PROACTIS Purchase-to-Pay Upgrade Services The Rapid, Painless, Cost-Effective Route to a World of New Spend Control Capabilities

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1 PROACTIS Purchase-to-Pay Upgrade Services The Rapid, Painless, Cost-Effective Route to a World of New Spend Control Capabilities

2 Contents 2 Introduction 3-8 Why Upgrade? New Capabilities New Operational Choices Highest Level of Support Access to More Solutions 9-10 Upgrade Made Easy and Affordable Managed Upgrade Service Hosted Migration Service 11 Summary Introduction Over the past several years, PROACTIS has made a large investment in the enhancement and extension of the PROACTIS Purchase-to-Pay (P2P) solution. Today s PROACTIS P2P is probably the most robust and easy to use Spend Control system available anywhere. Rated as a top solution by industry analysts, PROACTIS P2P and related Spend Control applications are being chosen by more and more organisations around the world. As a PROACTIS P2P user on active maintenance, you have extremely affordable access to the benefits of all that investment. You deployed PROACTIS P2P in the first place to improve control and visibility of the way in which your organisation buys all forms of goods and services. With the latest version of PROACTIS P2P, you can further streamline processes, gain greater adoption, and reduce system management requirements. By doing so, you can realise even greater control and visibility and even greater savings for your organisation. By upgrading to the latest version of PROACTIS P2P, you will gain: Many new and improved capabilities (detailed later in the document) New choices for how you operate and manage the technical aspects of your PROACTIS system Access to the highest level of PROACTIS support Optional access to a tremendous range of new solutions, including a complete family of Source-to-Contract applications fully integrated with your Purchase-to-Pay system to form an end-to-end Spend Control environment In addition, we have invested in developing fast, efficient service packages that make the upgrade process much easier and affordable than you may expect. 2

3 Why Upgrade? There are a number of very good reasons for you to upgrade to the latest version of PROACTIS Purchase-to-Pay (P2P). New Features PROACTIS has delivered hundreds of new and enhanced capabilities over the past few years to make PROACTIS P2P: More powerful More mobile Easier to use Easier to tailor to specific needs Easier to manage Many enhancements have been driven by input from the steadily growing PROACTIS community as more and more organisations use PROACTIS P2P on a broader and broader scale the little things that just make using the system easier for employees and managers on a daily basis. Other enhancements have been delivered to support emerging procurement and finance best practices, and to extend P2P capabilities from purchase authorisation to AP invoice processing. An important new class of capabilities is now being delivered to leverage today s mobile devices and support your on-the-go workforce mobile apps. Available for PROACTIS P2P v2013 and above, and for use on popular Apple and Android phones and tablets, new PROACTIS P2P mobile apps greatly expand when and where your people can perform key functions. The first two apps the Approver app and the Deputy User app can be downloaded and installed on your mobile device like any other app. Just visit the Apple itunes or Google Play app stores. Watch for more mobile apps to come! P2P Mobile Apps The table on the following pages outlines JUST A FEW of the new and enhanced capabilities introduced in recent releases. 3

4 PROACTIS P2P Enhancement Highlights Purchasing v2008 v2009 v2010 v2011 v2013 Delivery tolerances (Value or %) Fixed assets gateway Authorisation by reply Re-open orders (with security controls) Negative and zero value items on orders Custom languages (e.g. org or industry-specific terminology) Stand-in authorisation schedules by date range Monitoring of delivery conditions with alerts (e.g. damaged ) Supplier catalogues with approval workflow Line discounts on PO (apply to all lines or specific selection) Improved password handling (e.g. forgotten) Buyer reservations (i.e. working on it ) Add attachments to receipts at line or header level Graphical cost pipeline visibility Mobile apps: Approver (requests, orders, expenses, invoices, etc.); Delegate Authority Payables Negative and zero value items on invoices Request for partial credits Standalone invoice authorisation by reply Order related invoice workflow (e.g. for call-off orders) Tax tolerances Ability to recode invoice at release for payment time Departmental troubleshooting (team vs. individual) Document matching engine introduced (e.g. scalable, combined exceptions, streamlined, etc.) Customised layouts and fax cover notes Auto invoice write-off threshold Support for PDF scanning Ad hoc requests for credits 4

5 Stores v2008 v2009 v2010 v2011 v2013 Automatic acknowledgements Batch and serial number support Non-stock items (e.g. freight charges) Average or FIFO costing option Header and line references Returns to stock Multi-line entry Ability for buyer to change delivery dates, prices and line discounts on Stock Replenishment Orders Expenses Commitments (soft at entry; hard at payment) Line copy on expense entry screen Split Purchase Card transactions (e.g. hotel room, mini-bar, meals, etc.) Information pop-up window within item search General New workflow engine (e.g. apply to multiple doc types; streamlined, etc.) New dashboards (e.g. drag and drop; more details and drill-down; portfolio concept) Performance improvements GUI redesign (e.g. common look and feel; fewer clicks, etc.) Document and import channels Patch-level enhancement releases (25+ enhancements since initial 2013 release no need to wait for full upgrade) For a full list and descriptions of all enhancements, contact PROACTIS. 4 5

6 New Operational Choices In addition to development of new and enhanced application capabilities, PROACTIS has also invested in development of new state-of-the art cloud-based application hosting capabilities. By upgrading to the latest version, you gain the option to operate PROACTIS P2P in either of two ways: On-premise deployment with technical management by your internal IT staff as you do today Cloud-hosted, with technical management by PROACTIS Cloud computing meaning delivery of computing resources, software applications, and business services via the Internet is redefining Spend Control and eprocurement processes as well as the way in which the supporting software is licensed, deployed and managed. From an IT perspective, cloud computing has opened important new options for the way in which organisations deploy enterprise systems. Virtualisation of applications and the supporting systems infrastructure, the emergence of cloud computing service providers, and new approaches to software licensing make it possible for organisations to look at selected enterprise systems as a service delivered to their employees without the need for extensive IT resources. For Finance and Procurement, cloud computing is enabling a new level of communication and collaboration that, in turn, is enabling eprocurement innovations in sourcing, supplier engagement, contract management, and the entire purchase-to-pay process. Thoughtfully designed cloud-based software applications also provide new flexibilities that enable organisations to incrementally improve business practices in a way that moves them steadily through the journey to world class Spend Control. The net result is that hosted cloud computing is enabling organisations to streamline Spend Control and eprocurement processes, reduce both purchase and IT costs, and, in general, do more for less. Highest Level of Support By upgrading to the current release of PROACTIS P2P you will also be upgrading to the highest level of PROACTIS Support. Of course, PROACTIS Support professionals always do their best to help PROACTIS P2P users, with a current maintenance plan, resolve any issue that may arise regardless of the version they are using. But the fact is, PROACTIS is able to provide much faster, more complete support to users on the current version. Problems can be duplicated on PROACTIS current release support system, which is not possible on earlier versions. When software fixes are needed, they are developed, tested, and made available as patches on the current version (and one release back when practical). Everything you need from your support service is faster and more complete when you are on the current version of PROACTIS P2P. With the latest version of PROACTIS P2P, you gain access to the highest level of PROACTIS support regardless of whether you chose to operate your system on-premise or using the PROACTIS Hosted Environment. 6

7 The PROACTIS Hosted Environment Partnering with the industry s most respected cloud services providers, the PROACTIS Cloud-Based Hosted Environment is a complete hardware, software and service package that delivers a highly reliable, highly available, high performance Purchase-to-Pay solution to your users without the need for you to manage the technology at all. This enables you to: Avoid future hardware and systems infrastructure investments Avoid the need for database administrators and other technology specialists Gain seamless access to future PROACTIS software capabilities The PROACTIS Hosting Service includes: Management of all servers and systems infrastructure All 3rd party licenses (SQL, Windows, Anti-Virus etc.) Technical integrity of the PROACTIS environment Management of ongoing database backup and restoration processes Regular management of database performance and tuning Application of Operating System and RDBMS software patches Upgrades to new PROACTIS software versions as they become available High availability, system monitoring and disaster recovery solution Adherence to the highest levels of security and process standards (ISO & ISO 9001) A single point of contact for all your PROACTIS support requirements By upgrading ONCE to the current release of PROACTIS P2P, you have the option to move to the PROACTIS Hosted Environment where internal systems management and self-managed PROACTIS upgrades are a thing of the past! 7

8 Access to More Solutions By upgrading to the current version of PROACTIS P2P, you position your organisation to greatly expand the scope of your Spend Control environment. PROACTIS Source-to-Contract Solutions As you probably know, PROACTIS now offers a complete family of Source-to-Contract (S2C) solutions including: Supplier Management Sourcing Contract Management Catalogue Management A Complete Value Creation and Value Capture Solution PROACTIS S2C solutions provide your Procurement team with everything they need to create value in terms of greater cost savings and reduced risk. The supplier information, contracts, and catalogues managed by PROACTIS S2C then become an integral part of your PROACTIS P2P system, enabling your organisation to capture that value at purchase time. Together, PROACTIS S2C and P2P solutions provide the most complete end-to-end Spend Control solution available anywhere. Once you are on the current version of PROACTIS P2P, you can easily expand your Spend Control initiative to include any or all of the PROACTIS S2C solutions in a phased step-by-step approach. For more information about the full suite of PROACTIS S2C solutions, visit proactis.com. 8

9 Upgrade Made Easy & Affordable When you upgrade your PROACTIS P2P system to the current release, you may want to look at it as several distinct steps: Upgrade your current scope and usage in a like-for-like manner i.e. transition the things you do today to the new software platform, leveraging improved capabilities while also benefitting from improved processes and performance Optionally migrate day-to-day technical and application management of your PROACTIS P2P system to the cloud-based PROACTIS Hosted Environment Optionally initiate business process improvements within the scope of Purchase-to-Pay i.e. leverage new capabilities to further improve your control and visibility of the purchasing process Optionally expand your Spend Control environment i.e. deploy new Source-to-Contract solutions to create more value in terms of cost savings and risk reduction PROACTIS can help with each step you wish to take from a basic software upgrade to a larger business process improvement and expansion initiative. In order to make the initial software upgrade easy, predictable and affordable, PROACTIS is offering two fixedprice packaged services for a limited time: Managed Upgrade Service Optional Migration to the Hosted Environment 9

10 Managed Upgrade Service Benefit from the proven new features of the latest version of PROACTIS P2P without the need to rely on specialist in-house technical skills or the responsibility of upgrading and migrating the PROACTIS application infrastructure: Take advantage of the latest PROACTIS features and technologies Use proven methodologies, accelerators and best practices for upgrades Let our experts deliver a quick and smooth upgrade process Eliminate operational IT concerns surrounding the upgrade Avoid the need to distract internal IT resources from other company support duties In addition to installation and migration to the latest version of the PROACTIS P2P software, this service includes transition of all integrations, customisations, reports and dashboards developed by PROACTIS. This proven, reliable and cost effective upgrade service covers all aspects of your PROACTIS deployment for one predictable, affordable investment. Hosted Migration Service Benefit and save even more with the PROACTIS Hosted Migration offer. With this service, we will migrate your upgraded system to the PROACTIS Hosted Environment. The PROACTIS Hosted Environment is a complete hardware, software and service package that delivers a highly reliable, highly available, high performance Purchase-to-Pay solution to your users without the need for you to manage the technology at all. See page 7 for a more complete description of the features and benefits of the PROACTIS Hosted Environment. Contact The PROACTIS Difference Fixed Price Offer Combine and save: Consider maximising the value of your upgrade. If you have PROACTIS perform the P2P Upgrade and Hosted Migration services together, we will offer additional savings on the upgrade and migration services as well as the first year of your hosting service. PROACTIS to learn more. We re the company that built PROACTIS so we know PROACTIS software better than anyone else. Our hosting service customers are handled by a team of highly skilled professionals who, as well as being technology specialists, have many years of experience supporting the PROACTIS suite of applications and infrastructure. 10

11 Summary By upgrading to the latest version of PROACTIS P2P, you will gain: Many new and improved capabilities New choices for how you operate and manage the technical aspects of your PROACTIS system Access to the highest level of PROACTIS support Optional access to a tremendous range of new solutions, including a complete family of Source-to-Contract applications fully integrated with your Purchase-to-Pay system to form an end-to-end Spend Control environment. And by making your commitment to upgrade today, you can take advantage of: Special fixed-price PROACTIS-managed services for o Software upgrade o Migration to hosted environment The opportunity for even greater savings when you combine both services Contact PROACTIS to start planning your upgrade t: +44 (0) e: w: proactis.com Over 350 customers across 70 countries PROACTIS: Spend Control & eprocurement Streamlining the purchase-to-pay-process Obtaining best value and control in procurement 11

12 e: w: proactis.com PROACTIS 2014

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