July 15, 2009
Commitment Management System and SmartMart
Location: Gates 104
Meeting Schedule
- 8:00 - 8:30 am
- Informal networking over refreshments.
- 8:30 - 8:40
- Welcome, Announcements
Elizabeth Lasensky, TIPS Chair - 8:40 - 9:10
- Commitment Management System (CMS)
Cheryl Penn, Procurement Training Specialist - 9:15 - 9:40
- The New Stanford Shopping Experience (SmartMart)
Sandip Darji (for Belinda Vaughan)
Meeting Notes
Everyone went around the room to introduce themselves.
Announcements:
* Susan will be incoming Chair of TIPS
* Lisa Forgatsch will be incoming Co-Chair
* Web Authentication page is going away August 4th
* Nancy Baumann - Tech Training announcements brought handouts
* Nancy Baumann - Between August 17 and Sept 1 - TechieFestival.stanford.edu - sign up!
* Lisa - Anyone who has faculty need fellowship lab to help fill out applications. Incoming fellowships should contact Lisa Forgatsch.
Commitment Management System (CMS)
Patti McCabe, Director RA Training & DevelopmentWhat is CMS?
Big Issue - Internal transfers. Tools like CMS will help you plan better.
CMS replaces DEMS.
Users help design system.
Features - takes information from Oracle feeders and is fed nightly into CMS.
Add Soft commitments and create soft budgets (but you know you may get a budget reduction or increase)...creates custom periods....(e.g., this grant ends but it may extend)
Instead of using your shadow system check out CMS.
The feeds:
- PeopleSoft to Oracle LD & GA to CMS
- PeoplSofte includes GFS to Oracle GA to CMS (nightly)
Seven Reasons:
Adoptions
Doing all this for the PI
FFIT - parallel to CMS - shows snapshot to financial portfolio
Best Adoption Strategy
A full work group adopts CMS together wikth approval from Senior managers.
Managers grant authority to CMS adopters in their workgroup. (via Workgroup Manager)
Users get authority. Everyone works together.
Skipped slide what you should know before you adopt CMS
Whoever has authority to a PTA can go into CMS and make changes...even at the same time someone else is in there. There is an audit trail on who did what.
Tabs:
Accounts: overview
People- salaries, bonuses, etc.
Goods & Svcs - purchasing
Reports - no reportmart3
Alerts - hard commitment changes
Setup - create nicknames for PTA
Can show Soft Budget or Hard Budget (Oracle financials)
Burden rate report available.
On the Goods & Services tab you can review your PO by pressing the Transaction Info icon (i).
You can de-commit an item in CMS.
Anything that is not a commitment in oracle is not a commitment in CMS.
Q. Which part of the feeder system hit this expense?
A. You have to wait for the 285. Feeders come in during month end close.
Rolling this out by school. Contact Patti McCabe about getting the training. Recommends group do this together. H&S, Eng, SoM, ES, Indep Labs, are using.
9:15 - 9:40
The New Stanford Shopping Experience (SmartMart)
Sandip Darji (for Belinda Vaughan)Two part presentation.
- SmartMart
- BPSC - Buying & Paying Support Center
New Shopping Experience - Stanford SmartMart
Why? 2 reasons - shopping experience attractive and convenient and enrich that shopping experience with detailed catalogs, product information and up to date contracted prices.
Searching is a lot better. Search by keywords, categories, supplier, etc.
Benefits -
End users - increased user satisfaction. Find your items, load it in the shopping cart, and check out.
Less need for RPOs.
Central back office benefits -
- buyers spend more time on strategic issues and less time processing orders.
- leverage negotiated agreements, etc.
Right Now, in CWA Suppliers
15 additional suppliers
A total of 30 suppliers at launch
To begin shopping, click on Logo
Hosted Catalog suppliers...Punch-out Suppliers
Search gives you images of the item you want to purchase. Add to Cart. When ready to check out, click Create iProcurement Requisition.
Puts item in iprocurement shopping cart. Go through 3 stages of checkout.
Q. If I was going to buy a new apple computer, will this system reflect the discounts we would get?
A. Yes. When you go to Apple or Dell site, you will see the Stanford prices.
More suppliers
More focused search
Flexible Favorites
Assign Shopping Carts
Order History
Will have "Stanford Favorites" that will forward you to the best prices for common products (paper, etc.)
Launch date is August 5. Current CWA is going away.
Kick off Instructor-led training in Turing. Fingate>Buying and Paying Section > overview of process and all training schedule and locations.
Training is first come first served...sessions will also be webex'd
Recorded on-demand training.
Arguello Open Labs - 9am to noon - set of tutors available to help you learn
Q. I was under the impression that you can order from several vendors at one time. Will they be in different shopping carts?
A. No. They will be in one shopping cart. But system will create different p.o's to vendors. Therefore, they can be parsed out.
Buying and Paying Support Center
11 support specialists available to answer phones, respond to emails, and helpsu tickets.Elizabeth reminded everyone that there is no August meeting and then adjourned the meeting.