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Business Process Workshop Session Inventory

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The personnel in your agency that create and maintain spreadsheet journal ... Inventory Processor uses Express Putaway to add to ... Enters Express Putaway ... – PowerPoint PPT presentation

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Title: Business Process Workshop Session Inventory


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
  • Dont 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
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.
  • 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)

9
BPW Activities
  • Agency Participants 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
  • Review and understand roles
  • Review Agency Inventory structure
  • Determine employee tasks
  • Complete role assignment spreadsheet for your
    Agency in conjunction with your ARC
  • Review agency roles for separation of duties

12
Inventory Overview
13
Inventory Overview
Inventory Setup
Demand Fulfillment
Enter Inventory
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
Demand Fulfillment
Enter Inventory
Inventory Accounting
Maintain Inventory
17
Inventory Setup Item Maintenance
18
Inventory Setup Structuring Facilities
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/supp
    lier_kit.asp

20
Enter Inventory
21
Inventory Overview
Inventory Setup
Demand Fulfillment
Enter Inventory
Inventory Accounting
Maintain Inventory
22
Enter Inventory - Purchasing Impacts
(New)
(New)
(New)
23
Enter Inventory
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
Demand Fulfillment
Enter Inventory
Inventory Accounting
Maintain Inventory
27
Demand Fulfillment
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
Demand Fulfillment
Enter Inventory
Inventory Accounting
Maintain Inventory
33
Inventory Accounting
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
Demand Fulfillment
Enter Inventory
Inventory Accounting
Maintain Inventory
38
Maintain Inventory
Review/Update Inventory Status
Inventory Adjustments
Bin to Bin Transfers
Inventory Replenishment
Counting 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.
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 modules 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 agencys
    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
    training.questions_at_ct.gov
  • 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 todays session

56
Wrap-Up
  • Questions?
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