Take Advantage of the New Mobile Apps to Transform Your Procurement Functions 10/29/2015 Craig Davied JD Edwards Director Overland Park, KS Find your silver lining GRANTTHORNTON.COM/SILVERLINING
About your presenter from Grant Thornton Craig Davied Director, Technology Solutions Kansas City, MO Executive summary Craig is a Director with Grant Thornton in the Technology Solutions practice. He has over 17 years of consulting experience, across a diverse set of companies and industries. Craig's experiences include planning and program management of multifaceted implementation projects, hands on management and implementation of ERP software packages, business process reengineering and system architecture design. Prior to Grant Thornton, Craig was a founding member of MarketSphere s JD Edwards practice in 2002 and was responsible for managing and delivering projects, practice development, solution design and staff management. He has deep experience with the processes and configuration of the JDE Finance and Distribution modules, specifically with the General Ledger, Accounts Payable, Accounts Receivable, Job Cost, Contract Billing, Procurement / Subcontracts, Sales, Inventory, and Advanced Pricing. Craig also has experience with multiple releases of the software. Prior to joining Grant Thornton Consulting from MarketSphere, Craig was an experienced consultant in a Big 5 consulting organization and has over 17 years of professional experience. 2
About Grant Thornton One of the world's leading organizations of independent audit, tax and advisory firms 38,000 people in over 100 countries 65% of Grant Thornton International Ltd1 Forbes Global 100 companies US $4.7 billion revenues 40,197 personnel3 served by Grant Thornton International member firms 2,975 partners 725 offices Statistics as of Sept. 30, 2014 6th largest global accounting and consulting firm 58% of 2013 Fortune 100 Grant Thornton LLP2 (U.S.) $1.4 billion revenues 6,456 personnel3 529 partners 57 offices Statistics as of Dec. 31, 2014 3
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Recognized capabilities Hear it for yourself from Oracle and our clients Member of the Oracle Partner Advisory Council More than 175 consultants focused exclusively on Oracle One of largest and nation s leading Oracle EPM (Hyperion) firms experience from strategy through design and implementation and beyond Extensive experience in the planning, design, and implementation of integrated Oracle ERP, EPM and BI solutions and best practices Proven Oracle-specific methodologies, templates and supporting tools, as well as industry thought-leaders and deep technical practitioners Specialized in 16 product areas across EPM, ERP, BI and HCM Recognized by Oracle as a Platinum partner - Ranked #4 EPM & BI Partner for North America in FY14 Received Oracle's prestigious 2014 Specialized Partner of the Year award North America Enterprise Performance Management Oracle JD Edwards recognized Grant Thornton with its 2015 JD Edwards Partner Excellence Award for Outstanding Upgrades. Our work at Renewable Energy Group (REG) was recognized because of its transformational nature and cross-pillar influence. Quick Facts Over 250 successful ERP selection, implementation and upgrade projects Over 125 successful Hyperion Planning (HP) implementations Over 75 successful Hyperion Financial Management (HFM) implementations Over 100 successful BI implementations (Fusion Analytics, OBI Apps, BI Foundation Suite & Essbase) 2012 Oracle Excellence Award for Specialized Partner of the Year Business Intelligence and Data Warehousing 2012 Oracle Fusion Middleware Innovation Award Business Analytics Specialized in 16 products across ERP, EPM, HCM & BI 5
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Grant Thornton Business harmony Business Analytics We help our clients integrate transactions to report on financial results and variances with governed standards. Services include: Reporting and analytics strategy Governance and master data Foundation analytics Pre-built analytics Advanced analytics Enterprise Performance Management We help our clients transform data into usable information. Our services give clients better visibility into their business that enables actionable decision-making: Enterprise planning, forecasting and strategic planning Consolidations and financial reporting Profitability analysis Change assurance Enterprise Resource Planning Human Capital Management We help our clients manage transactional detail from every process within their business. Connecting this information with users and ensuring that it meets their specific needs are critical to enabling sound decisionmaking. Services include: System strategy Implementation Technology integration Upgrades, optimization, and support We help our clients develop an integrated approach for addressing current and future talent management issues. Our services provide our clients the flexibility to scale the solution or solutions to their business strategy, operating model, and culture. Specific services include: Assessments System strategy and implementation HR intelligence Upgrades, optimization, and support 7
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Technology Solutions Alliance Sales coverage Chip Nordstrom Regional Director Minneapolis Jason Kamp Regional Director Chicago Steve Haden Managing Director Kansas City Wayne Ellington Regional Director Atlanta Patrick King Regional Director San Diego Shannon Kreps Alliance Director Business Analytics North America Mekaela Kramer Alliance Director North America Plus, an additional 50 account-focused Grant Thornton sales executives across: Appleton Atlanta Baltimore Boston Charlotte Chicago Cincinnati Cleveland Dallas Denver Detroit Fort Lauderdale Houston Irvine Kansas City Los Angeles McLean Minneapolis New York Midtown Philadelphia San Francisco San Jose Seattle Tampa 9
Agenda P2P Key Challenges P2P Primary Requirements P2P Processing Requisitions Purchase Orders Mobile Application Overview Approvals Receiving A/P Automation / Imaging End User Experience Summary 10
Procurement Transformation Key Challenges Lack of Visibility into Enterprise Spend Insufficient Insight into Supplier Performance Inability to Detect Purchasing Inefficiencies in Time to Correct Them Time Wasted Gathering Data to Report and Manage Quan22es sourced from different suppliers Prices by supplier and pricing trends Inability to get the best prices Missed opportuni2es to consolidate buying On- 2me delivery of goods to support opera2ons Billing accuracy of suppliers and error types Quality of delivered goods including rejec2ons and returns Price performance of strategic partner suppliers Lack of compliance with contract prices and use of exis2ng contracts to reduce spend Timely processing and fulfillment of requisi2ons and purchase orders Con2nued reliance on management- by- spreadsheet Disparate sales repor2ng and poor internal distribu2on Relevant data in mul2ple systems financial, proc, etc. No single source of the truth 11
Procurement Transformation Primary Requirements Optimize procurement process Standardize business policies & processes Drive costs down Company-wide access to real time, accurate data Automate manual, time-consuming processes Provide company-wide reporting and analysis through use of dash-boards and KPIs Timely access to key business information (costs, spend categories, vendor efficiency) Leverage mobile devices to optimize field access to JDE (approvals, receiving, etc.) Visibility to inventory across the enterprise Manage change throughout business for greater user adoption Standardize supplier item catalogs to simplify purchasing Contract compliance Standardize Vendor and Item Master files 12
Procurement Transformation Key Questions to Answer What are the roles and responsibilities of the people in the process? Do the roles and responsibilities align with the people's goals and objectives? What are the service-level agreements with the business for these processes? What type of visibility is required that will ensure accountability? What approval processes are necessary to ensure accuracy Where are the bottlenecks within the process? How often are there errors with the process that cause additional time to correct? Am I utilizing my vendors correctly? What percentage of orders can be sent electronically? Are invoices scans capturing a high percentage of key data attributes? Is technology enabling a more efficient processes? 13
Procurement Transformation Objectives In Summary Increase Process Efficiencies Intuitive user interface with flexible controls, direct connect option & self-service fulfillment tracking Company Spending Policy Adherence Commodity structure, special request feature and approval workflow supports company spending policies Procurement Cost Reduction End-to-end automated purchasing, process automation and control 14
Requisition / PO Entry Options to Consider Users can avoid manually entering purchase orders (using the standard PO Entry application - P4310) by having the system create new purchase orders based on existing detail line information. Creating purchase orders from existing detail lines is the final procedure for several different JD Edwards EnterpriseOne Procurement system programs, including: Purchase Order Workbench (Power form) Generate Purchase Orders from Requisitions Requisition Self Service Generate Purchase Orders from Blanket Orders Generate Quotes from Requisitions Purchase Order Generator Other Options: Upload from Excel 3rd party Integration 15
Supplier Master Maintenance The system processes an order based on the items that the customer purchases and the supplier from whom the customer makes the purchases. Can define purchasing instructions for a supplier so that each time you enter an order, the system retrieves default values for that supplier Can specify the items that you purchase from a supplier to create supplier and item relationships Can enter information such as whether the suppler is certified to see the item. If a supplier is not certified to sell an item, the system does not let you enter the item on a purchase order for the supplier Can review information about the quality of a supplier's services, including delivery performance and the condition of items upon receipt. 16
Standard Tax Functionality Tax / Area Rate Setup Mul2ple types of taxes Assign to Vendor and/or Item Effec2vity Dates Simple and Complex Calcula2ons Maintenance is Manual Ability to Tax Area/Rate override transac2ons 17
Tax Solution Integration Vertex Tax Processing There is an interface between JD Edwards EnterpriseOne and Vertex Sales Tax Q Series which is used to transfer selected JD Edwards EnterpriseOne components to Vertex Sales Tax Q Series and then return tax information to the JD Edwards EnterpriseOne systems. Vertex Sales Tax Q Series: Reduces the setup required for multiple tax rate/areas Reduces processing time and rate maintenance Creates tax compliant records Allows exceptions and overrides to the default tax rates Vertex Sales Tax Q Series is integrated with the JD Edwards EnterpriseOne software, which means that you can perform tax calculations automatically using Vertex Sales Tax Q Series, the JD Edwards EnterpriseOne Tax Rate/Areas program (P4008), or both. The JD Edwards EnterpriseOne system writes and supports the software interface between JD Edwards EnterpriseOne and Vertex Sales Tax Q Series As well, there are a few other 3 rd party tax solution providers available 18
Vertex: Q vs O Series Product Comparison FuncEon Q Series O Series Role Based Security No Yes Detailed Audit Log No Yes Interface Technology Cl/Svr API XML Java API Flex Fields / Tax Assist No Yes Tax Juris Accuracy Good BeZer Consumer Use Tax Yes, but no CUT Rates & rules Yes Taxability Tax Decision Maker Category Mapping Managed By Tax Department Vertex Customer Exemp2ons Yes Yes Exemp2on Type No Yes Validate Cer2ficates No Yes Cer2ficate Expira2on Date No Yes Store Image of Cer2fica2on No Yes Repor2ng Canned Reports Only Flex Repor2ng / Extracts Transac2on Tester No Yes 19
Item Master Data Information Standards Many companies are able to benefit from utilization of E1 item master in order to standardize key attributes for more structured reporting Segmentation by item branch to create further segmentation of attributes Use of category codes for enhanced reporting capabilities Ability to integrate cost and pricing information Ability to track location and lot information to achieve lowest level of analysis Possible to utilize in order to track inventory quantities Utilization of DMAAI functionality to automate G/L accounting entries Good to utilize for non-item specific needs, such as freight or specific surcharges 20
Supplier Item Price Catalogs Overview By creating Supplier Catalogs, you will have the flexibility to organize products into different catalogs due to seasonal changes in products, different product lines, and so forth. If you maintain items in catalogs in the JD Edwards system, you can use the catalogs to locate and select items to order. JD Edwards EnterpriseOne supply management applications help you: Optimize supplier relationships, for both direct and indirect goods and services, resulting in a more flexible and adaptable supply chain With real-time information exchange with suppliers and proactive process alert capabilities, you can: Reinforce procurement best practices, implement lean procurement processes, aggregate spend for improved purchasing power, and develop strategic relationships with your supply base 21
Supplier Self Service Overview JD Edwards EnterpriseOne Supplier Self Service improves supplier collaboration by allowing suppliers to securely access quotes and POs, view inventory information, and update their own profiles. Supplier Self Service provides supplier ability to log in and validate their items and their current status based on buyer feedback Suppliers can access quotes and purchase orders, view inventory information, and update their own profiles Suppliers can notify you when shipments are in transit and view accounts payable Real-time visibility into supplier performance issues for the fastest resolution and improved service Proactive process alerts allow suppliers to respond more quickly to replenishment signals such as supplier release. 22
Requisition Self-Service Overview JD Edwards EnterpriseOne Requisition Self Service puts requisitioning tasks in the hands of employees With it, employees can create, manage, and track their own orders, while ensuring that purchasing policies, preferred suppliers, and pricing agreements are followed Key Aspects: Respond more efficiently to customer demand Respond rapidly to supply chain interruptions with exception management alerts Reduce material costs by directing your spend to key suppliers Improve inventory turns while maintaining or increasing customer satisfaction Reduce off-contract purchases 23
EnterpriseOne Mobile Apps Overview Mobile Applications for Business Efficiency Oracle's JD Edwards EnterpriseOne Mobile enterprise applications enables the mobile workforce to accelerate business execution on their devise of choice Users easily get up and running with a modern user interface and role based, fit for purpose applications Fit-for-Purpose, Role-Based Companion Applications While enterprise-grade applications offer complex functionality to support a wide variety of business processes, mobile users are interested in completing specific tasks easily with only a few taps on the device JD Edwards EnterpriseOne Mobile Enterprise Applications keep it simple by focusing on tasks mobile users actually have to perform rather than providing all of the functionality within the JD Edwards EnterpriseOne back office At the same time, mobile applications are designed with a focus on the user's specific role, based on the realization that an employee and a manager, for example, likely has a different perspective on information to view and act upon 24
EnterpriseOne Mobile Apps Difference Between Mobile Apps & ipad 25
EnterpriseOne Mobile Overview Over 80 dedicated E1 mobile apps available between Smartphones & Tablets Available for download on App Store & Google Play 26
EnterpriseOne Mobile Mobile Application Environment 27
EnterpriseOne Mobile Requirements EnterpriseOne Requirements EnterpriseOne 9.1 with Tools Release 9.1.4.2 or higher Latest Tools Release 9.1.4.7 or 9.1.5.5 (9.1.5.2 comes with updated UI) Application Interface Services (AIS) server Infrastructure Requirements All JDE supported Operating Systems can host AIS Light foot print recommendation is to use x86 server Windows or Linux AIS Server Dedicated server for Non-prod & for Production JAS Server Utilize existing web servers or setup dedicated servers for E1 Mobile Device Support ios iphones & ipads Android Smartphones and Tablets 28
EnterpriseOne Mobile Apps Purchase Order Approval Home Screen 29
EnterpriseOne Mobile Apps Purchase Order Approval - Order Screen 30
EnterpriseOne Mobile Apps Purchase Order Approval Detail Screen 31
EnterpriseOne Mobile Apps Requisition Approval Home Screen 32
EnterpriseOne Mobile Apps Requisition Approval Detail Screen 33
EnterpriseOne Mobile Apps Benefit Realization: Potential Areas Purchasing Costs Reduce Maverick spending Align Demand/ Consumption with P2P Process Increased data accuracy for sourcing staff on spend data Capital Costs Days payable outstanding (terms, payment process) Early Payment Discounts P-Cards: simplified purchasing Inventory Holding Transactional Quality Costs PO accuracy/ returns Inventory holding/ schedule disruption/ customer satisfaction Freight/ Logistics Process Costs Direct labor efficiencies Productivity 34
EnterpriseOne Mobile Apps Technical Concerns Enterprise mobile data management platform - Air Watch, Mobile Iron, Maas 360 Potential VPN Issues to Address Development of new (customer specific) mobile applications cutting edge 35
A/P Automation / Imaging Solution Process Overview 36
A/P Automation / Imaging Solution Key Features Automated voucher entry Access invoice image from within JDE Import invoice from multiple sources scanner/ email/ file system Invoice data validation PO line pairing Auto GL coding Auto Three-way/ Two-way match Approval routing based on configurable Business Rules Multi Level Approvals Approvals via actionable emails Auto reassign based on out-of-office settings Reminder notifications Exception management Process visibility using dashboards Annotate invoices 37
End User Experience E1 Pages for Navigation Ability to create process flow diagrams within E1 menu/program access to assist with educa2ng end users to "big picture" 38
End User Experience User Productivity Kit (UPK) for Training Content Maintenance a simple task Single authoring session Content is single-source, changes propagated to all outputs Reduces 'Content Development' time and cost by 40-80 percent Supports all Enterprise Applications Helps return on Enterprise Application investment 39
Procurement Transformation Objectives In Summary Increase Process Efficiencies Company Spending Policy Adherence Procurement Cost Reduction We discussed how to accomplish by: Utilizing multiple methods for entering Reqs and Pos Standardizing the use of master file data Utilizing 3 rd party systems and / or additional modules when necessary to enhance business processes Utilizing mobile applications to extend your solution outside of headquarters and/or office locations 40
Procurement Transformation QUESTIONS 41