Purchase Requisition Approvals / Workflow
Purchase RequisitionApprovals / WorkflowLOG-MM-008LOG-MM-008Oct 7, 2008LaGovVersion 3.2Updated: 10/07/2008
Agenda Logistics, Ground Rules & IntroductionWorkshop ObjectivesProject Overview/TimelineBusiness Process Review–––––SAP terms glossaryProcess improvement opportunitiesSAP concepts & functionalityLeading practicesEnterprise readiness challenges Action Items QuestionsFriday, November 07, 20082
Today’s Workshop Objectives As Is Requisition Workflow and Approval ProcessOverview– Review Current Approval Process for CommodityRequests– Review Current Approval Process for ProfessionalService Requests– Review Current Approval Process for Asset Requests As Is Types of Requisition Approvals As Is Threshold OverviewFriday, November 07, 20083
Today’s Workshop Objectives Review of SAP Glossary Overview of SAP Requisition Workflow ApprovalProcess Review of SAP Concepts SRM Workflow Approval Screenshots Capture To-Be Approval Process For Procurement(Commodity/Service) Requisitions Next Steps – Action Items QuestionsFriday, November 07, 20084
LaGovLaGov BlueprintBlueprintScheduleSchedule TentativeTentativeFriday, November 07, 20085
As-IsAs-Is OverviewOverviewFriday, November 07, 20086
As-Is Requisition Approval Workflow As-Is Approvals Summary As-Is AGPS Types of Requisition Approvals As-Is AGPS Types of Requisition Thresholds As-Is Requisition Thresholds Examples As-Is AGPS Delegation of Authorities– Commodity– Agency– Global State Purchasing Review of Purchases
As-Is Requisition Approval Workflow(continued) As-Is High-level AGPS Requisition Approval Process AGPS Screen Captures– Sequence of Approvals– Installation Approval– Approval List by Primary Approver– Pending Approver Worklist – Items to Approve– Approval Summary– Approval Detail and History– Disapproval Reasons As-Is AGPS Requisition Overall Approval Totals
As-Is Requisition Approval Workflow(continued) As-Is AGPS Commodity Approval Totals by Agency Service Requisition Approvals by Agency As-Is DOTD Requisition Workflow OSP Requisition Workflow Approvals
As-Is AGPS and CFMS Requisition Workflow andApprovals Summary Requisition workflow for service contracts occurs outside of CFMS Requisition workflow for commodities occurs in AGPS Upon creation of a requisition, workflow (approval) routing is built but notsubmitted through workflow routing until the user changes the requisitionstatus to a 145 (Initiate Approvals) A denial reason code is required upon disapproving a requisition (81 Incorrect Document Type, 83 – Incorrect Account Coding, etc.) Multiple levels of approvals can exist (groups of approvals) For each requisition, the approval history can be seen through multiplescreens (PAPV – User Approval Detail, HDET – History Detail, BAPV –Installation Approval Table, etc.)
As-Is AGPS Requisition Workflow andApprovals Summary Changes to a Requisition must go through the same workflow as acreation of a new requisition Cancellation of a Requisition does not require workflow approvals If an Agency lowers the status code, disapproves, or cancelsinstallation approvals, pending approvals will be cancelledautomatically AGPS does not generate email notifications (Approver must checkin system to see if any approvals are waiting) Mass updates can be performed for the primary user (used duringre-organization or staff changes)
As-Is AGPS Requisition Workflow andApprovals Summary (cont’d) In AGPS Agencies can identify alternate approvers for eachapproval type (AA – Agency Approval, OB – Object Code Approval,etc.) Once the Agency has created their approval routing, the routing isautomatically activated each day by OIS AGPS does not have escalation workflow based on time
As-Is AGPS Types of Requisition Approvals* Approval Types in Yellow are ActiveGroups of ApprovalsApprovalTypeApproval DescriptionCommodityAAAgency Approval(Authorizes item to be purchased)CACommodity Approval(Authorizes a non-contract item to be purchased)KCContract Commodity Approval(Authorizes a contract item to be purchased)ORContract Override Approval(Authorizes contract items on an Open MarketRequisition (OMR) to be purchased)ATAgency/Commodity Approval(Authorizes item to be purchased above a certain dollarthreshold)COCommodity CRO Dollar Limit Approval(Authorizes contract item to be purchased above acertain dollar threshold)CTCommodity Threshold Approval(Authorizes item to be purchased above a certain dollarthreshold)Commodity - ContractCommodity Threshold
As-Is AGPS Types of Requisition Approvals(cont’d)* Approval Types in Yellow are ActiveGroups of ApprovalsApprovalTypeApproval DescriptionFinanceFNFinancial(Authorizes equipment to be purchased using LEAFFunding or a third party for financing)OBObject Code Approval(Authorizes object code being used to pre-encumberfunds)DACommodity/Agency DPA Dollar Limit Approval(Authorizes a cumulative purchase for an item to bepurchased for a DPA)DTDocument Threshold Approval(Authorizes requisition above a certain dollar thresholdby requisitioning agency)RTRequisition Agency Threshold Approval(Authorizes requisition above a certain dollar thresholdby requisitioning agency)WIWhim Approvals(see following slide)ThresholdSpecial Levels(Requisition or Purchasing Agency)
As-Is AGPS Types of Requisition Approvals(cont’d) WHIM Approval (Ad-Hoc) – Buyers can manually create approvals fora requisition when the requisition is built for their approval by mistakeExample Process:a. User incorrectly assigns commodity code to a requisition thatis greater than the agency’s approval level.b. Requisition is sent to incorrect buyer at OSPc. Buyer can manually create an approval record (WHIM) that willdirect the requisition to the correct buyer/approverd. After creating the record, the original buyer approves theorder, with the note “Approved for forwarding purposes only.”e. The order is then “waiting” for the manually built approval.
As-Is AGPS Types of Requisition Thresholds State Purchasing routing supplements Agency routing depending on thecommodities and threshold limits (delegated authority) Threshold limits are determined by State Purchasing and the RequisitioningAgency Types of threshold (limit by dollar amount) approvals in AGPS– Commodity– Requisitions
As-Is Requisition Thresholds ExamplesCommodity ThresholdsRequisition ThresholdsAgencyNumberDelegated PurchaseAuthorityLimitCommodityLimitFreight 500DOC400PUR 25000 0Software Systems:Application, Maintenance 100,000DHH305PUR 20000 0Communication: Networking,linking etc 100,000DOI165DOI 5000 500Database:Management Software, tools 100,000DPS418121 25000 500 100,000DEQ855D03 10000 0Professional:Hospital / Pharm,Acy,Legal 100,000 0Accounting / Financial:BookkeepingReal Estate PropertyManagement 100,000AgencyDSS357PUR 10000* Values are from AGPS AGCY & COMMScreens
As-Is AGPS Types of Requisition Thresholds ncyApprovalAmount0CROApprovalAmt0DPAApprovalAmt 500.00DPAIndicator00 100,000.00C208-10-00000000 100,000.00C208-27-00000000 100,000.00C208-30-00000000 100,000.00C00 100,000.00Designates the approvalcategory for which an approvalmay be built for this commodity Establishes a dollar thresholdfor purchase of a commodity Indicates dollar limit at which aCRO approval will be generated Indicates dollar limit at which aDPA approval will be generated Indicates which type(s) of DPAapproval will build. Validentries are ’A’, ’C’, & ’N’C208-00-000000208-37-000000 CA - Use agency DPA limitsC - Use commodity DPA limitsN - No DPA limits
As-Is AGPS Types of Requisition ThresholdsRequisitioning AgencyAgency Number100502100521Delegated AuthorityLimit 1,000.00Purchase LimitAgency 1,000.00 500.00 500.00100PUR 1,000.00 1,000.00103PUR 1,000.00 1,000.00105PUR 500.00 500.00107001 999,999,999.99 0.00107007 1,000.00 1,000.00107030 500.00 500.00 Delegated Authority - If greater thanzero, will override global delegationof purchase authority dollar limit. Purchase Limit - Used to indicatethe dollar threshold of this agencyfor processing of requisitions ororders.
As-Is Global Thresholds Global Delegated Purchasing Limit Global dollar limit for delegation ofpurchase authority to other than acentral purchasing agency. Overridden if Agency Delegation ofAuthority is specified. Contract Override Edit– Y indicates that user canbypass contract if the OpenMarket Release (OMR)Requisition is electronicallyapproved by State Purchasing.– N indicates that the statecontract must be used.
High-level AGPS RequisitionApproval ProcessHigh-level AGPS Requisition Approval ProcessProcurement OfficerPurchaseneededAdd Requisition intoSystem withappropriateinformationAGPS automaticallycreates approvalsand places them in ahold tableChanges status to145 (InitiateApprovals)ApprovalsPending?NoEndYesSystem Approvalbuilds on PAPV andrequisition statusreturns at 146(Approvals Waiting)ApproverStatus returns at149 (ApprovalComplete) anduser completesRequisitionProcessChecks PAPI todetermine if anyapprovals are waitingApprovalsWaiting?NoEndProcurement Officercan view who shouldapprove requisition onPAPVYesReview documentrequiring approval(items being procured,cost, budget, and/oraccountinginformation)A
High-level AGPS Requisition ApprovalProcess ContinuedHigh-level AGPS Requisition Approval ProcessAApproveDocument?NoChange system statusto “Disapproved”.Enter disapproval codeand reason.Status goes to a 147(Disapproved). If reason fordisapproval is corrected, theapprover can change thedisapproval to approved or theuser can re-submit therequisition for approvals througha change in status.AdditionalApprovalsrequired?Status goes to a 149(Approvals Complete) and theRequisition process cancontinue.ApproverYesChange system statusto “Approved”YesIf a second approvalis required statusgoes from a N (NotApplicable) to a W(Approvals Waiting).Approval Processbegins again ifadditional approvalsare required.NoEnd
As-Is AGPS Screen CapturesSequence of Approvals
As-Is AGPS Screen CapturesInstallation Approval
As-Is AGPS Screen CapturesApprovals by Primary Approver
As-Is AGPS Screen CapturesPending Approver Worklist – Items to approve
As-Is AGPS Screen CapturesApproval Summary
As-Is AGPS Screen CapturesDisapproval Reasons
As-Is AGPS Requisition Overall Approval 01,0000AA – AgencyRT – Req Agency ThresholdOB – Object CodeAT – Agency Commodity2,023FN – Finance156211845949CA – CommodityKC – Commodity/ContractAARTOBATFNCATotal Number of AGPS Requisitions: 12,191KC
As-Is AGPS DHH Commodity Approval TotalsRequisitions for 2008Total: 1,583Purchase Orders for 2008Total: 36,565ApprovalTypePer Approval TypeApproval TypePer Approval A4KC40DA102NoteNot all Requisitions / PO have approvals
As-Is AGPS DOI Commodity Approval TotalsRequisitions for 2008Total: 4Purchase Orders for 2008Total: 24ApprovalTypePer Approval TypeApproval TypePer Approval TypeN/A0AA14
As-Is AGPS DSS Commodity Approval TotalsRequisitions for 2008Total: 1,221Purchase Orders for 2008Total: 15,053ApprovalTypePer Approval TypeApproval TypePer Approval TypeAA1064AA12571OB10DT673FN1OB249FN14KC7DA46
As-Is AGPS DPS Commodity Approval TotalsRequisitions for 2008Total: 4,652Purchase Orders for 2008Total: 1041ApprovalTypePer Approval TypeApproval TypePer Approval TypeAA4219AA120RT1852RT1FN8AT7CA7KC1DA2
As-Is AGPS DEQ Commodity Approval TotalsRequisitions for 2008Total: 85Purchase Orders for 2008Total: 385ApprovalTypePer Approval TypeApproval TypePer Approval TypeN/A0AA22AT1CA2KC6DA1
As-Is Requisition Approvals in AGPSAgencyApprovalFriday, November 07, 2008RequisitionThresholdApprovalObject alCommodityApprovalCommodityApprovalContracts35
As-Is DOA-Facility Planning Service RequisitionApprovalSelectionBoardBudgetDirector orAssistantDirectorCommissionerFriday, November 07, 200836
As-Is for DHH Service Requisition ApprovalsBudgetFriday, November 07, 2008AssistantSecretaryAgencyContractCoordinator37
As-Is for DOI Service Requisition eDeputyChiefCommissionerDeputy
As-Is for DSS Service Requisition ApprovalsAssistantDirectorFriday, November 07, 2008BudgetAuditContractReview39
As-Is for DOC Service Requisition ApprovalsAdmin.DirectorFriday, November 07, 2008WardenChief ofOperationsUnderSecretaryBudget40
As-Is for DEQ Service Requisition ApprovalsProjectManagerFriday, November 07, 2008AssistantSecretaryBudgetUndersecretary41
Purchasing SectionWorkflow/ApprovalTriggerDistrict / Section Requisitioner (Dist./Sect.)DOTD As-Is Commodities PurchasingRequisition Process
DOTD Commodities Requisition Approval Workflow District / Section Requisitioner (D/SR) prints andcompletes appropriate Input Form Delegated Authority for D/S approves Input Form D/SR enters PR in PIMS– If PR is a Confirmation, D/SR also enters PO information Requisitions completed in PIMS are printed by overnightrun for Purchasing Section Purchasing Section reviews all requisitions If D/SR will issue PO, no action is required if there are no errors If Purchasing Section will issue PO, they begin the solicitationprocess
As-Is DOTD RequisitionWorkflow/ApprovalsPIMS System
FHWAApproverConsulting Contract Services nagerDOTD As-Is Requisition forProfessional Services
DOTD Professional ServicesRequisition Approval Workflow Request letter from Project Manager (PM) sent to ConsultantContract Services (CCS) Signed by PM Approved by Division Head Includes request for competitive or non-competitive CCS reviews request If noncompetitive, letter is sent to DOTD Secretary forapproval Request for advertisement is prepared by CCS
DOTD Professional Services RequisitionApproval Workflow Continued Request for advertisement is sent to PM. PM approves byemail. Request for advertisement is sent to both FHWA and DOTDApprover FHWA transmission letter is stamped by FHWA Official forapproval DOTD Approver transmission letter is signed by Approveror designee When all required approvals are received, CCS proceeds toadvertisement
OSP Requisition Workflow Approvals Financed PurchaseRequisition is entered as an EQP type, which buildssystem approval to the Finance Manager at OSP.After system approval, agency submits financepaperwork to OSP if ordering from contract or submitsrequisition to OSP for bidding. If 50,000, OSP sendsto State Budget Office for approval. Construction RepairFacility Planning & Control approval is required onCapital Outlay projects. If not already approved, OSPbuyer advises agency; agency obtains approval andforwards to OSP.
OSP Requisition Workflow Approvals Proprietary or Sole Source Purchase (DA)– If within agency’s DPA, statutes require approval by headof agency.– If over agency’s DPA, statutes require approval by Directorof State Purchasing. OSP’s internal delegation policy mayallow approval by Assistant Director or Manager,depending on the amount. RFP Process– Request to use RFP process is reviewed by OSP buyer,routed through Manager, Assistant Director, and approvedby Director, then forwarded to Com of Admin for approval
OSP Requisition Workflow Approvals IT Purchase - Hardware, Hardware Maintenance, Software,Software Maintenance– If 100,000, requires approval of IT-10 by DOA/OIT– If 100,000, requires review by Procurement SupportTeam.– If 100,000, purchases not from state contract requirebidding by OSP Renewal Process– Upon receipt of agency’s request for renewal of a termcontract handled by OSP, buyer evaluates and may makerecommendation to approval. Final app may be by Buyer,Manager, AD, or Dir, depending on the amount and OSP’sinternal delegation policy.
SAPSAP ConceptsConceptsFriday, November 07, 200851
SAP Glossary Attribute – A property or value that describes and defines an object or an entity in detail(blonde hair, blue eyes, 5’2” tall, 120 lbs are all attributes of a human) Client – A grouping or combination of legal, organizational, business and/oradministrative units with a common purpose; a self-contained unit in an SAP systemwith separate master records and its own set of tables (“The State of Louisiana”) Company Code – This level represents an independent accounting unit within a client.Each company code has its own balance sheet and its own profit and loss statement.Example : a subsidiary company, member of a corporate group (“The State”) ECC – Enterprise Central Component (the core SAP system where financials and mostlogistics transactions are processed Matchcode – A search technique which enables a user to locate a particular databaserecord (such as an account number or material master record) by entering informationcontained in the record (Key word Search) Reconciliation Account – A G/L account to which transactions in the subsidiaryledgers (such as in the customer, vendor, or assets areas) are updated automatically Dunning – A reminder or warning letter used to remind vendors to deliver the materialfrom the purchase orders.Friday, November 07, 200852
SAP Glossary (continued) Minority indicator – A business that is owned and controlled by one or more sociallyand economically disadvantaged persons Tolerance Group – It is a percentage or a value that is the limit to which an event candeviate Partner Functions – A term, such as "sold-to party" or "payer", that describes a personor organization with whom you do business Invoice verification – A term that describes the entering and checking of incoming(vendor) invoices Account Groups – An object that attributes that determine the creation of masterrecords Flagging for deletion – A label that identifies a data record to be deleted from thedatabase AVL (Approved Vendor List) – Object in SAP for source determination which identifiesvendors approved to supply specific commodities and services. Purchasing Organization – An organizational unit in Logistics, subdividing anenterprise according to the requirements of PurchasingFriday, November 07, 200853
SAP Glossary (continued) Supplier Self Service (SUS) – The SAP web based application which enablesvendors to self register with the state, view purchase orders, respond to purchaseorders, enter confirmations, enter invoices and view the status of supplied servicesand/or commodities Supplier Relationship Management (SRM) – The SAP application which enables theprocurement process via an web enabled user interface Supplier Screening – The list of suppliers that have registered to supply items awaitinganalysis and approval. They are not seen in the procurement processes until they areapproved by the buyer Supplier – The listing of suppliers that have been accepted as qualified sources ofsupply for goods and services in SAP SRM Shopping cart – The object in the SRM application leveraged for the requisition data.This document is what is created by the requisitioner in the application to createrequests for procurement. Buy on Behalf Of (BOBO) – SAP term describing the entry of a shopping cart onbehalf of another user. This is performed by the secretary in the SRM system. Confirmations – The goods receipt function in SRM Workflow – The SAP functionality for online distribution of electronic documents forapproval/review.Friday, November 07, 200854
SAP Glossary (continued) Spending Limit – The total dollar amount of a request that an end user can create inthe SRM system which would not require an approval/review. Approval Limit – The total dollar amount of a request that an end user approver hasauthorization to approve/review a request in SRM. Substitution – The ability in SRM to create a temporary substitute for an approver userwith another system approver user. This is to facilit
Version 3.2 . Updated: 10/07/2008 . Purchase Requisition Approvals / Workflow . LOG-MM-008 Oct 7, 2008 Purchase Requisition . Approvals / Workflow. Approvals / Workflow
Form Header. Requisition Header 1. You can leave the Requisition field blank or enter “Next” in the requisition box. 2. Select Go. Note: Do not put a number in this box unless you have previously started and not finished a purchase requisition. In that case, enter the exact requisition number (ie R0001234) and select Go to access the .
SAP USER MANUAL 1. Purchase requisition 2. Reservation from Store 1. Purchase Requisition Work Instruction Create General Procurement Requisition for departments Purpose A purchase requisition is an internal do
Business Objective: An order is first entered into the Lawson Requisition Center as a Purchase Requisition. A Purchase Order will then be created through Lawson Process Flow to be sent to the vendor. The Services requisition is the most commonly used form for placing a purchase order for se
SAP MM: Purchase Requisition with Classification and Workflow Approval Author: Harish Kumar Parthasarathy Subject: The Document details the customizing settings required for purchase requisition release strategy set up and the workflow settings necessary to automate the approval process. The document also illustrates a one step header level .
Requisitions and Purchase Orders The Procure-to-Pay process begins when a Requester creates a requisition. Requisitions are the records of requests for items. When the Requisition has been approved and successfully budget checked, the requisition is sourced, a purchase order is gen
PR # PR # Purchase Order PO # Calculate Tax PO # Receiving PO # and Tax rate Invoicing 1 Create individual scripts for each process step with export /import parameters Purchase Requisition Output Parameter Purchase Requisition Number (PR# ) Approve Purchase Requisition Import Parameter Purchase Requisitio
Figure 4: Create a Workflow in Nintex Workflow 2. Select the Library Ribbon, click on Workflow Settingsand then Create a Workflow in Nintex Workflow. This will open the Nintex Workflow Designer. To initiate the workflow, we will configure the workflow to add a menu item to the context menu in the workspace.
The Adventures of Tom Sawyer Book/CD-Rom Pack by (author) Mark Twain, Jennifer Bassett (Series Editor), (9780194789004) Oxford Bookworms Library, Stage 1 (2008) 1a Tom and his Friends. 1. Who was calling Tom? 2. Where did Aunt Polly look first? 3. Where did she look next? 4. What did Tom try to do? 5. What did he have in his pocket? 6. Tom said, “Quick , _ _ _”. 7. Was Aunt .
