SCEIS Notes before Go-Live:

Changes in the SCEIS Materials Management System

In the MM area, you'll find improved processes, and changes requested by current end-users

Several of these changes were requested by Live Users in June. The SCEIS Materials Management team presented these changes at the November 12 Live-User Group meeting.

The changes and enhancements are as follows (click each one to go to its explanation):

Asset Process including Workflow (effective November 3)

Sourcing (effective November 3)

Confirmation for SRM Good Receipt (This process is in Production and can be used in addition to the current process.)

Monitor Shopping Cart (This process is in Production.)

FI Master Data in Shopping Cart (effective November 3)

Single User ID in SRM for Buyers (effective November 3)

Asset Process including Workflow

• Asset identity begins in SRM Shopping Cart (SC)

• Additional Cost Assignment options in Shopping Cart

• Role of Asset Custodian required

Process: In the shopping cart creation process, under the link “cost assignment” new account assignment categories “Asset” and “Unknown Asset” are available for the request of asset purchases.

If the shopping cart user knows the asset number, then he will use the “Asset” account assignment category.

If the shopping cart user knows that the request is for an asset purchase, but does not have the asset number, he will select the “Unknown Asset” account assignment category. The shopping cart workflows to an Asset Custodian who creates the asset master records and then updates the shopping cart with the asset number.

If the shopping cart user is not sure about whether the item is an asset or not, then he uses “Unknown” account assignment category. The shopping cart workflows to FI Approver / Asset Custodian who creates the asset master records and updates the shopping cart with asset number.

This change goes into effect November 3.

Training for this new asset workflow process will be scheduled with the SCEIS FI Team after the November 3, 2008, Go-Live. SCEIS MM will participate in the training exercise, as the new process affects the shopping cart user.

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Sourcing (This is a change that was requested by current end users.)

• One path for all contract or non-contract based purchase orders

Process: All shopping carts will be directed to “Carry Out Sourcing” transaction in SRM to allow the buyer to convert requirements to POs using one streamlined process. The buyer converts the requirements directly to purchase orders or generates a bid invitation and creates a purchase order or a contract after the bids are received from vendors.
For contract-based POs, the new process eliminates the necessity for the buyer to log into the ECC system to look for open requisitions and convert them to purchase orders using transaction ME21N.

NOTE: The funds are not encumbered until the buyer converts the requirement to purchase order.

This change goes into effect November 3.

Training: This new process will be reviewed during the Live User Group meeting scheduled for November 12, 2008.

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Confirmation for SRM [goods receipts in SRM] (This is a change that was requested by current end users.)

• Allows shopping cart to receive goods in SRM.

Process: This added function allows a shopping cart user to receive goods in SRM rather than having to log in to ECC to enter the goods receipt. Note that this function does not replace the function that allows a user to receive goods in ECC. Note also that any imaging needed will have to be done in ECC (for example, packing slips).

This change is already in effect.

Training: This new process will be reviewed during the Live User Group meeting scheduled for November 12, 2008.

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Monitor Shopping Cart

• Allows shopping cart approvers and buyers to run a report on the status of shopping carts

Process: All shopping cart approvers and buyers now have access to transaction “Monitor Shopping Cart” in SRM. This transaction displays and tracks a shopping cart through the entire procurement process, from creation of the shopping cart through approval process, bidding process, PO creation and Goods Receipt.

Because of the new role, your menu page might have changed slightly. (SEE SCREENSHOT BELOW.) If you do not see your transaction when you log in, click on Centralized Purchasing to access Redistribute Workload or click on Sourcing to access Carry Out Sourcing and Process Bid Invitation.

This change is already in effect.

Training: This new process will be reviewed during the Live User Group meeting on November 12, 2008.

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FI Master Data

• For items charged to Cost Center, you no longer need to enter an Internal Order number. You will be required to enter Cost Center, Fund and Functional area.

• For items charged to grants, entry of Internal Order number is optional. Majority of procurement will not require entry of Internal Order number. Only special projects / disasters set up as Internal Orders can post against a grant. (Internal Orders could be a function in the future.) You will be required to enter Cost Center, Fund, Functional Area and Grant.

This change goes into effect November 3.

Training for FI Master Data changes will be scheduled with the SCEIS Finance Team after the November 3, 2008, Go-Live.

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Single UserID in SRM for Buyers

Buyers will have a single UserID in SRM which can be used for creating shopping carts as well as converting those shopping carts into POs from transaction “Carry Out Sourcing.” Buyers no longer have to use two different UserIDs to carry out these activities.

NOTE: Once a PO is created from SRM, the buyer will still have to log in to ECC and update the PO with tax information, etc.

This change goes into effect November 3.

Training: This new process will be reviewed during the Live User Group meeting on November 12, 2008.

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If you encounter any problems using the SCEIS system, please notify the SCEIS Service Desk by email or telephone the SCEIS Service Desk at 803-734-0343.