Source2Pay BPI Process Review Schedule
Procurement Services identified 28 processes that comprise source-to-pay and each one was evaluated by the Business Process Improvement (BPI) team. Click through the links below to see the status, description, and supporting documentation for each process.
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1. New Vendor Setup and Profile Management
Status: Complete
Description: This process establishes a vendor of record for payment and order
processing, and begins when a campus unit identifies a need to acquire
goods or services from a vendor that does not exist in Banner, currently
the system of record.
Documents: Executive Summary | Process Report | Process Map | Current State Presentation | Future State Presentation
2. Research Purchase Options
Status: Complete
Description: How a campus department identifies a need for supply or service,
identifies a vendor, or determines a competitive solicitation is needed.
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
3. Create a Purchase Requisition
3.0 - Create a Purchase Requisition
Status: Complete
Description: The requisition process begins when the campus department identifies a
need and ends with the transmission of the approved requisition.
Documents: Process Report | Process Map (Collapsed) | Process Map (Expanded) | Current State Presentation | Future State Presentation
3.a - Create a Purchase Requisition
Status: Complete
Description: When a need is identified in a campus department for a good or service
that is needed only one time, a requisition is created to communicate
that need to the Purchasing Office. Currently there are two different
ways for a campus department to create a requisition, the iBuy
procurement system and the banner requisition forms.
Documents: Process Report | Process Map
4. Requisition Review & Assignment
Status: Complete
Description: This team will review the steps that occur between Purchasing's receipt
of an approved purchase requisition, including review for completeness
of the requisition, through the determination to which purchase method
should be utilized.
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
5. Purchase Methods Not Requiring a Solicitation
Status: Complete
Description: This team will review the steps of purchases that do not require a competitive solicitation.
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
6. Purchase Methods Requiring a Solicitation
Status: Complete
Description: This team will review the steps for creating, publishing, evaluating,
and awarding requests for proposals (RFPs) and invitations for bids
(IFPs).
Documents: Process Report | Process Map | Process Map (Sub-RFP) | Current State Presentation | Future State Presentation
7. Purchase Order Processing
Status: Complete
Description: This team will review the steps required to create and route and approved/completed purchase order to a vendor.
Documents: Process Report | Process Map (Collapsed) | Process Map (Sub-processing) | Current State Presentation | Future State Presentation
8. Contract Processing
8.0 - Contract Processing
Status: Complete
Description: This team will review the steps to form a two-party contract between a
vendor and the University. We will be discussing contract routing (via
iCS & CARFs), the review/negotiation process, contract approvals,
and contract filings.
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
8.a - Contract Processing Non-Procurement
Status: Complete
Description: Non-procurement contracts types include Revenue Generating, No Funds,
Lease/Licenses, Capital, Research, and Human Resources. These contract
types were reviewed in another process to capture each high-level
process, identify issues as they relate to the iCS applications, and
determine the requirements for a new application.
Documents: Process Report | Process Map
9. Purchase Card (PCard) and Travel Card (TCard) Purchase
Status: Complete
Description:
This
team will review when a P-Card or (T-Card) can/cannot be used, the
exception process for using a card in specific circumstance, and the
reconciliation process after a purchase is made.
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
10. Post Execution Contract Management
Status: Complete
Description: This team will review the post-execution contract management, discuss
compliance with the contract, vendor performance, and reporting and
periodic reviews throughout the contract term up-to and including
expiration/termination.
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
11. Receiving Products and Services
Status: Complete
Description:
This team will review the receiving process
at the University and will be discussing receiving thresholds, receipt
requirements, and asset tagging processes.
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
12. Payment Processing - Purchase Order Invoices
Status: Complete
Description: When the University receives an invoice for payment of goods or services
from and external vendor, University Payables (UPay) reviews the
invoice to ensure that it matches the Purchase Order that was sent to
the external vendor.
Documents: Executive Summary | Process Report | Process Map | Current State Presentation | Future State Presentation
13. Payment Processing - Non-Employee & Non-PO Transactions
Status: Complete
Description: This team will review the steps to process to non-employees, not tied to
a purchase order (e.g., Banner direct pay transactions, temporary
vendor payments, TEM reimbursements to non-employees).
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
14. Payment Processing - Employee Travel Expense Management (TEM) Reimbursements
Status: Complete
Description: This team will review the processing of TEM reimbursements to University
employees, travel reimbursements, miscellaneous reimbursements, cash
advances (for travel and human subject payments), and petty cash
disbursements and discuss the exception process related to these types
of payments.
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
15. Payment Processing - Invoice Feeders
Status: Complete
Description: This process provides an easy way to process mass amounts of payment
transactions for departments that have a specialized system or
condition. The purpose is to leverage existing data to help facilitate a
large number of payment transactions or specialized conditions from a
campus unit to be uploaded into the Enterprise Resource Planning (ERP)
system of record, currently Banner.
Documents:Process Report | Process Map | Current State Presentation | Future State Presentation
16. Payment Scheduling
Status: Complete
Description:
This team will review how University
Payables schedules all types of approved payment transactions, including
special payment requests, and discuss payment terms associated with
vendor profiles listed on purchase orders (for purchase payments).
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
17. Payment Method
Status: Complete
Description: This team will review the steps University Payables uses to determine a
payment type of an approved payment and resolution of payment issues.
The team will discuss check, Automated Check Clearing house (ACH),
Single Use Account (SUA), Wire Transfer, and University P-Card
payments.
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
18. Purchasing/Payables Documentation Storage
Status: Complete
Description: This team will review the documentation storage needs of Purchasing and
Payables. From the purchasing perspective, the team will discuss the
documentation storage needs for POs, solicitations, change orders, etc.
From the payables perspective, the team will discuss the documentation
storage needs for invoice, reimbursement receipts, P/T card receipts,
etc.
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
19. Data Analytics and Metrics
Status: Complete
Description: This team will review the data analytics and metric gathering process
and will be discussing how spend analysis is conducted and how various
reporting requirements are met.
Documents: Process Report | Process Map | Future State Presentation
20. Customer Service
Status: Complete
Description:
This team will review customer service
provided by Purchasing and Payables. This discussion will include the
review of how customer service requests are initiated, assigned,
resolved, and closed.
Documents: Process Report | Process Map | Process Map (Expand) | Current State Presentation | Future State Presentation
21. Code, Rule & Policy Updates
Status: TBA
Description: TBA
22. Travel Requests, Approval, Booking and Modifications
Status: Complete
Description:
This team will review training provided by
Purchasing and Payables and will include how training topics are
identified, created, provided to customers, and reviewed for
usefulness.
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
23. Training
Status: TBA
Description: TBA
24. Purchasing/Payables System Security & Authority
Status: Complete
Description: This team will review system security and authority provided by Purchasing and Payables, which will include the levels and types of security/authority that are available and how they are assigned to individual users.
Documents: Process Report 24.0 | Process Report 24.1 | Process Map 24.0 | Process Map 24.1 | Current State Presentation | Future State Presentation
25. Special Payment Request
Status: Complete
Description: Steps to process the Special Payment Request by Payables.
Documents: Process Report | Process Map
26. Change Order Processing
Status: Complete
Description: This team will review the steps that occur between Purchasing's receipt of a change order request, through the completion of a PO change order and contract amendment (if applicable).
Documents: Process Report | Process Map | Current State Presentation | Future State Presentation
27. Check Reconciliation/Credit Card Reconciliation
Status: Complete
Description: Steps to process the check reconciliation and credit card reconciliation by Payables.
Documents: Process Report 27.0 | Process Report 27.1
28. Payment Action Request
Status: Complete
Description: Steps to process the Payment Action Request by Payables.
Documents:Process Report | Process Map | Process Map (Collapsed)
Last updated: March 6, 2019