Introduction to ePro and the GeorgiaFIRST Marketplace 1© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

© 2011 Board of Regents of the University System of Georgia. All Rights Reserved 1

Introduction to ePro and the GeorgiaFIRST Marketplace


Objectives

• Identify the purpose of eProcurement (ePro)• Identify the purpose of the GeorgiaFIRST

Marketplace• Detail the process flow of Marketplace

Requisitions • List roles involved with ePro and the

GeorgiaFIRST Marketplace


What is ePro?

• PSFIN module for requisition creation and management– Request goods and services

• Electronic approvals via Workflow• ePro Requisitions are routed to various

approvers, are budget checked, and then sourced into Purchase Orders


ePro Requisitions

• Marketplace Requisitions– Contract/Catalog items selected from the

GeorgiaFIRST Marketplace• Special Request Requisitions– Non-contract/catalog items manually entered

onto requisition


What is the GAFirst Marketplace?

• Online catalog system accessed from PSFIN• SciQuest is the managing company of the

Marketplace• Shop online from State, USG, and Institution-

approved suppliers/contracts


Types of Catalogs in Marketplace

• Hosted Catalogs– Online version of a supplier’s printed catalog

• Punch-out Catalogs– Integrated external links to a supplier’s web-based

catalog dedicated to contract items/pricing


Process FlowShopper logs

into PSFIN

Shopper enters GAFIRST

Marketplace

Shopper searches for and selects items for their Shopping Cart

Shopper assigns cart to default

Requester

System notifies Requester of cart

assignment via email

Requester enters PSFIN and begins

creation of requisition in ePro

Requester enters GAFIRST Marketplace

and retrieves cart

Requester makes any necessary updates to

shopping cart

Requester “issues requisition” to

pull cart into ePro


Process FlowRequester inputs Shopper’s User ID onto Requisition

Requester makes updates to

Distribution/Schedule information if needed

Requester previews approvals and inserts ad hoc approvers if

necessary

Requester submits requisition for approval;

system notifies approver(s) via email

Approvers log into PSFIN Core

to access Worklist

Approvers can approve or deny

requisition; some can make edits

Once fully approved, requisition is available for

further processing; shopper is notified via email

Marketplace Requisition can be fully processed

through SCIQUEST batch job (run 5x each day)

After item(s) is delivered, receipt is created in PSFIN


Roles Involved – Shoppers

• Can search for and select items in the GeorgiaFIRST Marketplace

• Assign carts to Requesters


Roles Involved – Requesters

• Create Marketplace Requisitions from assigned carts and from their own carts

• Create Special Request Requisitions• Manage requisitions by editing or canceling • View where requisition is in its lifecycle• May be responsible for completing their own

Desktop Receiving


Roles Involved – Approvers

• UWG has identified Workflow stages and paths

• Minimum approval required by Department and Project Managers (if project Chartfield is included)

• Special approvals for different commodities will also be required (i.e. IT/AV, chemicals and assets)


Summary

• Identified the purpose of eProcurement (ePro)• Identified the purpose of the GeorgiaFIRST

Marketplace• Detailed the process flow of Marketplace

Requisitions • Listed roles involved with ePro and the

GeorgiaFIRST Marketplace


Being a Shopper in the GeorgiaFIRST Marketplace


Objectives

• Define Shopper responsibilities• Identify tasks necessary to begin shopping in

the GeorgiaFIRST Marketplace• Navigate the GeorgiaFIRST Marketplace Home

Page


What does a GeorgiaFIRST Marketplace Shopper do?

• Responsible for shopping for contract/catalog items in the Marketplace in support of their office/department

• After selecting items for a cart, Shoppers then assign the cart to their Requester

• Each Shopper should have at least one Requester specified

• Requester creates requisition from cart and submits it for approval through Workflow


What does a GeorgiaFIRST Marketplace Shopper do?

• If a requisition is denied, you may receive the email notification– If so, forward it to your Requester– Work with your Requester to determine if you are

allowed to make corrections and resubmit it


Entering the GeorgiaFIRST Marketplace

• Enter through the Self-Service Portal• Also known as the Travel Portal• Click on the GeorgiaFirst Marketplace Link• To exit the Marketplace, click a PeopleSoft link

or Sign Out link








Activity: Enter the GeorgiaFIRST Marketplace

• Log into PSFIN – Self Service Portal• Select GeorgiaFIRST Marketplace Link• Select the GeorgiaFIRST Marketplace button• Security window will pop-up…Click “Show All

Content.”


Getting Started as a Shopper

• Know who your Default and Back Up Requesters are

• Verify your personal information in the Marketplace– Notify your ePro Admin if it is incorrect

• View “My Profile” (name drop down) > User’s Name, Phone Number, Email, etc.


Activity: Verify Profile Information


Specify Default Requester

• You will be able to set up a requester that all carts will default to

• Good idea to have a back-up Requester as well• View My Profile > User Information and

Settings > Show All > Cart Assignees


Activity: Specify Default Requester






Marketplace Home Page


Summary

• Defined Shopper responsibilities• Identified tasks necessary to begin shopping in

the GeorgiaFIRST Marketplace• Navigated the GeorgiaFIRST Marketplace

Home Page

Searching and Selecting Items in the Marketplace

30© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

Objectives

• Perform a basic search in the GeorgiaFIRST Marketplace

• Define Product Categories in the GeorgiaFIRST Marketplace

• Use the Advanced search in the GeorgiaFIRST Marketplace

• Identify how to browse by category• Identify how to browse by supplier• Identify how to search for items from the Purchasing

showcase31© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

Objectives (cont)

• Identify how to use the filter results to narrow down search results

• Add items to your shopping cart from the Search Results page

• Add items to your shopping cart from Product Description

• Add items to your shopping cart from Product Comparison page

• Add items to your shopping cart from a punch-out supplier


Basic Search in the Marketplace

• Completed in the “Shop at the Top” section• Similar to a Google-type search• Keywords that you enter will be used to search

all item fields, including product name, description, SKU number, supplier and manufacturer name

• After entering a keyword(s), click the Go button to initiate the search


Basic Search in the Marketplace


Marketplace Product Categories

• Use to help narrow down your search results• Select via drop down list


Advanced Search in the Marketplace

• Select the Advanced Search link• Can still use product category• Under “Find Results that Have”:– All of these words; Part number of SKU; Supplier;

Manufacturer Name• Under “Other Options”:– Exact Phrase; Any of these Words; Exclude Words






Browse by Category

• May be helpful if you do not know exactly what you are looking for and want to see all items under a particular category

• Select browse by “category”• Expand categories and sub-categories by

clicking on the (+) sign• To see all items under a categories and its sub-

categories, click the “View all items under the sub-category” link


Browse by Category


Browse by Category


Browse by Supplier

• Similar to browsing by category, but can narrow down supplier first

• Select Browse by “Suppliers” link• Below supplier’s information, search through

all product categories that apply to the Supplier

• View/expand categories in the same way you did with Browse by Category


Browse by Supplier


Browse by Supplier


Filter Results

• After searching or browsing, all matching items will be listed on Product Results page

• Use Filter Results option to narrow down your results• Can add an additional search keyword to be applied to the

existing search results• Can filter by:

– Custom Attribute– Product Flag– Supplier– Category– Packaging UOM– Manufacturer Name


Filter Results


Filter Results

• Click a single link to filter by one option


Filter Results• Select the filter icon (funnel with green

plus sign) to select multiple options


Demonstration for Filters

• Demonstration of searching for a blue ink pen at the Shop at the Top and using filters.

© 2011 Board of Regents of the University System of Georgia. All Rights Reserved. 49

Add Items from Product Results Page

• From Product (or Search) Results page– Enter quantity you want to request– Click the Add to Cart button

• Shopping Cart will update (view Shopping Cart link at top of page)


Add Items from Product Results Page


Add Items from Product Description

• To see more details about an item, click the item name to see the product details

• Can see Supplier, Manufacturer, price, UOM, product details, supplier details

• To add the item, enter the quantity requested and select “Add to Active Cart”; then click Go






Add Item from Product Comparison

• Use the Product Comparison function to compare multiple items from one search on the same page

• Can compare any items from a hosted or self-managed catalog

• Select the “compare” link• To view comparison, select “Compare

Selected” button






Add Items from Punch-Out Supplier

• Each punch-out supplier’s website will be different• Click the punch-out supplier’s logo to enter their site• Use the punch-out’s search function• Create order/requisition/shopping cart within the

punch-out– Not actually placing an order, but returning your items to

the Marketplace shopping cart• Make all updates to Punch-Out items while still in

the punch-out supplier’s website


Add Items from Punch-Out Supplier


Demonstration

• Demonstration on searching for the blue ink pen in the Office Max catalog.


Summary

• Performed a basic search in the GeorgiaFIRST Marketplace

• Defined Product Categories in the GeorgiaFIRST Marketplace

• Used the Advanced search in the GeorgiaFIRST Marketplace

• Identified how to browse by category and supplier• Identified how to search for items from the

Purchasing showcase


Summary (cont)

• Identified how to use the filter results to narrow down search results

• Added items to your shopping cart from: – Search Results page– Product Description– Product Comparison page– Punch-out supplier



Assigning a Shopping Cart to a Requester


Objectives

• Identify how to retrieve your shopping cart• Identify how to update the shopping cart• Identify how to update items from a punch-

out supplier• Assign a cart to a requester


Retrieving the Shopping Cart

• Two ways to open the shopping cart page:– Select the Carts icon, and then select My Carts &

Order and then the Open My Active Shopping Cart link

– Select the Cart Summary link at top right corner• Once shopping cart page is displayed, you can

rename the cart if you wish.– The default cart name is the date the cart was

initiated plus your userid.– After renaming the cart, click the update button.








Updating the Shopping Cart

• Can make various updates to your shopping cart• To remove an item, click its Remove button• To update the quantity, input the new quantity and

click the Update button (except for Punch-Out items)• If you want to shop and add more items, click the

Continue Shopping link• To empty your cart of all items, click the Empty Cart

button• To create a printer-friendly copy of your cart, select the

printer icon


Updating the Shopping Cart


Updates to Punch-Out Supplier Items

• Items from punch-out suppliers are listed separately

• Some punch-out suppliers will allow you to update quantities directly in the shopping cart; others will not

• If you wish to add additional items from the same punch-out supplier, use the Modify Items link if available

• Some punch-out suppliers will not let you do any modification


Assigning the Cart to a Requester

• When you are ready to assign the cart, click the Assign Cart button

• In the Assign Cart pop-up– Your default (preferred) requester will be listed– If you are assigning your cart to your default requester,

there is nothing you need to do to select him/her– To select a requester other than your default, use

“Select from profile values” link– To select a requester not added to your profile, use

“Search for an assignee” link



• To send a note to your Requester, include your comments in the Note to Assignee box– This information will be included on the email

notification sent to the Requester• If you need to specify a different Ship To

location or Chartstring (other than your default), you must indicate it in the Note to Assignee box










Demonstration

• Assign Cart to Default Requester


Activity

• Assign the shopping cart created in Lesson 3 to your default requester.


Summary

• Identified how to retrieve your shopping cart• Identified how to update the shopping cart• Identified how to update items from a punch-

out supplier• Assigned a cart to a requester

Introduction to ePro and the GeorgiaFIRST Marketplace 1© 2011 Board of Regents of the University System of Georgia. All Rights Reserved.

Documents

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university system of

requisition requester

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epro requester

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email marketplace requisition

email requester