Supplier Relationship Management Approver MM_SRM_APP_300
Definition of SRM Supplier Relationship Management (SRM) is an SAP product that facilitates public procurement via a web based platform. Enables end users to procure goods and services via a Shopping Cart environment. Generates savings for the University through use of electronic catalogs and contracts. SRM Approver MM_SRM_APP_300 2
Implementation Planning Phase 1 Campus SRM Implementation Schedule Pilot Groups Online Training August 2011 Pilot Groups Go Live September 1, 2011 CampusOnlineTraining September 2011 Campus Go Live October 1, 2011 Post tgo Live Open lb labs will be available for walk in training i and assistance. it Phase 2 Healthcare Summer 2012 SRM Approver MM_SRM_APP_300 3
Role Terminology Current SAP Term New SRM Term SAP Role SRM Role Requisition Shopping Cart Requisitioner Shopper Approve/Release Approve Approver Approver Receiving Confirming Receiver Confirmer SRM Approver MM_SRM_APP_300 4
Role Combinations SRM Role Combinations Shopper Approver Shopper Confirmer Approver Confirmer For security reasons with Materials Management access, a person can only have 2 of the 3 roles available. SRM Approver MM_SRM_APP_300 5
SRM New Terminology Term Definition POWL Personalized Object Work List, a.k.a. dashboard, serves as the Shopper s home or starting point, contains queries, document history, etc. Attributes End user s personal settings Catalog Contracts Shopping Cart Workflow Also known as punchouts, catalogs are located on external suppliers websites Pre loaded contracted items available to the Shopper in SRM Instead of a Requisition, the tool utilized by Shoppers to purchasegoods and/orservices Process by which documents route to Inboxes within SRM SRM Approver MM_SRM_APP_300 6
Current SAP Purchasing Process Quote Requisition Approval Purchase Order Processing Goods Receipt Invoice Posting Departments usually initiate process with vendor quote and requisition entry. Requisition arrives at Purchasing after approval. Purchasing processes purchase order based on established policies and procedures. Goods Receipts and Invoice Postings complete the 3 way match. SRM Approver MM_SRM_APP_300 7
New SRM Purchasing Process Catalogs/Contracts Requisition Approval Purchase Order Auto sends to Supplier Goods Confirmation Invoice Posting Catalogs and contracts are created and maintained by Purchasing, thus creating the Shopping Cart experience for the end user. If a needed good or service is not available from a catalog or contract, the Shopper may obtain a quote and enter a free text Shopping Cart. Encumbrance E b occurs when Shopping Cart tis approved. SRM Approver MM_SRM_APP_300 8
Shopping Cart Types There are three different types of ShoppingCarts Carts: Catalog orders a.k.a. punchouts are used for the University s highest volume suppliers and originate from external websites. The pricing is based on University contracts. t After approval at the department/unit/college t/ level, l SRMi immediately creates and transmits a purchase order to the supplier. Contract orders The Shopper selects line items from established University contracts within the SRM environment. After approval at the department/unit/college level, SRM immediately creates and transmits a purchase order to the supplier. Free Text orders are used only when items cannot be found in catalogs or contracts. The Shopper obtains a vendor quote and enters line items into the Shopping Cart via free form. All Free Text Shopping Carts should have an electronic scan of the quote attached. After approval, Shopping Carts are forwarded to Purchasing for manual processing based on established policies and procedures. Purchase orders are the purchase method for all cart types. SRM Approver MM_SRM_APP_300 9
Approver Levels Shopping Cart Value Less than $10,000 L1 Approval(s) Required $10,000 or greater L1 &L2 Special additional approvals are required for purchases of vehicles and computer equipment. SRM Approver MM_SRM_APP_300 10
Approvers Table Approvers will continue to receive Outlook emails notifying the need to approve a Shopping Cart. Approvers Table: SRM moves Shopping Carts to the assigned approvers based on a mechanism known as the Approvers Table. Approvers must be listed in the table in order to receive Shopping Carts into their Inboxes. Back up Approvers must also be assigned and listed in the table. Table contains routing information for every unit on campus. Table identifies the level approval required and routes carts accordingly. SRM Approver MM_SRM_APP_300 11
Approver Personal Settings Overview Personal Settings must be confirmed and set up for all roles during the first visit in SRM to ensure successful execution of tasks. Personal Settings relate to the user s personal data and are established at Site Navigation. Default information populates into this area based on data from Human Resources org structure. SRM Approver MM_SRM_APP_300 12
Log On myuk Portal & Approver Tab Launch Pad icons are not used with SRM roles. 2. Navigate to the Approver Tab 1. Login to myuk Portal The Portal screen view is determined by the end user s assigned roles. SRM Approver MM_SRM_APP_300 13
Approver Personal Settings Site Navigation 1. Select Approver tab 2. Click Settings Stti SRM Approver MM_SRM_APP_300 14
Personal Settings Personal Data 4. If changes need to be made to your Personal Data, click Edit and update information Form of Address is required 3. Review Personal Data on both the Position tab and User Account tab 5. Click Save SRM Approver MM_SRM_APP_300 15
Approver Inbox and Tasks 6. Click Inbox to begin the Approval process 7. Click Tasks tab to select a specific Shopping Cart Note: Shopping Carts and their assigned tasks are automatically displayed in a scrolling format under the Tasks tab. SRM Approver MM_SRM_APP_300 16
Approver Filter Settings Filters are used to find specific Shopping Carts. Note: Tab shows or hides Filters as desired 8. Select one or more criteria to locate specific Shopping Carts. 9. Click Apply to conduct search or you may scroll through the list to find a specific Shopping Cart SRM Approver MM_SRM_APP_300 17
Approver Select Shopping Cart Shopping Carts can be approved either directlyfrom the Inbox screen (using the Action buttons at the bottom) or by drilling into the Shopping Cart. 1. Click on the Shopping Cart to display details Note: Approver may Approve, Rj Reject, tforward, or Assign i to Me directly from this area. Assign to Me removes the cart from all other Approvers Inboxes. SRM Approver MM_SRM_APP_300 18
Shopping Cart Display Details Action Buttons 2. Select Details 3. Review components tabs of Details section as needed: Account Assignment, Delivery Address, etc. SRM Approver MM_SRM_APP_300 19
Shopping Cart Display & Possible Actions 5. Select: Approve, Reject, Edit, or Inquire 4. Click Add Comment to leave pertinent internal notes Available actions: Approve: Cart progresses to PO stage Reject: Cart returns to Shopper Edit: Approver makes needed changes and completes order Inquire: Approver requests more information from Shopper SRM Approver MM_SRM_APP_300 20
Approver Process L1 Clicking Approve completes task Once Shopping Carts have been APPROVED: Catalog/Contract Shopping Cart purchase orders transmit directly to the supplier. Free Text tsh Shopping Carts will be forwarded dto Purchasing for applicable processing. SRM Approver MM_SRM_APP_300 21
Shopping Cart Edit Overview If a Shopping Cart needs to be revised, the Approver can either Reject the Shopping Cart (returning it to the Shopper) or make the edits themselves. Edits must be completed prior to Approving. Examples of possible edits: Add or delete line items Change cost assignment Change delivery address Add attachments SRM Approver MM_SRM_APP_300 22
Shopping Cart Edit Cart 1. Click Edit to revise Shopping Cart 2. The following message may appear click OK to continue SRM Approver MM_SRM_APP_300 23
Shopping Cart Edit Cart Note: When in edit mode, fields will turn white allowing for possible editing. 3. If needed click Details to view line item detail data 4. Edit Item Data, Account Assignment, Delivery Location, etc. in the Details section SRM Approver MM_SRM_APP_300 24
Shopping Cart Complete Edit and Approve 6. After editing click Approve SRM Approver MM_SRM_APP_300 25
Approver Process L2 The previous steps are used for any approval level. Shopping Carts totaling $10,000 or greater require an additional (Level 2) Approval. Some Approvers hold both Level 1 and Level 2 roles for their areas, in which case the second level approval can be executed within the same session from their Inbox. SRM Approver MM_SRM_APP_300 26
Approver Process L2 (Continued) 1. After returning to Approver Inbox, click Refresh from dropdown menu 2. The same Shopping Cart will return to the task listing SRM Approver MM_SRM_APP_300 27
Approver Process L2 Approver can drill into Shopping Cart if desired to display or edit Or simply click Approve from the Task screen to complete L2 approval Some Approvers hold Level 2 authority only, in which case they may need to display or edit the Shopping Cart. A Level 2 Approver may also reject a Shopping Cart even though it was approved at Level 1. SRM Approver MM_SRM_APP_300 28
Approver Process Ad Hoc Request The Ad Hoc Request is a special tool for Approvers within the SRM environment for forwarding documents on to other Approvers for review. Ad Hoc not only moves documents from one Approver to another, but it facilitates internal communications between the parties and returns documents back to the original Approver via SRM workflow. A Quick Reference Card (QRC) reflecting the Ad Hoc steps will be developed and published on the IRIS Materials Management website. SRM Approver MM_SRM_APP_300 29
Approver Process Return to Inbox 1. Select Refresh to remove completed item from the Tasks tab 2. Click Log Off to end myuk session IMPORTANT:Do not click the red X in the upper right hand corner of your screen to exit. If you do, you will lose all your work. Click Log Off link instead. SRM Approver MM_SRM_APP_300 30
Fix Query Lock Warning: If a window is closed using the X in the upper right hand corner of the screen, it is possible to become locked out of the system. You may receive this message in your POWL if locked out of the system 2. Click any Active Query of your choice from the POWL to continue working 1. Scroll to bottom of screen and click Fix Query Lock SRM Approver MM_SRM_APP_300 31
SRM Help Web Sites myhelp MM & Purchasing Help web site: http://myhelp.uky.edu/rwd/html/mm.html ContainsQuick Reference Cards (QRCs), updatedandprintable and printable course manuals, Reference Manual, etc. IRIS MM web site: http://www.uky.edu/iris/mm /IRIS/MM SRM Approver MM_SRM_APP_300 32