lines, Date Range Data Source (C) select between campus financial system data or US Bank Pcard data Campus Filter (D) select all, multiple, or single campus data view Date Select (E) data can be filtered by date range criteria such as quarter, month, year Current Selections (F) displays the current selections user has selected F 22

23 Appendix Dashboard Containers What are we buying? Who are we buying from? Who is buying? How are we buying? 23

24 Appendix Tabs Overview Tab Dashboard Category Analysis Overview View system-wide spend data and filter by campus, time period, etc. There is a single Dashboard for all users. Analyze spend by category based on a variety of dimensions. Price Analysis Opportunity Assessment Custom Report Identify items or like items and view prices paid across the system Analyze potential savings and sourcing opportunities based on spend data. Assessment opportunities are updated as spend data is added. Create reports using any dimension or metric available in the solution. Selections Advanced Filter Filter data based on all available fields and associated values. View Supplier, Invoice and PO data sorted into pre-established thresholds. 24