1 Business Process Workshop Session Inventory
Mar 31, 2015
1
Business Process Workshop SessionInventory
2
Welcome
Introductions
Do you currently use Core-CT? If so, what modules do you use?
3
BPW Introduction, Project Update & Agenda
Project Director
4
BPW Objectives
Understand the new process flows Identify largest impacts and changes Focus on operations, not the system Discuss operational issues that include:
• Roles and responsibilities; skill impacts
• Workload
• Forms and documentation
• Process and procedure changes
• Scope of impact
Develop action items to address operational issues Map Inventory Personnel to Core-CT Inventory roles
5
BPW Assumptions
Statewide policies will be updated by the responsible agency
Agency specific policies and procedures will be updated by the individual agency
Participants already know how to manage their inventory and understand the business rules prior to attending Core-CT training
6
BPW Participant Expectations
Think creatively - this is an opportunity to maximize the performance of your team
Use the Core-CT staff including ARCs and facilitators as resources during the working sessions
Don’t expect to solve all issues/impacts during the session
You will start here today and follow-up work will be done at your agency and coordinated by your ARC
7
Training Approach
PeopleSoft Navigation Tutorial Overview Courses
• Animated PowerPoint in a Flash format
• May be taken at your desktop or in a classroom based on your agency requirements
• You complete it when it is convenient for you prior to beginning transactional training
• You may take the Overview as frequently as needed A new approach to classroom training
• Exercises are simulations based on the production environment
• Instructor-Led
• Each exercise may be repeated
8
Objectives:• Provide Super Users with Self-Paced training in Sandbox environment• Test Job Aids, WLA documents and other training materials• Collect agency specific training points to be covered by instructors
Participants:• Inventory Super Users
Activities and Timing:• Held 5/2 through 5/13 (TBD); invitations to be sent in April after Super
Users are identified by agency sponsors• Full day session: Includes data entry and discussion with training team
members. Held on site at Core-CT
Task Reminder• Please submit Tasks 114 and 116 (Inventory Configuration) if you have
not done so already• Inventory Conversion Mock File 1 is past due and Mock File 2 was due
on 3/1 (Task 106)
Inventory Pre-Training Sessions
Pre-Training Sessions give Super Users the opportunity to view the system sooner and ensure agency-specific data is in the Sandbox.
9
BPW Activities
Agency Participant’s Workbook• Includes questions which will drive breakout session
discussions
End-User Validation • Complete Inventory Role Spreadsheet (Due by April 15) • Review Inventory Role Handbook• Identify Inventory users and associated roles
10
BPW Activities
Role Handbook• Inventory has seven roles
Agency Inventory Processor Agency Inventory MSR Processor Agency Inventory Express Issuer Agency Inventory Approver Agency Inventory Adjuster Agency Inventory Reviewer Agency Financial Inventory Processor
• EPM role needed for EPM access
• Role assignments will be completed during BPWs
Roles are NOT intended to reflect job titles
11
BPW Activities
Role Assignment Steps
1. Review and understand roles
2. Review Agency Inventory structure
3. Determine employee tasks
4. Complete role assignment spreadsheet for your Agency in conjunction with your ARC
5. Review agency roles for separation of duties
12
Inventory Overview
13
Inventory Overview
Inventory Setup
Enter Inventory
Demand Fulfillment
Inventory Accounting
Maintain Inventory
14
Inventory Overview - Impacts
Inventory Online System versus Spreadsheets or Index Cards (for many agencies) to process and keep track of all Inventory related transactions
All Warehouses/Stock Rooms (typically equivalent to one Inventory Business Unit) must have a computer with broadband Internet and Core-CT Access
Core-CT User Access: Monday – Saturday 6am to 7pm; 24x7 access will be available to certain Inventory users on an as needed basis. However, agencies will have to develop a process to capture Inventory transactions in Core-CT that occurred during a non-access time, such as a system-wide outage.
15
Inventory Setup
16
Inventory Overview
Inventory Setup
Enter Inventory
Demand Fulfillment
Inventory Accounting
Maintain Inventory
17
Inventory Setup – Item Maintenance
Load VendorCatalog in
CatalogManagement
Define InventoryUOM
Agency AssignsItem to theInventory
Business Unit
Items is Over theAgency Delegated
PurchasingAuthority (ItemsOver $50,000)
Buyer ContactsDAS or DOIT
Procurement forNew Items
DAS or DOITContacts Vendor/Creates Contract
Items using AgencyDelegated
PurchasingAuthority (Items$10,000-$50,000)
Items usingAgency Delegated
PurchasingAuthority (ItemsUnder $10,000)
AgencyCreates the
Contract
Send DASSupplier Kit to
Vendor
SendCompleted DAS
Supplier KitBack to Agency
18
Inventory Setup – Structuring Facilities
Define InventoryBusiness Units
(i.e.CMEM1)
Define StorageAreas
Warehouse/Storage Facility Stock Room 1
Aisle
Cabinet
Shelf
Bin
Today
Core-CT Define Level 1
Define Level 2
Define Level 3
Define Level 4
Define Storage Locations
19
Inventory Setup - Impacts
The following must be complete for new Items in Core-CT:
Buyer is contacted regarding the new item to be stored in inventory. The Buyer determines how the contract is set up.
1. Over the Delegated Purchasing Authority, ($50,000)2. Under the Delegated Purchasing Authority, ($10,000 - $50,000)3. Under the Delegated Purchasing Authority, (under $10,000)
Catalog Management (CM) is notified to load the catalog. The agency or DAS or DOIT notifies CM depending on which three steps above were used.
Agency Inventory Processor assigns the item to the Inventory Business Unit.
DO NOT ORDER BY DESCRIPTION. You will need a CM number to put the item away.
For DAS Supplier Kit information, please navigate to: http://www.das.state.ct.us/Purchase/Info/supplier_kit.asp
20
Enter Inventory
21
Inventory Overview
Inventory Setup
Enter Inventory
Demand Fulfillment
Inventory Accounting
Maintain Inventory
22
Enter Inventory - Purchasing Impacts
(New) (New)
Receive Items throughPurchasing
Enter ReceiptSelect
Locations(Optional)
ReceiverInterface Push
Process(Batch)
Buyer PopulatesInventory BU on
REQ/PO
(New)
23
Enter Inventory
Receive Itemsthrough
Purchasing
Load StagedItems
(Batch)
StagingErrors?
Correct StageErrors
EnterStockroomFeedback(Optional)
Print & ReviewPutaway Plan
(Optional)
CompletePutaway(Batch)
Yes
No
ExpressPutaway
24
Enter Inventory/Purchasing - Impacts
The Buyers will need to enter the appropriate Inventory Business Unit information when creating Purchase Orders/Requisitions for Inventory items
Items must not be ordered by Description on the Purchase Order (PO). If this is done, the Catalog Management numbers will not display on the PO or Receipt and goods cannot be putaway to Inventory.
Receivers will be responsible for managing the new steps in the Receive Items through Purchasing process (Receivers already manage existing steps)
Putaway Plans cannot be printed until all Load Stage Item errors are corrected
In order for items to be received and putaway into Inventory properly, the Buyer must make sure that the ‘Receiving Required’ checkbox is selected on the Purchase Order
25
Demand Fulfillment
26
Inventory Overview
Inventory Setup
Enter Inventory
Demand Fulfillment
Inventory Accounting
Maintain Inventory
27
Demand Fulfillment
Enter MSR* ApproveMSR*
Cancel/HoldRequest
(If Needed)
ReserveMaterials(Batch)
Print & ReviewPicking Plan
Enter MaterialPicking
Feedback(Optional)
PickingConfirmation
(Batch)
Print & ReviewPacking Slip
StockDepletion
(Batch)
EnterExpress
Issue
*MSR = MaterialStock Request
Ship Orders
28
Demand Fulfillment
29
Demand Fulfillment
30
Demand Fulfillment - Impacts
Before a Material Stock Request (MSR) or Express Issue stock request can be created for a new item, a contract must be completed, see Inventory Setup, and the Catalog Management team must enter the catalog into Core-CT. Once Business Unit items are defined by the Agency and stock is putaway, an MSR or Express Issue stock request can be created for the new item.
Stock counts will be updated in Core-CT immediately once an Express Issue request is created and saved.
MSR stock counts will be updated in Core-CT periodically.
Core-CT introduces the concept of ‘Quantity Available’ that includes outstanding supply (from Purchasing) and outstanding demand from MSRs.
31
Inventory Accounting
32
Inventory Overview
Inventory Setup
Enter Inventory
Demand Fulfillment
Inventory Accounting
Maintain Inventory
33
Inventory Accounting
InventoryTransactions
TransactionCosting(Batch)
AccountingLine Creation
(Batch)
AccountingErrors?
Correct LineErrors
Yes
NoExtract
AccountingLines using
EPM
ProcessSpreadsheet
Upload
Extract CO-59 Data from
EPM
EPM Userwith at least
one Inventoryrole
EPM User withat least one
Inventory role
Agency FinancialInventoryProcessor
It is recommended that theperson who currentlyprocesses Inventory
accounting lines completesthe spreadsheet journal.However, uploading it to
Core-CT must be done bythe Agency GL Reviewer.
34
Inventory Accounting - Impacts
It is recommended that Agencies that will process charge backs do so on a monthly basis. However, Agencies with a large number of issues to process may process charge backs more frequently. All charge backs must be done before the end of a fiscal year to properly value the Inventory.
OSC determination that all Agencies will use the FIFO (First In First Out) Costing method for valuing Inventory. The effect of using the FIFO costing method will be largely transparent to users.
Agency Financial Inventory Processors must check for and correct accounting line errors in addition to extracting relevant Inventory transaction data from EPM (assuming they are given EPM access).
35
Inventory Accounting – Impacts (Continued)
The personnel in your agency that create and maintain spreadsheet journal entries using Microsoft Excel must communicate to the Agency GL Reviewer when a spreadsheet journal is ready to be uploaded to the Core-CT General Ledger.
An EPM extract will be used to prepare the CO-59.
For FY 2005, you will generate the current CO-59. The revised CO-59 will be available for reporting Inventory FY 2006.
36
Maintain Inventory
37
Inventory Overview
Inventory Setup
Enter Inventory
Demand Fulfillment
Inventory Accounting
Maintain Inventory
38
Review/Update Inventory Status
Inventory Replenishment
Inventory Adjustments Bin to Bin Transfers
Counting Inventory
Maintain Inventory
39
Maintain Inventory - Counting
*The Agency Inventory Processor uses Express Putaway to add to the Inventory count.
The Agency Inventory Adjuster uses Adjustments to decrease the Inventory count.
SetupCounting
Event
Run CreateCounting Event
Process
Print & ReviewCounting Sheet
ReportCount
Inventory
Print & ReviewReconciliation
ReportAdjust Count*
Enter CountingResults
40
Maintain Inventory - Impacts
The Agency Inventory Processor must communicate with the Buyers in order to replenish Inventory once re-order points have been reached (if this is not done already).
Inventory discrepancy reports do not print automatically. Inventory users must use the Inventory module’s pages and reports in order to determine discrepancies.
41
Inventory Breakout Session
Complete Agency Participant Workbook (pages 1-3)
42
Inventory Role/User Mapping
43
Inventory Role/User Mapping
Use the Role Handbook along with the following Inventory Role slide information to assign roles to users• Inventory has seven roles
Agency Inventory Processor Agency Inventory MSR Processor Agency Inventory Express Issuer Agency Inventory Approver Agency Inventory Adjuster Agency Inventory Reviewer Agency Financial Inventory Processor
• Although a role may give access to a page, not all users will need to use/transact on every page. This will be defined by your agency’s business process needs.
• Various roles have been identified so that checks and balances are in place
44
Security Overview
Core-CT Security Team allocates page and Business Unit access in the system
Page access is given by assigning role(s) to users in Core-CT
Prior to Core-CT Inventory Implementation:
• BPW attendees complete Role/User mapping• BPW attendees identify which Business Units users will get
access to• Training Team will provide Security Team with the Role/User and
Business Unit information in order for Inventory personnel to have the appropriate access in Core-CT for Inventory Go-Live
Post Core-CT Inventory Implementation:
• Agency Security Liaisons will provide new or modified user access requests to the Core-CT Security Team
45
Inventory Navigation Menu(Example)
*This is not a finalized Inventory menu – this is only an example.
46
Agency Inventory Processor
Day to Day Tasks:
Updates unfulfilled stock requests and cancels/holds stock requests
Reviews fulfillment information: Fulfillment Status, InterUnit Stock Status, and Stock Request information
Monitors Inventory depletion/stock levels
Runs Manual Replenishment Report
Reviews and corrects Inventory item putaway staging information
Completes putaway
47
Agency Inventory Processor (Continued)
Additional Tasks:
Maintains Business Unit item information
Maintains storage locations (including storage areas, levels, default putaway locations and default picking locations)
Prints and reviews putaway plan
Enters stockroom feedback
Enters Express Putaway
Participates in and monitors Inventory reservations, corrects reservation errors
Participates in and monitors Inventory picking; which includes printing and reviewing the picking plan, entering picking feedback, and confirming picking information
Participates in and monitors Inventory shipping (prints packing slip)
Performs bin to bin transfers
Reviews and updates Inventory status
Views items (catalogs) in the Purchasing module
48
Agency Inventory MSR Processor
Task:
Creates Inventory Demand by entering Material Stock Requests
49
Agency Inventory Approver
Task:
Approves Material Stock Requests
50
Agency Inventory Express Issuer
Task:
Creates Express Issue stock requests to fulfill inventory demand
51
Agency Inventory Adjuster
Tasks:
Performs the physical count process
Makes adjustments to Inventory
Other Information:
Agency Inventory Processors, Agency Inventory MSR Processors, Agency Inventory Express Issuers, and Agency Inventory Approvers do not perform Inventory counts or adjust Inventory due to segregation of duties
Adjustments are only made to decrease Inventory
52
Agency Inventory Reviewer
Tasks:
Runs inquiries to review Inventory information to support business functions of the unit
Runs Inventory management reports
Views Inventory Business Unit transaction information
Views Inventory maintenance information
Views Business Unit item, storage area, and storage location setup information
Other Information:
Has view only access to many of the pages that the Agency Inventory Processor has access to
53
Agency Financial Inventory Processor
Tasks:
Reviews and corrects Inventory transaction costing and accounting line transactions
Other Information:
It is recommended that users with this role are also assigned EPM access so that:
• The CO-59 EPM extract can be processed
• Accounting Lines can be extracted
• Other EPM queries can be run
54
Inventory Breakout Session
Complete the last page of the Agency Participant Workbook
Review Role Handbook
Complete Role Spreadsheet
55
Inventory – Closing Activities
Role spreadsheet has been completed
• Any information that you are unable to complete on the role spreadsheets in this session must be submitted to the Core-CT training team by April 15
• Email role spreadsheets (and questions) to: [email protected]
Inventory Super Users have been identified
• Responsible for entering agency-specific data during the pre- training sessions that are being planned for May
Agency-specific information has been provided
Agency-Participant Workbook has been photocopied
Thank you for attending today’s session
56
Wrap-Up
Questions?