Centre of Expertise - APUC
Sylvia Beswick
APUC will provide an Centre of Expertise to support
the procurement needs of the universities and colleges
Promoting and facilitating advanced
procurement within Scotland’s
Universities and Colleges
Policy &
Governance
 A shared procurement service
Policy and
 Using a common set of tools and
Collaborative
Governance
methods
Procurement
 Available to procurement staff
across the HEFE
 A collective and collaborative
approach to procurement
Collaborative
Procurement
Acting on the re commendations in the
McClelland Review
ePS
Implementation
CoE
APUC has workstreams in three areas which have clear and distinct
roles within the programme
Collaborative Procurement
Role
 Responsible for the development
and implementation of collaborative
buying
ePS
 Responsible for
implementation of ePS,
including the supplier
eEnablement
Key
Activities
 Responsible for the design and
delivery of the new APUC
organisation with supporting
governance structures and
procurement policy
 Analysis of current procurement
expenditure to define scope
Implementation planning
 Training and recruitment
 Run opportunity assessment
workshops
Stakeholder engagement
 Implementation planning
Phase 1 Implementations
 Organisation and Policy design
Supplier eEnablement
 Governance modelling
Skills Transfer
 Change management
Change Management
 Benefits tracking
 Develop implementation plan
 Commodity Profiling
 Mobilise teams to implement the first
phase of commodities
Benefits
Policy & Governance
Integration
 Validate benefits case
Post Implementation Support
Cost Reductions
Process Savings

Career development
The delivery of benefits is not dependant on
eProcurement alone
Information provided by
eProcurement
Enables Benefits Management
and on-going Strategic Sourcing
Improved Supplier
Management
Spend Analysis
Specification of
Requirements
Supplier Rationalisation
Track
Savings
Identify
Savings
eProcurement enables
compliance to contract
Content Management
Purchase 2 Pay
Process
Reduced Maverick
Spend
Deliver
Savings
Contract Management
eAuctions & eTendering
Secure
Savings
BPI
ePS Programme Overview
Lynn Peterson
The eProcurement Scotl@nd Service is now 5 years old…
The Vision
.… . . . to create an electronic procurement service,
accessed via a web browser from across a range of
platforms. . . potentially accessible by all public
sector buyers in Scotland and their suppliers
 Automating purchasing activities from
requisition to payment
 Supporting the process from advertising
to awarding public sector contracts
 Integrates with current finance systems
 Provides management information on
spend
Largest eProcurement programme of its kind in Europe.
6
Approach to Implementation
Fiona Ross introducing the Project Team
This implementation will follow a standardised approach
1
1
A single platform
2
Joint Implementation Team
APUC
Capgemini
Implementation
Team
elcom
Local
Team
Scottish Exec
3 Standard Implementation Kit
Project
Management
Guide
Communications
Guide
Workshop
Guide
Supplier
Adoption
Guide
Training
Guide
The first phase consists of 6 workstreams operating over an 18 week
period
Project Start
Project
Management
Preengagement
tasks
Workbook Complete
Project
Kick
off
Finalise
Project
Pan
Go-live
Project Communications
Change Management
Process
Adaptation
Review AS-IS
P2P Process
Data
Management
Data Gathering
Supplier
eEnablement
Local Suppliers
Training
Book
Training
Facilities
Integration
Testing Complete
Request
Coda
Financials
Updates
Agree TO-BE P2P Process
Process Baselining
User
Acceptance
Testing
Vanilla
System Configuration
Local Team
Training
Design Integration Adaptor for Coda
Month 1
System
Admin
Training
Schedule
Training
Hub in
place
Order Hub
Local
System Configuration
Test
Planning
Training Preparation
Build Interface
Test Scripts
Build Integration for Dundee
Month 2
Integration
Testing
Month 3
Go live is planned for the end of August
User
Acceptance
Testing
Post
Go-live
Support
User Training
Live
Deployment
Month 4
Process Adaptation
 Implementing ePS will undoubtedly change the way that people will procure goods and
services post implementation
 The Process Adaptation Stream will primarily focus on arranging meetings with key
members of staff to establish how goods and services are currently procured
 A future state process will be designed by the project team and validated with all
stakeholders - identifying key areas of change to the current process and peoples roles
Workflow
 Detailed information is required in order to configure the workflow
 Workflows such as those shown below are required to be drawn up for each
discipline and configured by the system administrator
Data Management
 The Data Management Stream will primarily focus on gathering all of the
relevant data required to complete the Workbook.
 The workbook is an Excel spreadsheet which will be used to aid the
configuration of the system.
The Workbook
Split into 6 Sections
Organisation
Setup
Users
User
Access
Accounting
Information
Supplier
Customisations
Standard Approach to Supplier eEnablement
Validation
Phase 1 suppliers
determined based
on analysis of
spend / volume of
transactions / plus
special cases
Good mix of
suppliers i.e. Sole
traders new to
ePS right through
to multi-national
companies
already trading via
ePS, with punchout site
Engagement
Make contact with
relevant personnel
of selected
suppliers
Provide them with
a letter, a
questionnaire (if
appropriate) and
example
documentation:
catalogue
template, coding
structure
Content
options
Connection
options
Testing
& Go Live
Post
Connection
Development
How supplier’s
goods and/or
services are to be
displayed i.e.
Catalogue or Noncatalogue, punch
out
How purchase
order is to be sent
to supplier i.e.
Post, Fax, Email,
cXML (back office
process)
Testing always
undertaken to
ensure both
customer and
suppliers are
happy with
proposed solution
Approx. three
months after golive, supplier
contacted to
gauge views on eenablement
process
Once testing has
been successfully
completed,
supplier
commences
trading in a live
situation
Maintain strong
relationships with
suppliers
Decisions
regarding content
made in
conjunction with
supplier and
customer – taking
into
considerations
contracts in place
Training
 PECOS User Training
All users
 PECOS Systems
Administration Training
 Implementation Team
 Reqio Catalogue
Management Tool
Implementation Team
Integration
C
o
d
a
e
L
a
y
e
r
C
o
d
a
C
o
n
n
e
c
t
o
r
Purchase
Orders/
Amends
Integration
Hub
Receipts
/Returns
PECOS
Purchase
Orders
Sales
Receipts
Logistics
Adaptor
Supplier
Accounts
Receivable
Invoices
Bank
Account
Provided by Coda
University of Dundee Network
Payments
BPI
Demonstration
Morven Doyle
Your involvement
Event
Proposed Date
Time
Participants
Required
Process and Workflow
Meetings
May
1 hour
Key users from each discipline
Process and Workflow
Workshops
May/June
3 hours
Key users from each discipline
User Acceptance Testing
July/August
1-2 hours
per day
over 8
days
System Admin Training
June
2 days
PECOS User Training
August
Anticipated “Go Live”
End August
Local Implementation Team, Key
Users
Local Project Team
½ day per All Requisitioners
session Shorter session for Approvers
Time to
Selected users
process an
order
For more information go to
www.eprocurementscotland.com