06 Process Accounts c

Process Confirmation – Accounts PayableP080

Project XYZ Initiative APRIL 29th, 2008

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Team Presentation Contents • Key Count Summary

• Process Summary and Objectives

• Roles

• Leading Practices and Key Features

• Process Optimization Opportunities

• As-Is and To-Be – Significant Process Changes

• Identified Gaps

• Policy Impacts

• Change Impacts

• Controls Framework

• As-Is and To-Be – Significant System Changes

• To-Be Application Architecture Overview

• Key Potential Development Objects

• Support Required from the Steering Committee

• Implementation Challenges

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Key Count SummaryItem CountProcesses: 1

Tasks: 16

Worksteps: 126

Roles: 12

Key Potential Development Objects:(excluding reports)

23 13 – ReadSoft 10 – SAP

SMAs: 62

Review Sessions: 12

Validation Sessions: 1

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Summary P-080 Enable Payment• This process deals with all aspects of Accounts Payable, the final step in the Procure-To-Pay process. It

includes an accounting view of the Vendor Master Data, the introduction of Optical Character Recognition (OCR) technology for invoice processing, approval workflows, payment process, period close activities and reporting. This process utilizes Leading Practices to consolidate/centralize processes pertaining to Accounts Payable and ensures that all controls are in place to pay the District’s vendors

Objectives

• Create an efficient process of scanning invoices and utilizing OCR technology for data capture of information from the invoice

• Create an efficient process of requesting vendor add/change requests by introducing Workflow technology to Procurement’s Vendor Master Data group

• Introduce Workflow technology for discrepancy resolution including Quantity, Price, charges on invoice not on PO and Signature Approvals

• Establish a Payment Process which allows for all District related payments (P-Card, Payroll’s Third Party Vendors and Accounts Receivable Customer Refunds) to be generated from the Accounts Payable process

• Increase the frequency of payments and consolidating the Payment Process including Check Printing and Disbursements into Accounts Payable

• Establish procedures for periodic processing (i.e. monthly, fiscal year end and calendar year end)

• Improve reporting capabilities by allowing real-time, on-line queries

Process Summary and Objectives

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Process Summary and ObjectivesTasks associated with the Process

Receive Invoices P-080-010

Scan Invoices P-080-020

Process Invoices Through ReadSoft OCR P-080-030

Manage Vendor Accounting View P-080-040

Invoice Verification (3-Way Match) P-080-050

Invoice Verification (2-Way Match) P-080-060

Resolve Invoice Verification Errors P-080-070

Manage Non-PO Invoices P-090-080

Post Invoice in SAP P-080-090

Manage Procurement Card P-080-100

Process Procurement Card Transactions P-080-110

Process Payment P-080-120

Manage Checks P-080-130

Generate Form 1099 P-080-140

Conduct Periodic Processing P-080-150

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Summary P-080-010 - 030 Receive/Scan/Process Invoices Through ReadSoft OCR

• This process describes the steps to receive invoices into Accounts Payable, prepare them for scanning and the process that ReadSoft utilizes in processing the invoices

• ReadSoft is a certified business partner with SAP and is utilized as a Bolt-On software product in the front end of the SAP Accounts Payable module. The aim is to facilitate the automatic posting of error-free data records and to support the process of identifying and amending documents that contain errors

Objectives

• Establish an efficient process for handling invoices received in paper format, fax, email and CD

• Define the process for preparing invoices to be scanned

• Establish an efficient process for handling transactions that are not recognized by the OCR technology


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Summary P-080-040 Manage Vendor Accounting View

• This process describes the actions taken to resolve a vendor not on the Master Database or for address changes

• AP determines that the Vendor Master Database needs to be updated to either add a new vendor or update an existing vendor. Once determined, AP will trigger a Workflow to Procurement’s Vendor Master Data Group to take appropriate action

• Once Procurement updates the Vendor Master Database Accounts Payable will update the Invoice in ReadSoft with the appropriate Vendor Number

Objectives

• Provide for an efficient process pertaining to Vendor Master Data additions or changes


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Process Summary and ObjectivesSummary P-080-050 Invoice Verification (3-Way Match)

• 3-Way Match incorporates matching the invoice to an approved on-line PO and Goods Receipt. This avoids paying for items that have a price discrepancy or have not been received. Any criteria that does not match will utilize Workflow to create an efficient error resolution process

Objectives

• Procurement authorizes expenditure by having a fully approved PO on-line

• The worksite acknowledges the Goods Receipt on-line

• Invoices presented for payment are validated against the PO and the Goods Receipt

• Minimize intervention in the payment of invoices by:

•Notifying via email Vendors of invalid/expired PO’s

•Notifying via workflow:

•Worksite to verify if goods were delivered

•Procurement for:

•Vendor Master Data adds or changes

•Invoice Price greater than PO Price

•Vendor billing for items not on PO (i.e. Freight, Hazardous Materials, etc.)

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Process Summary and ObjectivesSummary P-080-060 Invoice Verification (2-Way Match)

• 2-Way Match incorporates matching the invoice to an approved on-line PO for price verification and obtaining authorization from the originating worksite administrator verifying that the services have been rendered. This avoids paying for services that have not been provided. Examples include Food, Construction, Professional Services, etc.

Objectives• Procurement authorizes expenditure by having a fully approved PO on-line • The worksite acknowledges services rendered through on-line approval

• Minimize intervention in the payment of invoices by:

•Notifying via email Vendors of invalid/expired PO’s

•Notifying via workflow:

•Worksite to verify if services were rendered

•Procurement for:

•Vendor Master Data additions or changes

•Invoice Price greater than PO Price

•Vendor billing for items not on PO

• Modify the Food Service process by continuing Exception Based Payments. Rather than process the total amount per week, each invoice will be processed individually. Eliminates an Excel Spreadsheet to the vendor and Food Service Accounting. Vendor knows which invoice is being paid and cost are charge directly to School when invoice is processed

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Process Summary and ObjectivesSummary P-080-070 Resolve Invoice Verification Errors

• This process describes the steps taken from the responses to the Workflow notifications pertaining to discrepancies

• Affirmative responses to Workflow notifications will automatically run through ReadSoft’s matching logic and transfer the invoice to SAP once all discrepancies are resolved (i.e. generation of a Goods Receipt, Signature

Approval, Price increase on PO Line Item, creation of a new PO Line Item)

• Negative response to the above will require manual intervention by Accounts Payable to resolve the discrepancies (i.e. obtain proof of delivery, short pay a line item on invoice, etc.)

Objectives

• Provide for an efficient process with minimum intervention to resolve invoices with discrepancies

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Process Summary and ObjectivesSummary P-080-080 Manage Non-PO Invoices

• Non PO related invoices are for goods/services not sourced through the Procurement Process. These transactions will require a Funds Reservation to be created in Funds Management prior to the invoice being processed for payment

Objectives

• Reduce the number of Purchase Orders generated for Non-Bid, Non-Sourced transactions. Utilize Funds Reservation in Funds Management for transactions that “have to be paid” (i.e. Utilities, Legal Services, Tolls, Charter Schools, etc.)

• Utilize the Recurring Payment process to set up a Master Lease record and have the system create the payment based on due date and dollar amount

• Process each Utility bill individually, charging each worksite directly at time of invoice processing. This eliminates the need for cost allocations after the fact

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Process Summary and ObjectivesSummary P-080-090 Post Invoice in SAP

• This process systematically transfers fully approved invoices from ReadSoft into SAP AP for payment

Objectives

• Utilizing ReadSoft as the front end of AP simplifies the process by only allowing fully approved invoices to be entered in SAP AP, thus reducing the need to “park” invoices and the process steps associated with releasing the “park” transaction

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Process Summary and ObjectivesSummary P-080-100 Manage Procurement Card

• The P-Card process is integrated with the Accounts Payable module. It allows authorized employees to acquire small dollar materials and supplies, as needed for operations, with minimum delay

• The procedure for applying for, issuing and cancelling P-Cards remains the same

Objectives

• Define the process for central maintenance of the P-Card master data elements (i.e. P-Card number, Card Holder, Agent ID, Location, default account coding block, etc.)

• All P-Card master data will be maintained by the P-Card Department

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Summary P-080-110 Process Procurement Card Transactions

• Facilitates the approval of every P-Card purchase prior to acquiring the goods. The Cardholder’s designee (Agent) will create a Funds Reservation with line item detail of the purchase including account coding block and line item descriptions of the purchase

• Once the Funds Reservation is saved, a Workflow notification is sent to the Cardholder

• Cardholder approves the Funds Reservation authorizing purchase to be made.

• On a daily basis the Bank will send a file of purchases made that have been paid for. The system will process the file generating a “Blocked” invoice for payment and will create an accounting transaction looking for the matching Funds Reservation

Example: Funds Reservation created for $50.00 for Card Holder X with account coding block to supplies

1) A Blocked invoice to Vendor (Mellon Bank) that: Debits P-Card Clearing Credits Vendor 50.00 50.00

2) An using the Funds Reservation to: Debits Supplies Expense Credits P-Card Clearing 50.00 50.00


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Summary P-080-110 Process Procurement Card Transactions

• If a matching Funds Reservation is not found, a workflow will be triggered to the Cardholders Agent to •Adjust Funds Reservation Amount•Create Funds Reservation•Report Fraudulent Charge

• The P-Card Department monitors the P-Card Clearing Account by utilizing various reports and is able to track the timeliness of discrepancy resolution

• Once the Bank is ready to be paid, the P-Card department will compare the monthly statement to the open items for the vendor (Mellon Bank) and release the Block from the invoices that are to be paid. Once the Block is removed, the invoices will generate payment to the bank in the next payment cycle


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Process Summary and ObjectivesSummary P-080-110 Process Procurement Card Transactions

Objectives

• To reserve the funds prior to P-Card purchase being made

• Simplify the monthly P-Card reconciliation by:

• Systematically matching and clearing purchases via the Bank file to the Funds Reservation • Cardholder or their Agent involved in resolving exceptions via Workflow• Worksite generates report listing their Funds Reservations per period to compare to Bank Statement• Worksite Administrator signs monthly reconciliation form, attaches Funds Reservation per period report and forwards to P-Card Department for verification of reconciliation and payment of Monthly Master Statement

• Establish a process to ensure that all transactions are accounted for on a timely basis by utilizing the default accounting code block on the P-Card Master for un-timely discrepancy resolutions

• Ability to report and perform analytics on all P-Card purchase details via BI

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Process Summary and ObjectivesSummary P-080-120 Payment Process

• All District related payments will be processed through Accounts Payable, including Payroll’s 3 rd Party Vendors, Accounts Receivable Customer Refunds and P-Card Purchases

• AP Check Coordinator will run a payment proposal, utilizing various selection parameters, that will select invoices due for payment.

• A separate payment proposal will run for Fund 9 transactions for review and approval by the AP Supervisor

• Once reviewed, the AP Payment Coordinator will run the AP Payment run. This Payment run will generate Checks, ACH’s and transmit the Positive Pay File to the Bank

• The AP Payment Clerk will print the checks, ensuring that all printing and signatures occurred properly and is responsible to mail/distribute the checks

• Ensure that all Grants Liquidating are paid by the Liquidation Date

Objectives

• Create an efficient and controlled process for generating payments on a daily basis

• Ensure that all Fund 9 transactions are recorded properly

• Obtain a listing of open invoices against Liquidating Grants and change the Payment Terms on the invoice to not exceed the Liquidation date

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Process Summary and ObjectivesSummary P-080-130 Manage Checks

• This process describes the controls that will be in place for managing the check stock

• Ensures that sufficient supply is on hand and monitors when ordering needs to occur

• Describes the process for Voids, Stop Payments and Stale Dated checks processing

Objectives

• Create an efficient and controlled process for managing check stock

• Ensure that all Voids, Stop Payments and Stale Dated check processing is processed and booked appropriately

• Ensure that adequate controls are in place for the review and processing of Voids, Stop payments and Stale Dated Checks

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Process Summary and ObjectivesSummary P-080-140 Generate Form 1099

• This process facilitates the IRS requirements of generating 1099 forms to vendors who meet the 1099 reporting requirements

• Vendors will be flagged as 1099 vendors via the Procurement Vendor Master Data creation process

• Each October the AP Department will verify if any changes have been made to the IRS form and if so, update the SAP Smart Form 1099

• The AP Department will run preliminary reports to ensure accuracy of data

• Reports will be run against vendors not flagged as 1099 vendors with payments greater than $600 to ensure that the Procurement set-up process is accurate. Should a vendor be determined to be subject to 1099 reporting, the invoices processed against that vendor will run against a 1099 Update Program to be included in the generate Form 1099 reports

Objectives

• Ensure that all payments meet the IRS 1099 reporting requirement

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Process Summary and ObjectivesSummary P-080-150 Conduct Periodic Processing

• As General Accounting reconciles the GR/IR Account, any outstanding items will be given to Accounts Payable to resolve

• The year-end process describes the steps that AP will take to ensure all liabilities are recorded properly

• For transactions where Goods Receipt has already occurred, no additional action is needed as expense is debited at time of receipt

• For invoices in Discrepancy in ReadSoft, a report will be generated for General Accounting to enter a non-Funds Availability Control JV Accrual

• Invoices dated June 30th and prior received in the department in the new Fiscal Year can be processed in period 12, if so determined, until the Office of the Controller indicates that closing is over

Objectives

• Maintain a periodic process of reconciling the GR/IR account

• Create an efficient process for generating Year End Accruals

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Role Role DescriptionAccounts Payable Fiscal Assistant

Processes invoices, oversee Workflow, Vendor Add/Changes and Optimize in ReadSoft Process

Accounts Payable Configurator Set up Profile in ReadSoft for Optimizing in Scanning process

ReadSoft Systems User Automatic process within ReadSoft with ability for manual override

AP Fiscal Assistant Verifier Verifies information and transfers workflows in ReadSoft

User Department Creates Fund Reservations for Non-PO invoices

P-Card Administrator Maintains P-Card Master Data and authorizes payment to Bank

P-Card Analyst Runs reports and reconciles P-Card Suspense Account

Roles within Accounts Payable

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Role Role DescriptionAP Check Coordinator Responsible for stop payments, void checks and reissuance of checks, as well

as managing check stock and running pre-trial check run

AP Payment Coordinator Responsible for executing check run and generating checks, ACH and Positive Pay File

Accounts PayableSupervisor

Has override abilities in ReadSoft Process.Responsible for year-end accrual processes as well as generating 1099 forms

P-Card Holder Approves the purchases and maintains P-Card

P-Card Designee Creates Funds Reservation and reconciles discrepancies from Bank File

Roles within Accounts Payable

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Leading Practices and Key Features• All processes generating payments to vendors funnel through Accounts Payable

• Improve the quality of data by utilizing OCR technology to reduce data entry errors

• Utilize Workflow to resolve discrepant transactions in a timely basis

• Allow for On-Line signature approvals for Non 3-Way match transactions

• Pre-Authorizing all P-Card purchases to ensure Funds Availability and to perform analytics at the line item detail

• Payments generated on a daily basis to facilitate the capturing of discounts

• Reduce the amount of after-the-fact allocations by charging expenses directly to the Cost Center at time of invoice input, i.e. Food Service and Utilities

• Provide standard reports and on-line access to query data, for self service with drill down capabilities, including accessing the Invoice Image

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Process Optimization Opportunities Current Delivery Model

• Currently, invoices are handled multiple times from mail room, entering into AP Doc, generating bar Code given to staff for payment preparation, sent to worksite for receipt verification or signature approvals, sent back to AP to go through mail room and back to staff for final payment preparation. Once entered into MSAF they are handed off to Treasury who verifies the invoices processed are on the check and then placed in the vault for retrieval purposes

Proposed Service Delivery Model

• Opportunities exist to significantly reduce the number of touch points to that of the mail room, prepping for scanning and then scanning. This facilitates electronic routing from that point on, reducing the lead time from each touch point

Process Optimization• Increased efficiency and control resulting from scanning, retrieval and storage of invoices and invoice

documentation

• Workflow enable process electronically routes the transaction to the next level reducing time delay and manual tracking of invoices

• Improved visibility of invoice processing within ReadSoft and SAP

Other Efficiencies:• Real time drill down capabilities, with the ability to view the invoice image, across the entire District for ad

hoc queries

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As-Is and To-Be – Significant Process ChangesAs-Is To-Be

• Invoices are received, sorted by vendor, entered into AP-Doc for tracking purposes, scanned and delivered to AP Clerks for processing

• 3-Way Match invoices with discrepancies have a manual form filled out and mailed to either vendor, worksite or Procurement.

• 2-Way Match invoices received without written authorization have a manual form filled out and mailed to worksite for signature authorization

• Excel Spreadsheet created and sent to Food Service Accounting to enter amount paid by school for P&L statement

• DB4 database maintained for tracking Retainage

• District payments require a Purchase Order

• P-Card transaction does Funds Availability Control once a month at the time the requisition is created

• Invoices are received, sorted by document type, single or multiple pages, scanned, and processed by ReadSoft

• Utilizing email ReadSoft will email vendor of invalid or expired PO’s, and utilizing Workflow notify worksite or Procurement for resolution of discrepancies

• Utilizing Workflow, ReadSoft will notify worksite for verification of services and on-line authorization

• Invoice cost will be charged directly to school at time of processing invoice for payment

• Retainage charged directly to Retainage account at time of invoice processing

• Non-bid, non-sourced transactions utilize Funds Reservation through the Funds Management module

• P-Card purchases funds reservation created and approved prior to purchase being made

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• No reporting capabilities for details of P-Card purchases

• Food Service invoices processed as 1 transaction (statement) per week per vendor and Excel spreadsheet generated for vendor to apply payment and for Food Service Accounting to allocate costs to schools

• A consolidated payment is made to utilities and cost charge to the worksites in an allocation program after the fact

• 1099 generation includes only District payments and Gaming officials

• Year-End cutoff requires system to be unavailable for AP processing for approximately 2 weeks

• Extensive manual process for accruing prior year invoices not entered by year end

• Details of purchases entered on Funds Reservation Request and available for tracking and reporting in BI

• Food Service invoices processed individually. Vendor knows which invoices are being paid for and cost charged directly to school at time of invoice processing

• Each utility invoice is processed individually. Vendor knows which invoices are being paid for and cost charged directly to school at time of invoice processing

• 1099 generation includes District payments, Gaming officials as well as transactions processed through the Internal Fund process

• Year-End cutoff allows continued processing by having a new accounting period opened for AP

• Prior year invoices segregated and processed into special period based on Office of the Controller’s guidelines

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• Payments generated once a week • Payments generated daily

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Identified GAPSGap Description Mitigation Strategy

Process Gap - Ability to “Lock-out” a worksite from entering requisitions

• Accounts Payable notifies worksite of an issue with an invoice and worksite has 2 weeks to respond. If no response, location is locked-out from the requisition process

• This lock-out restricts all district offices from entering requisitions for the worksite

1) Working with Security and Controls to determine if

functionality can be achieved through roles process or

2) SAP introduces escalation notification process where no response sends email to worksite administrator and if no response work worksite administrator to escalate to the next level. This notification should facilitate the resolution process and improve the timeliness of worksite resolution

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Policy Impacts

• Establish policy and procedure For Funds Reservation creation for Non-PO Related Invoices

• Acceptance of electronic signatures for 2-Way Match and Non-PO related Invoices

• Acceptance of charging P-Card purchases to Card Holder’s default account in the event of un-timely resolution of discrepancy

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Change ImpactsCategory

• Process:

• Elimination of entering invoices in AP Doc and generating Bar Codes for each invoice

• Simplified process for opening mail and preparing for scanning

• Introduction of Workflow for discrepancy resolution, Non-PO Related invoices and electronic approvals

• Pre-authorizing P-Card purchases through Funds Reservation ensures that funds are available at that time vs. determining at month end

• Simplified monthly reconciliation process at worksite for P-Card Transactions

• Transfer all payment generation responsibility from Treasury to Accounts Payable for vendors

• All reporting requirements for 1099 generation controlled by Accounts Payable

• More efficient year-end accrual process

• Accountability:

• Enhanced reporting capabilities supports the District’s invoice life-cycle, as each worksite has input into the payment process via Goods Receipt or electronic approvals

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Change Impacts cont’d• Benefits

• Real-time access to information with drill down capabilities down to the invoice image

• Significantly reduce the discrepancy resolution time line by utilizing Workflow

• Ability to capture cash discounts, if offered

• Department becomes more analytical than transaction based

• Availability of Funds check for P-Card purchases ensures funds are available at the time purchase is made rather than at month end

• Simplified Year-End process

• Risks Associated with Change

• End-Users have to become proficient in using ReadSoft/SAP

• Delay in responding to Workflow notifications adds to the invoice life-cycle

• Implementation Requirements

• End-User training is mandatory for access to the system

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Change Impacts cont’d• Impacted Audience

• Procurement Department• Every worksite in the District generating requisitions, goods receipts and invoice approvals• P-Card Department• General Accounting• Payroll• Accounts Receivable• Accounts Payable

• Level of Impact• High – End-User training, Workflow notifications and wide impacted area

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Controls Framework• Segregation of duties in Accounts Payable. Staff involved in Invoice Processing will not have

access to Payment Generation processes or check distribution and vise versa

• Workflow will be leveraged to ensure only authorized individuals may approve invoices

• Workflow will be leveraged to ensure only authorized individuals may approve P-Card purchases

• Embedded audit trail for tracking date, time and users involved in every process of Enable Payment

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As-Is and To-Be – Significant System Changes

• Invoices entered in AP-Doc for tracking purposes

• Inability to systematically capture discounts when offered

• Retainage managed in a DB4 database

• 1099 process excludes Internal Funds transactions except for Gaming Officials

• Invoices scanned directly into ReadSoft for tracking purposes

• Flexible process for capturing discounts

• Retainage managed in General Ledger

• 1099 process includes all Internal Funds transactions

As-Is To-Be

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To-Be Application Architecture Overview

Invoice Data

Invoice Number/Amount

Invoice payment data

Discrepancy Invoice data

SQL Database Web CycleArchive(Archive Link Certified)

`

Verify Operators

`

`

Manually Detached to Server folder

$

EFT / ACH Positive Pay

Checks

Electronic payments / Checks

Cashed Checks / Electronic bank statement

Banks

Vendors

Email WorkstationVarious Fax MachinesScanner

INVOICES Interpret/Transfer

Scan Workstations

Fax Server (M-DCPS District)

Invoice Data

Interpreted Invoice data

SAP/Cockpit

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Potential Key Development Objects - ReadSoftName Description Implementation

Requirements SL-WKF-0005 ReadSoft Workflow

Create Workflow to send Price Differences to Procurement for Resolution and send resolution back to AP

Determine workflow setup (trigger/recipient)

SL-WKF-0006 ReadSoft Workflow

Create Workflow to send Quantity Differences to worksites for Resolution and send resolution back to AP



Create Workflow to send Item on Invoice not on PO to Procurement for Resolution and send resolution back to AP



Create Workflow to send 2-Way Match Authorization to either Procurement for Price Discrepancies or Worksite for electronic authorization



Create Workflow to send Vendor master add/change to Procurement for Resolution and send resolution back to AP



Create Workflow for Non-PO related invoices authorization Determine workflow setup (trigger/recipient)

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Potential Key Development Objects - ReadSoftName Description Implementation

Requirements SL_ENH_0005ReadSoft Enhancement

Create “Workflow Triggers”: Standard plug-in enhancement that starts specific workflow and sends it to the determined recipients

ReadSoft configuration

SL_ENH_0006ReadSoft Enhancement

Create enhancement for ReadSoft/Funds Management (FM) integration



Create enhancement to process Utility Invoices, and default accounting structure from customized GL coding table



Create enhancement to process Retainage line items from construction invoices



Create enhancement to read Freight line items from invoices ReadSoft configuration


Create enhancement for Spreadsheet upload. This would allow departments within the district or even potentially vendors to submit invoices in a spreadsheet format that could be uploaded into Cockpit for workflow and processing



Create enhancement for Tax Code determination. The tax determination is a normal enhancement to assign proper tax codes from the invoice to the SAP document


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Potential Key Development Objects - ECCName Description Implementation

Requirements SL-INB-0003 Interface

Create interface to accept Inbound Bank file of P-Card transactions

Determine format and information from bank file

SL-OUT-0002 Interface

Create an interface to send file to bank for electronic payments EFT/ACH

Determine file transmit process with bank


Create an interface to send to bank Positive Pay File of AP Vendor Checks

Determine file transmit process with bank


Create an interface to send 1099’s electronically to IRS Develop electronic files and print forms for 1099

SL_FRM_0006Form

Create Check form for vendor payments Develop check form layout

SL_FRM_0007Form

Create 1099 forms Develop 1099 form using Smart Forms, that meet the requirements defined by IRS

SL_FRM_0008Form

Create form (letter) for Stale dated checks communications Develop letter form using Smart Forms

SL_ENH_0004Enhancement

Create enhancement for Utility Service invoices to store key data captured by ReadSoft and transfer it to BI for analytical reporting .

Develop custom table for Utility data

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Potential Key Development Objects - ECCName Description Implementation

Requirements SL_WKF_0011Workflow

Create workflow for P-Card authorization Determine workflow setup (trigger/recipient)

SL_WKF_0012Workflow

Create workflow for P-Cards to handle discrepancies Determine workflow setup (trigger/recipient)

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Support Required from Steering Committee• District-wide acceptance for Non-PO related transactions utilizing Funds

Reservations through Funds Management

• District-wide acceptance for the P-Card approval process, including charging default account for untimely discrepancy resolution

• Transferring all vendor payment responsibilities from Treasury to Accounts Payable

• Generating payments to vendors on a daily basis

• End User training is mandatory

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Implementation Challenges• Timeliness of training every worksite in the Procure to Pay including P-Card process

prior to Go-Live Date and retaining knowledge learned

• Ensure personnel within the Accounts Payable department retain the knowledge gained in training within ReadSoft and Accounts Payable modules as well as the P-Card process

• There will be a change impact throughout the District pertaining to the electronic processing of invoices

• End-Users will have to diligently adhere to the new policies and procedures

• All departments and school sites must be trained in the new process

06 Process Accounts c

Documents