Workshop Presentation PRO 05 Registration of Supplier (ROS)

Workshop Presentation PRO 05 Registration of Supplier (ROS) November 1, 2011 Department of Finance and Administration Office of the Mississippi Management and Reporting System 1/11/2012 1

1. Workshop Ground Rules 2. Workshop Guiding Principles 3. Workshop Objectives 4. Workshop Agenda in Detail 5. Workshop Roles 6. Workshop Content 7. Workshop Wrap-up AGENDA 1/11/2012 2

Workshop Ground Rules All participants should be familiar with the topics to be covered; The workshop scribe is responsible for documenting the parking lot issues and follow up questions; The workshop facilitators are responsible for keeping the discussion centered on the topic being discussed. If an issue is determined that cannot be resolved during the workshop, the facilitator will note the issue for future resolution and enter it into the workshop output document; and Parking of discussion item if the required knowledge is not in the room. 1/11/2012 3

Workshop Guiding Principles Workshop Demonstrate how requirements are met using Standard SAP functionality Utilize standard SAP functionality (80/20 rule) Avoid the what won t work mindset Essential to dos: Review Business Process Model Update/Create process Flow Diagrams WS Output Documents Identify RICEFW Objects Solution Manager: Create Business Blueprint documents Identify Issues and Risks Participant Be attentive and open minded Explore questions and answers Encourage input from other participants Refrain from absolutes and mandates Focus on current issue being discussed Avoid war stories Manage cell phone, pagers & interruptions Keep the conversations to one at a time 1/11/2012 4

Workshop Objectives Conversion of Existing Vendors into ERP /SRM / SUS (Supplier Self Service) Confirmation of Vendor Registration process for New Vendors Confirmation of Vendor Self Edits Determine how to collect W9 information during the registration process Vendor Certification Status/Verification Vendor Outreach Identify RICEFW objects related to ROS processes 1/11/2012 5

Workshop Key Decisions Confirmation of Converting Existing Vendors into SUS Source System(s) / Criteria for conversion Confirmation of Vendor Registration process for New Vendors /Non Converted Confirmation of Vendor Self Edits Confirmation of Exception Process W9 Collection Process Certification Status/Verification Additional data elements to be captured? (questionnaire/customer fields) Initial Vendor Registration Screens Self Edits Screen 1/11/2012 6

Workshop Agenda Team Date Logistics 11/3/2011 Supplier Registration: Supplier Conversion Supplier Registration Topics Supplier Self Edits Exception Process Data Collection RICEFW Deliverables Workshop Minutes Parking Lot 1/11/2012 7

Blueprint Workshop - Roles SAP Facilitator Jon Sanford Customer Facilitator Tammy Rankin, Leah Chittom Scribe OCM Jeanna Stafford Dorothy Preston A successful workshop is the result of interaction and participation! 1/11/2012 8

Vendor Registration Process Overview Web Site SRM SUS Start Process Registration Screening Supplier Alerts Registration Tab Supplier selects Tab Enters Master Data Assigns to one or more categories Submits request Buyer calls up Supplier screening Buyer reviews Master data and questionnaires Email sent to Supplier with Registration # Supplier uses the Registration # to Log on to SUS Supplier saved as Prospect Questionnaire for each category sent to supplier by system Buyer accepts Supplier Supplier Directory Supplier can create Users, change Master data Changes transferred to Supplier Directory Questionnaire filled, retuned by supplier Questionnaire stored In registration system Supplier appears in Supplier directory Buyer manually transfers prospect Supplier as bidder Or supplier to SRM Buyer sees these changes in Bus. Partner Monitor Buyer triggers Automatic update To backend 9 1/11/2012 2:46 PM

Vendor Source and Selection for Conversion Key Decision What will be the source of our vendor conversion? What will be the criteria to select vendors for conversion? 11

Proposed New Supplier Registration Process

Action Items: Content For Welcome Screen ROS Fields Content For Privacy Statement 1/11/2012 13

Data Collection ROS: http://dh2tdc00.wdf.sap.corp:52580/sap/bc/webdynpro/sapsrm/wda_e_suco _sreg?sap client=805 SUS: http://dh2tdc00.wdf.sap.corp:52580/sap/bc/bsp/sap/srmsus/default.htm SoLA https://lagoverpvendor.doa.louisiana.gov/irj/portal/anonymous?guest_user= self_reg 14

Product Categories Minority indicators Self registration? 1/11/2012 15

Action Items: Content For Emails Potential Supplier 1/11/2012 16

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Action Item: Identify types of Questionnaires needed 1/11/2012 19

Action Item: Who is going to do the pre screen of prospects 1/11/2012 20

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Action Item: Identify Duplicate Vendor Registration Check 1/11/2012 23

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Action Items: Confirmation Email Content 1/11/2012 26

Proposed Supplier Self Service Edits

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Action Items: Welcome Statement Data Privacy Statement 1/11/2012 29

Proposed Registration Exception Process 1/11/2012 30

Confirmation of ROS Requirements REQ ID Functional Area Sub Area Sub Component Requirement 628571Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: Date ineligible 628575Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: Geographies in which the vendor is ineligible (multiple) 628576Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: Commodities for which vendor is ineligible (multiple) 628600Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: State where vendor's headquarter is located 628601Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: Permanent staffed office in State (yes/no) 628610Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: Insurance Information (multiple occurrences) 628620Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: Geographic Designation (County, State Highway District, Zone, Region, Legislative/Congressional District, other) 628628Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: Manufacturer using recycled products 628675Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: Vendor CCR Number 628677Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: primary location, i.e. Congressional District 628260Procurement Purchasing General Ability to validate the tax status of a vendor with the State Tax Commission (nexus). 628572Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: Date ineligible vendor eligible for reinstatement 628577Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: Registration valid date on 628606Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: Credit card acceptance flag (yes/no) 628612Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: Amount 628619Procurement Purchasing Vendor Registration/Maintenance Ability to support a vendor master record, including: Municipality Code

Forms Submission (W9) How does the State want Vendor W9 Information to be submitted? Attachment upon Submitting Registration Fax / Mail All of the Above What happens to vendor until W9 information is received? Other forms (Paymode, Certifications)? 1/11/2012 32

Administration Tasks ROS/SUS Supplier Maintenance A purchaser can lock suppliers in Materials Management or SAP SRM. When suppliers are locked, it is no longer possible to create documents for them. Suppliers might be locked because they provide poor quality, or because the purchaser has decided to use a different supplier. When suppliers are locked, the purchaser can still view the documents that already exist for this supplier. A purchaser can also change suppliers data. These changes are automatically transferred to supplier self-services. Putting vendors on hold Suppliers can be locked either temporarily or completely because they have supplied goods or services of inferior quality, or because of a poor business relationship. The purchaser can also decide whether suppliers should be authorized to change their own data, and create follow-on documents such as invoices in supplier self-services. Vendor activity reporting Purging / archiving vendors 1/11/2012 33

Vendor Outreach MAGIC Procurement Communication Campaign email State website Snail mail email validation Address validation Bill to Ship to etc Catalogs 1/11/2012 34

Sub Grantee Vendors Sub Grantee Vendors Special Case of Vendor Registration Related to Grant Business Processes (Will Discuss in Grant Workshops) Collect Grant Specific Data Different Review / Approval Path in Agencies Need to Determine Integration Between CRM (for Sub Grantee Processes) and SRM (for Vendor Processes) 632288 Grants Management 632291 Grants Management 632405 Grants Management 632926 Grants Management System provides the ability for security to control entry/change and viewing of individual fields on the sub-grantee registration file. System provides the ability for agencies to approve new subgrantee registrations. System provides ability to support the Federal Funding Accountability and Transparency Act (FFATA), specifically the ability to track and report the Central Contractor Registration (CCR) profile for each federal award System provides the ability to retrieve sub-grantee registration data based on sub-grantee ID during sign on. 1/11/2012 35

Workshop Objectives Conversion of Existing Vendors into SUS Confirmation of Vendor Registration process for New Vendors Confirmation of Vendor Self Edits W9 Collection Certification Status/Verification Identify RICEFW objects related to ROS processes 1/11/2012 36

Workshop Key Decisions Confirmation of Converting Existing Vendors into SUS Confirmation of Vendor Registration process for New Vendors Confirmation of Vendor Self Edits W9 Collection Process Certification Status/Verification Additional data elements to be captured? (questionnaire/customer fields) Initial Vendor Registration Screens Self Edits Screen 1/11/2012 37

Wrap-up Let s verify that we are on the same page Clarify any Strange Jargon Validate Parking Lot Items Record Key Decisions 38

Questions 1/11/2012 39

Plus/Delta + s What worked well today? s What can we improve for future meetings and project activities? 1/11/2012 40

Thank you! 1/11/2012 41

MAGIC Project WORKSHOP MINUTES/ OUTPUT DOCUMENT PROJECT IDENTIFICATION Project Name MAGIC CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other) Implementation Customer Name Customer Number Planned Start/Finish State of Mississippi 600260 SAP Customer Partner Project Sponsor Program Manager SAP Project Director Customer Project Director Partner Project Manager Bill Bevil Becky Thompson GENERAL INFORMATION Workshop Title Workshop Facilitators Process Owner Scribe PRO-06 Registration of Suppliers (ROS) Jon Sanford / Tammy Rankin, Leah Chittom Office of Fiscal Management Jeanna Stafford ATTENDEES Name / Agency Margaret Jordan DFA/OFM/BFC Tammy Rankin DFA/MMRS Jeanna Stafford SAP Carlos Galloway DFA/MMRS Dorothy Preston DFA/MMRS Leah Chittom DFA/MMRS Sharetha Batts DFA/MMRS Lynn Ainsworth ITS Anthony Hardaway ITS Terri Ashley MSPB/PSCRB Faye James MSPB/PSCRB Shauna White DFA/OFM/BFC Diane Langham DFA/OFM Janet Lee MDOT Name / Agency Logan Litchliter DFA/MMRS Brenda Benson DFA/MMRS Jack Ladner STA Terrance Jones DFA/MMRS Marsha Duncan DMG for MDOT Shelley Walker DFA/ MMRS Tina Wilkins ITS Jeanette Crawford ITS Lance Fulcher DFA/OPTFM Milo Crabtree DFA/OPTFM Ross Campbell DFA/OPT Jim Hurst DFA/OFM/BFC Sarah Ridley MDOT Andy Day - MDOT

Meeting began at 1:00 p.m. 11/1/2011 with Tammy Rankin welcoming the attendees and introducing Jon Sanford as the presenter. This session was moved up in the schedule so as to give the business owners an understanding of the Registration of Suppliers (ROS) business process. The originally scheduled meeting PRO-05 vendor mapping will take place on 11/03/2011 SUMMARY OF THE MEETING Systems and Functions required for Vendor management via SRM /SUS processes. Information was presented on the systems/areas where activities will take place by prospects, vendors and internal State of Mississippi personnel. (ROS for Prospects to access Registration form; SRM for, Screening and evaluating questionnaires; SUS (Supplier Self Service) for Supplier to update user data, detailed company information and receive notifications. The process for the conversion of existing vendor master records was defined and explained. Existing vendors meeting the date threshold for activity will be converted into the ECC system. Procurement vendors will then be replicated into SRM for use in procurement activities and then into SUS from SRM for Supplier Self Service activities. REFERENCE DOCUMENTS FOR DETAILS REFER TO THE FOLLOWING BUSINESS PROCESS DESIGN DOCUMENT Currently vendors are maintained in SAAS and WebProcure. Others mentioned they have miscellaneous vendors requirements which SAP will accommodate with the One-Time vendor process, therefore this does not affect conversions. Conversion activities and requirements will be discussed in focused session on Vendor Mapping. Consensus was reached in the conversion approach on the 2 systems that will be utilized for our conversion effort ( SAAS and some vendors from WebProcure that are currently used by the Universities and are not in SAAS.) The new Vendor Registration process was presented. The steps were presented as developed in the standard SRM business processes. The process includes: Vendor Registers by completing the registration information System has the ability to send Mississippi specific surveys/questionaires to get additional screening information to registrants (note this information is not available for use in SRM/SUS unless it is manually entered) Suppliers submit responses State reviews request and approves or rejects for Approved Vendors, a system generated e-mail is sent to the registrant with login/access details (User ID & temporary password) vendor logs into 2

system and creates the Vendor Admin user, completes company information and establishes contact details and assigns security roles for the contact the system then transfers the Vendor to SRM Suppliers are now able to access online RFx opportunities Should vendor be awarded business, they are created as a Vendor in ECC. Vendor is created in ECC could be created in a Blocked Status if all information needed for Finance is not on the Vendor record in SRM. Once all information is validated, blocks can be removed and vendor available for issuing PO. Details for this process will need to be determined in a follow on session. Discussion was extensive associated with the pre-screening process required on limited information entered initially by a Prospect registering to be a supplier for the State of Mississippi. Currently the State does not disallow any vendor from doing business with the state, so they do not see the need for pre-screening vendors. Concerns were stated that the data validated by the State, prior to entering a Vendor into the SAAS system is the existence of a W9 in which the information is validated to the current vendor request form. If they are screening the vendor, what exactly will they be reviewing if the data they currently validate is not available? The ROS (SAP Vendor Registration) process does not provide the ability for vendors to attach documents at time of initial registration. Discussion took place to evaluate how we can enhance ROS so that we could capture the additional information. A break out session is to be scheduled to address this - see action items. Note any additional data captured in ROS will need to be integrated into the SRM/SUS. It was stated that e-mail address was required for communication via SRM activities. The State currently does not maintain e-mail address for most vendors. This will be discussed further in spin-off meeting for Vendor Outreach and data cleansing requirements - see action items. Questions were posed if there would only be a single e-mail address associated with a vendor. There would be a communication e-mail address associated with the Admin user designated by the Vendor for initial contact. Additional business partners can be maintained by the vendor which may have alternate e-mail addresses for different types of communications. A question was also asked if State personnel could register on behalf of vendors. This topic will be discussed in the exception process. Vendor self-edits were discussed at a high level. It was determined that this data would be gathered in the Blueprint sessions focused on Supplier Self Service (SUS). The information that will be required to determine what information the vendors will be allowed to change via SUS and which fields should not be editable i.e. tax id. Some edit may require State approval; some may not. 3

Collection of W9 data from vendors is currently completed via Fax or E- mail. Gathering of this information in these manners will remain along with the addition of the ability of the vendor to attach the document via the SUS portal. Certification Status/Verification details were discussed. It was asked that the attendees gather information on what type certifications, validations, licenses, etc., may need to be captured in the vendor registration or maintenance process. Action item defined for gathering of this data Vendor Outreach and data cleansing activities were touched on. It was determined that a focused meeting would need to be scheduled to discuss this topic in depth. ITS requested to be involved in the meeting, due to their Help Desk would most likely be involved in receiving calls from vendors. RICEFW items for vendor registration process were touched on. Further review of RICEFW requirements will be discovered in focused session to identify field level data for the registration form and defined sessions for additional SRM topics surrounding the ROS and SUS processes. Possible objects may be additional field content utilized in checking for duplicate registration (standard checks e-mail address), adding a confirmation entry for e-mail address (vendor would have to enter the e-mail address twice in initial registration to insure accuracy), and workflow for review of vendor registration data or approval into ECC system. Workflow if sensitive information was updated by the vendor for their record (i.e. Tax id) An exception process is required for vendors who may be unable to register via the web or other circumstances where direct entry of Vendor Master Data is required. The process flow shown to attendees, defined entering the Vendor Data into SRM and replicating into ECC. There is also the availability to enter into ECC and replicate to SRM for procurement use. Data elements for Registration Screens are to be discussed in a focus meeting directed to this topic. Data element for Vendor self edits (SUS) will be discussed in the focused sessions for the SUS business processes. The discussion around the different addresses associated to a single vendor was held. SAP has the capabilities to capture this data in a Partner Function within the vendor master record. It was unclear at the time if the vendor would be adding this information when entering their detailed data in SUS for new vendors. Currently the State captures this data by adding the next consecutive number to an existing vendor number for additional addresses, but there is no definitive way to determine which is an ordering (procurement) address vs. a remit-to address. Further discussion on identifying these will need to be discussed in the Mapping session and/or spin-off data cleansing meeting. The topic of Sub-Grantee Vendors was also initiated to see if the ROS activities could possibly work for the sub-grantees. It was just a talking point in this session and will be covered in depth in an upcoming Grants Management session. 4

DECISIONS ANSWERED Vendor Master Outreach process would be handled centrally by Office of Fiscal Management. They would not have individual agencies reaching out to vendors for information. Only vendors in current systems with activity (payment, purchase orders, contracts) within the past 3 years will be selected for conversion into the SAP systems REFERENCE DOCUMENTS FOR DETAILS REFER TO THE FOLLOWING KEY DECISION DOCUMENT ID ACTION ITEM OWNER DUE DATE Validate if a prospect is rejected do they get notification of rejection. Wayne Liu 11/07/2011 Vendor e-mail is required in vendor records in SRM/SUS. This information is not maintained in current records and may not be available. It was explained that this should be a part of the outreach process to request this data. Will be addressed during Outreach Meeting Deferred Until vendor Outreach Meeting Privacy Statement and Terms of Use verbiage is needed. It should be defined and approved for use in ROS and SUS screens. There are currently some terms defined, but will need to be revised for the new vendor registration and activity screens. Sample Statements will be provided to business owners with the expectation that they can use that as a starting point Spin-off Meeting required to discuss Vendor Outreach requirements data to validate and gather, means of notification, time-line for notification, Attendees would like to see all vendor data requirements to be entered at time of registration. It was decided that an additional session would be required to discuss field level data for the registration form, further discussion on the pre-screening process and possible approval process for moving vendors from SRM to ECC Schedule a follow up meeting Need additional Certification requirements which may be needed in the Other Characteristics area of the Vendor Registration page along with additional minority indicators the procurement users stated were needed. Look into the ability of the Vendor to maintain multiple addresses associated with Ordering Addresses and Remit-to Addresses. Samples to be sent by Actual Statements determined in follow up meeting ROS Jon Sanford / Brenda Benson Jon Sanford / Brenda Benson Deferred Until ROS Meeting 11/08/2011 11/10/2011 11/10/2011 Jon Stanford 11/10/2011 5