Current Status of the LBNL Procurement System Allan DeMello 9/1/2004

Engineering Division1

Current Status of the

LBNL Procurement System

Allan DeMello9/1/2004


•The LBNL procurement system overview•The Web Job Ordering (WJO) system•Attaching drawings to the WJO•The Engineering Document Control Center (DCC)•eProcurement system•Business to Business system•Current problems with the system•Consequences of the problems•Recommendations•Resources

Outline


Ideal Procurement Flowchart(from engineering’s point of view)

Engineering Personnel is

Notified That Item Has Been Received

(on time)

Engineering Personnel

Orders Item

Engineering Personnel Puts Item

into Service


Overview of Current Procurement System

LBNL Receiving Transfers the Item to ALS Receiving

END Process: Engineering Originator

Receives the Item

Buyer Assigned to the Order by a Procurement Supervisor

Buyer Creates the Order in the PCard

or regular P.O. System (depending on

value or vendor)

Attach Documents from DCC (if

necessary)

Ordered Item is Received by

LBNL Receiving Dept. WJO is

Transferred to the ePro

Requisition System (usually a 1

day delay)

START Process: Engineering Originator

Creates a Web Job Order

Engineering Approver

Approves the WJO

Buyer Submits Purchase Order to the Vendor

General Ledger Creates a

Project (UC) Number


The Web Job Order System

• Benefits of the Web Job Ordering System

– Any LBNL employee with a valid LDAP email address can initiate an order with just a web browser

– Many of the input fields have drop down menus to aid in completing the WJO

– If input is incorrect the WJO system will not accept it

– All specification, notes and attachments stay with the order to provide a central location for all order information

– Easy approval system using just an email account and a web browser


Overview of WJO System

EngineeringOriginator

WJO System

Tom WestJohn Mehren

Sukhon Panomchan

Commodity Procureme

nt

JO Distribution

Only

On Site Job Order

On Site Request

For Quote

Off Site Request

For Quote

Off Site Job

Order

Buyer BuyerPaper

Distribution

ePro System


Getting to the Web Job Order Login Page

Type ‘engineering’ into the address field of any browser


Engineering Division Home Page

Click on the A-Z Index link


Engineering A-Z Search Page

Click on the link to the W index page


Engineering A-Z Search, W Page

Click on the link to the Web Job Order System


Web Job Order Login

LBNL Employee’s LDAP (email) user name

LBNL Employee’s LDAP (email) passwordWJO

Redirection page


Start a New Web Job Order

Click on the “New Job Order” link to start


Initiating an Order

Fill out the Web Job Order ‘Header’ page and SAVE IT!

Required fields are

marked with RED asterisk


Header CompleteAfter filling out the Web Job Order header page and

saving it the rest of the selection tabs become available


Distribution ListPeople entered in the distribution list will receive paper copies of the WJO attachments (drawings etc.)

Click the ‘Add to Distribution List’ button to bring up the distribution list input pop-up box


Ordered Items

Click the ‘Add Item’ button to bring up the item input pop-up box


Ordered Items Pop-Up Box

Type a short description of the item being

ordered here (maximum of 40 characters)

Since PCard only accepts 40 characters in its description field

any further information needed to provide a full description should be input into this field


Ordered Items Pop-Up Box(Attachments)

Click on this ‘Work Manager Users’ link and the system will take you to the DCC to automatically attach drawings, engineering notes, etc.


DCC Login Page(from Work Manager Link)

LBNL Employee’s LDAP (email) user name

LBNL Employee’s LDAP (email) password


Adding DCC Drawings

Type in the drawing number, the engineering note number or the engineering specification number and click ‘Search’ for the DCC .pdf drawing file


Adding DCC Drawings

Click the DCC .pdf link to attach the drawing file to the Web Job Order

Copy the 3rd title line to the clipboard so it can be pasted into the WJO in the next step


Adding DCC Drawings

DCC drawing .pdf link is attached to the Web Job Order

Most recent Rev is filled in by DCC

Paste the third line data (copied into the clipboard) into this field


Adding Notes

‘Send to ePro?’ check box migrates your note from the WJO into the ePro system

Use the ‘Notes’ tab to add any information/instructions not entered into the ‘Item’ description field

Click on the ‘Add Note’ link to get the note pop-up box


For scanned drawings archived in the DCC (non Work Manager) you can add a .tif extension to the drawing number to create a link to the DCC’s scanned copy.

Adding Attachments Scanned Drawings


Adding Non Controlled Attachments‘LBL Master’

• No system for directly attaching drawings in the ‘LBL’ directory (ME10 files on the x: drive) to a Web Job Order has been established with the DCC.

• You will have to create a .pdf file from a ME10 drawing in the ‘LBL’ directory and attach it to the WJO yourself.

• This is an issue that the Document Control Center is going to address.


Adding Non Controlled Attachments‘LBL Master’

Click ‘Browse’ and search for the .pdf file to attach

Type in the 3rd title line here

The ‘Send to ePro’ box should be checked to migrate documents to ePro


Submit to Approver

After all information is input into the WJO click on the ‘Summit to Approver’ option in the blue bar at the top of the page


After Submitting to Approver

• Wait for a notification email that the order has been approved or that it needs more information

• After approval, if the order has no special instructions and is not a fabrication, it is automatically submitted to the procurement ePro system

• If special instructions are necessary (or it is a fabrication) it is issued to John Merhen. He will fill out the ePro requisition manually, with the special instruction, and submit it to purchasing


Current Document Control System

Document Control Center

CoCreate Work

Manager

LBL Master (on the x:

drive)

Pro/E Interlink

ALS Electronic Engineering

Small Projects

Drawing Number

Requests

Category Code Master Data

Base

Engineering Notes

Scanned Drawings

Web Job Order

System Attachment

s

Future Implementation

Already Implemented


PeopleSoft eProcurement System

• The ePro system has replaced the aging Oracle procurement system and the LBNL Accounts Payable system

• ePro is a modern web based system that has been integrated with the LBNL Web Job Ordering System


Distributed Purchasing Unit PCard Orders

Requester

Buyer creates PCard Order

$ $$

$

Requisition

ePro Requisition

RequisitionApprover

Merchant

Deliver Materials to LBNL

AP

AP receives bank charge and sends EFT payment to bank

Receiving creates Receipt & forwards material to Requester

Preparer

Procurement Supervisor Assigns to Buyer

$

PCard Order

Order phoned to merchant

Legend:Brown: DivisionBlue: ProcurementGrey: VendorPink: ReceivingGreen: Payables (AP)

Stats:POs/Yr: 28,936$/Yr: $13.9M

Bank: 1) pays merchant, 2) bills LBNL, 3) sends LBNL transactions

Buyer matches Orders to Transactions

LBNL divisionProjects charged

G L


Checking on Orders

An order can be checked for buyer’s name and PO number under the item tab after the order has been entered into the ePro system

Click this icon to get full procurement information


Checking on Orders

Full procurement buyer, status and PO information is displayed in the ‘View Item’ page


Business To Business System

• Business to Business agreements are available to Berkeley Lab personnel

• These eliminates the need to use the Web Job Order system

• Examples of vendors include: – McMaster-Carr, WW Graingers, Newark and MDC

• Each vendor has specific requirements for their B2B ordering

• Click the company web link available on the procurement web site for the details on how to orderhttp://procurement.lbl.gov/system.htm


Problems


Problems with the Procurement System

• You must fill out the ‘Header’ information before you can move to the next input tabs.

• You MUST SAVE the header page any time you edit it BEFORE you move to any of the other selection tabs or your edited header information will be lost.

• You are unable to attach more than one drawing to a WJO at a time and the 3rd line title must be entered by hand.

• Three data bases for the drawings. With different ways (or no way) to attach drawings.


• No notification from the buyer that there will be a delay in receiving the order.

• If you cancel (or cancel and reissue) a Web Job Order after it has entered the ePro system the cancellation from the WJO does not propagate up the system to cancel the ePro order as well.

• If the WJO is cancelled the buyer is not automatically informed

• PCard does not feed back the buyers information to the WJO.



• Lower limit for the unit cost is $0.51.

• The WJO system is being changed without alerting the users.

• Revised drawings must be reattached to the WJO.

• Approver must login to a new session for every order that needs approval even if a WJO session is currently open.



• Sometimes approver must hunt for the order to approve after the email link takes him/her to the WJO login page

• Buyer misplaces or forgets to place the order with no feedback to engineering

• PCard description field limited to only first 40 characters with the possibility of lost instructions (from the WJO)



Consequences

• Engineering division personnel spend large amounts of their time inputting data into the WJOs

• Engineering division personnel spend large amounts of their time following up on the status of their Purchase Orders

• Engineering division personnel are “beta testing” the WJO to ePro interface to find the bugs

• These consequences can negatively impact both a project’s budget and schedule


Some Recommendations

• For time critical orders call your approver before submitting the WJO to alert them to look for it in their in box.

• Look at the WJO after your “approval is granted” to see who the buyer is for that order.

• Call the buyer and relay the importance of the order and ask if they would please notify you if there are any delays, problems or questions.

• Get as descriptive as you can (within the first 40 characters) in the item ‘Description’ box of the WJO.


Some Recommendations

• If a WJO is cancelled call the buyer and inform him/her that the order has been canceled.

• Create a dummy or drop out account number to allow the WJO to be filled out as much as possible before a project account number is known

• Use the Lab’s B2B procurement system whenever possible

• If you have problems with the Web Job Order system call John Mehren at ext. 5524


• Engineering personnel can not commit the Lab to any purchasing!

• Only Procurement Department personnel are authorized to purchase on behalf of the Berkeley Lab

Cardinal Rule Of Procurement

Final Note


• Web Job Order

https://isswprod.lbl.gov/wjo/Login.asp

• Web Job Order Tutorialhttp://isswprod.lbl.gov/wjo/general/wjoTutorial.pdf

• Berkeley Lab B2B System Contractshttp://procurement.lbl.gov/system.htm

• Procurementhttp://procurement.lbl.gov/proc.htm

Web Site Information


• Procurement Frequently Asked Questions (FAQ)http://procurement.lbl.gov/faq.htm

• Procurement Staffhttp://procurement.lbl.gov/staff.pdf

Web Site Information


Contact Information

Engineering Group• Engineering Liaison (outside contracts) John Mehren x5524• Engineering Inside Fabrication Tom West x5904• Document Control Center Sukhon Panomchan x5016• Document Control Center Dan Pulsifer x5640

Questions about the WJO system John Mehren x5524

Commercial and Fabrication Group• Team Leader Susan Walker-Lam x6687• Mechanical Fabs. & Equipment Alan Campbell x4592

Edward Anderson x4575Deanna Ashorobi x4583


Contact Information

Distributed Purchasing Unit (DPU) Group• Team Leader Sheri Freeman-Matterson

x6743• Advanced Light Source Antony Marquez

x5148• Engineering Lisa Cordova x5521• Engineering Doug Morton x7920

Web Job Order Maintenance• Engineering Primary Contact John Mehren

x5524• Programmer Jeff Willer x8624 • Programmer Seni Sangujee

x6660