Procure-to-Pay Day 1

Purpose: Remediation WebEx Listen & Learn session for Procure-to-Pay

Audience: All College Staff

Procure-to-Pay Meeting Information

Gap Analysis (Listen & Learn)

Topic: Procure-to-Pay

Meeting Date/Time: Thursday, May 11, 2017 2:30pm

Meeting Facilitator: Emmett Folk

Meeting Information: Procure-to-Pay WebEx Recording

Meeting Objective

Gap Analysis / Requirements Gathering  The goal of this meeting is to gain a mutual understanding of the identified remediation gap and to document any requirements necessary for the remediation of that gap.  For example, if there is a reporting gap, we would identify what information is needed (specific data elements to include) to bridge that gap and how that information needs to be retrieved (reporting frequency, parameters).

Key Finance Modules Involved

  • Purchasing
  • Accounts Payable

Meeting Notes/Decisions

  1. From College Critical Issues
    1. Procure to Pay Security
      1. Workflow Approval
        1. CCS  Including Delegated Authority in the workflow process
        2. TCC  Recently encountering errors in Purchasing approvals
        3. TCC  Long process for getting approvers setup to be able to approve; getting them the adequate security
    2. Procure to Pay Training
      1. Closing and Re-Opening POs/Reqs/Vouchers
        1. What’s happening when a closing action is performed
        2. How the Accounting Date affects what happens
        3. Applicability to Year-End
        4. Include both Manual and Batch closing processes
      2. Requisition entry done by larger campus community
        1. TCC looking to roll that business process out
  2. From Open Remediation Tickets
    1. PO  General Tickets
      1. Enable Printing of Purchasing Documents
        1. Follow up needed from CCS
        2. No gap for TCC
    2. PO  Requisition Tickets
      1. Create Requisitions
        1. Requester/Buyer Authorizations
          1. What they do
          2. How they can affect Workflow approval
          3. How they are setup
        2. No gap for TCC
      2. Closing and Re-Opening Requisitions
        1. Closing and Re-Opening POs/Reqs/Vouchers
          1. What’s happening when a closing action is performed
          2. How the Accounting Date affects what happens
          3. Applicability to Year-End
          4. Include both Manual and Batch closing processes
            1. Note when the Batch process may not be able to close something
          5. How closing affects KK
    3. PO  Purchase Order Tickets
      1. Amount-Only Purchase Orders
        1. Rolling POs at Year End
          1. How do you roll POs
          2. What is produced when a PO is rolled
      2. Track Purchase Order Amendments
        1. Audit trail to see when/why a PO Change Order was made
        2. How to see that change history
    4. PO  Commitment Control Tickets
      1. Purchase Order Year-End Processing
        1. Rolling POs at Year End
        2. Closing POs and the effect on KK
    5. AP  General Tickets
      1. Support Communication with Bank (ACH/Positive Pay)
        1. Follow up needed from CCS
        2. No gaps for TCC
    6. AP  Voucher Tickets
      1. Create and Schedule Payments
        1. Follow up needed from CCS
        2. No gaps for TCC
    7. AP  Commitment Control Tickets
      1. Support Budget Checking
        1. Follow up needed from CCS
        2. Issues usually with Grants and cost collection
        3. Voucher build issue for TCC
          1. Emmett to follow up with ERP Support
    8. AP  Payment Processing Tickets
      1. Modify Tax Rates on Vouchers/Payments
        1. Follow up needed from CCS
          1. Issues with entering new tax rates after recent rate change  also involves remote locations with different tax rates
        2. No gap for TCC
      2. Maintain Payment Formats (Check/Advice)
        1. Follow up needed from CCS
        2. TCC  Have had issues where a Vendor wants an alternate name to also appear on the check; can an additional line be added in the header of the check for an alternate vendor name
      3. Pay Cycle Processing
        1. Follow up needed from CCS
        2. No gap for TCC
      4. Overpayment Refund Processing
        1. Currently there is no integration point between AP and AR for overpayments to Suppliers
Topic Assigned To Action / Follow Up Item Description
All Procure-to-Pay Items Lisa Hjaltalin / Nan Spear
CCS Purchasing
CCS Accounts Payable
Lisa and/or Nan to meet with CCS Purchasing and Accounts Payable staff to collect gap details for the items identified in the agenda.  Gap details due to Emmett no later than end of day Wednesday, May 17th.
All Procure-to-Pay Items Nerm Edwards / Kirby Bedonie Review items marked as “No gap for TCC” and provide any updates needed.  Updates (if applicable) due to Emmett no later than end of day Wednesday, May 17th.

Parking Lot Items

N/A

N/A

Topics and Associated Remediation Tickets

Procure-to-Pay Process

Ticket # Requirement ID Requirement Description Assoc. Topic
19492 PO16 – General “Enable printing of all purchasing documentation.” PO General Tickets
19548 PO24 – Requisitions “Create and maintain requisitions based on standard document formats and requirements based on user-defined criteria (e.g., copying requisitions; uploading data from MS Excel file).  Includes ability to both assign project ID numbers and also identify and process requisitions that do not need project ID's.” PO Requisition Tickets
19529 PO30 – Requisitions “Reconcile requisitions.” PO Requisition Tickets
19556 PO31 – Requisitions “Reverse requisition reconciliation.” PO Requisition Tickets
19508 PO44 – Purchase Orders “Ability to electronically capture and track all changes/amendments to PO's to reflect original PO and all amendments based on business rules” PO Purchase Order Tickets
19467 PO47 – Purchase Orders “Ability to support open orders (e.g., for bookstore and print shop purchases) based on user-business rules (e.g., limits by department, by user).” PO Purchase Order Tickets
19505 PO71 – Commitment Control “Perform budget period-end processing for outstanding (i.e., unrelieved) requisitions,  purchase orders and multi-year commitments” PO Commitment Control Tickets
19381 AP6 – General “Establish and maintain all forms of transaction exchange required for transaction processing (e.g., EFT, positive pay) among the System, its Affiliates, and their banks.” AP General Tickets
19446 AP17 – Vouchers “Schedule and create voucher payments automatically, in batch, and individually on an ad hoc basis (e.g., process payment for quarterly benefits provider payment from payroll, based on due date).” AP Voucher Tickets
19389 AP29 – Payment Processing “Support payment processing for tax-levy and non-tax-levy transactions based on user-defined criteria (e.g., modify/ override of default tax rates based on user authorization).” AP Payment Processing Tickets
19454 AP30 – Payment Processing “Create and maintain as many payment forms and templates, including remittance detail, as required to meet institutional needs and local needs of individual  colleges.” AP Payment Processing Tickets
19368 AP32 – Payment Processing “Define and maintain check generation processing requirements, such printing requirements for MICR fonts, logos, and signatures.” AP Payment Processing Tickets
19371 AP34 – Payment Processing “Define and maintain pay cycles for vendor payments and associate pay cycles to vendors, vendor groups, contracts, or other criteria.” AP Payment Processing Tickets
19401 AP36 – Payment Processing “Enable pre-payment and payment processing based on payment cycles and on a one-off basis according to override and approval processes.” AP Payment Processing Tickets
19406 AP45 – Payment Processing “Support the creation and management of credit and debit memos.” AP Payment Processing Tickets
19382 AP46 – Payment Processing “Integrate seamlessly with receivables processes to collect funds from vendors and recover overpayments.” AP Payment Processing Tickets
19402 AP47 – Payment Processing “Support refunds for tax-levy (i.e., appropriations) funds in the case of duplicate payment to vendors.” AP Payment Processing Tickets
19431 AP50 – Commitment Control “Conform to funds check rules for transaction processing, enforcement of violations, and overrides.” AP Commitment Control Tickets

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