LBNL Procurement System - PowerPoint PPT Presentation


Title: LBNL Procurement System


1
Current Status of the LBNL Procurement
System Allan DeMello 9/1/2004
2
Outline
  • 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

3
Ideal Procurement Flowchart(from engineerings
point of view)
Engineering Personnel Orders Item
Engineering Personnel is Notified That Item Has
Been Received (on time)
Engineering Personnel Puts Item into Service
4
Overview of Current Procurement System
5
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

6
Overview of WJO System
Engineering Originator
WJO System
JO Distribution Only
On Site Request For Quote
Off Site Request For Quote
Commodity Procurement
On Site Job Order
Off Site Job Order
Sukhon Panomchan
Tom West
John Mehren
ePro System
Paper Distribution
Buyer
Buyer
7
Getting to the Web Job Order Login Page
Type engineering into the address field of any
browser
8
Engineering Division Home Page
Click on the A-Z Index link
9
Engineering A-Z Search Page
Click on the link to the W index page
10
Engineering A-Z Search, W Page
Click on the link to the Web Job Order System
11
Web Job Order Login
LBNL Employees LDAP (email) user name
LBNL Employees LDAP (email) password
WJO Redirection page
12
Start a New Web Job Order
Click on the New Job Order link to start
13
Initiating an Order
Fill out the Web Job Order Header page and SAVE
IT!
Required fields are marked with RED asterisk
14
Header Complete
After filling out the Web Job Order header page
and saving it the rest of the selection tabs
become available
15
Distribution List
People 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
16
Ordered Items
Click the Add Item button to bring up the item
input pop-up box
17
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
18
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.
19
DCC Login Page(from Work Manager Link)
LBNL Employees LDAP (email) user name
LBNL Employees LDAP (email) password
20
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
21
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
22
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
23
Adding Notes
Use the Notes tab to add any information/instruc
tions not entered into the Item description
field
Click on the Add Note link to get the note
pop-up box
Send to ePro? check box migrates your note from
the WJO into the ePro system
24
Adding Attachments Scanned Drawings
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 DCCs
scanned copy.
25
Adding Non Controlled AttachmentsLBL 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.

26
Adding Non Controlled AttachmentsLBL Master
Type in the 3rd title line here
Click Browse and search for the .pdf file to
attach
The Send to ePro box should be checked to
migrate documents to ePro
27
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
28
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

29
Current Document Control System
Web Job Order System Attachments
Scanned Drawings
30
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

31
Distributed Purchasing Unit PCard Orders
32
Checking on Orders
An order can be checked for buyers 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
33
Checking on Orders
Full procurement buyer, status and PO information
is displayed in the View Item page
34
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
    order
  • http//procurement.lbl.gov/system.htm

35
Problems
36
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.

37
Problems with the Procurement System
  • 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.

38
Problems with the Procurement System
  • 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.

39
Problems with the Procurement System
  • 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)

40
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
    projects budget and schedule

41
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.

42
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 Labs B2B procurement system whenever
    possible
  • If you have problems with the Web Job Order
    system call John Mehren at ext. 5524

43
Final Note
  • 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
44
Web Site Information
  • Web Job Order
  • https//isswprod.lbl.gov/wjo/Login.asp
  • Web Job Order Tutorial
  • http//isswprod.lbl.gov/wjo/general/wjoTutorial.p
    df
  • Berkeley Lab B2B System Contracts
  • http//procurement.lbl.gov/system.htm
  • Procurement
  • http//procurement.lbl.gov/proc.htm

45
Web Site Information
  • Procurement Frequently Asked Questions (FAQ)
  • http//procurement.lbl.gov/faq.htm
  • Procurement Staff
  • http//procurement.lbl.gov/staff.pdf

46
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 x4575
  • Deanna Ashorobi x4583

47
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
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LBNL Procurement System

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Title: LBNL Procurement System


1
Current Status of the LBNL Procurement
System Allan DeMello 9/1/2004
2
Outline
  • 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

3
Ideal Procurement Flowchart(from engineerings
point of view)
Engineering Personnel Orders Item
Engineering Personnel is Notified That Item Has
Been Received (on time)
Engineering Personnel Puts Item into Service
4
Overview of Current Procurement System
5
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

6
Overview of WJO System
Engineering Originator
WJO System
JO Distribution Only
On Site Request For Quote
Off Site Request For Quote
Commodity Procurement
On Site Job Order
Off Site Job Order
Sukhon Panomchan
Tom West
John Mehren
ePro System
Paper Distribution
Buyer
Buyer
7
Getting to the Web Job Order Login Page
Type engineering into the address field of any
browser
8
Engineering Division Home Page
Click on the A-Z Index link
9
Engineering A-Z Search Page
Click on the link to the W index page
10
Engineering A-Z Search, W Page
Click on the link to the Web Job Order System
11
Web Job Order Login
LBNL Employees LDAP (email) user name
LBNL Employees LDAP (email) password
WJO Redirection page
12
Start a New Web Job Order
Click on the New Job Order link to start
13
Initiating an Order
Fill out the Web Job Order Header page and SAVE
IT!
Required fields are marked with RED asterisk
14
Header Complete
After filling out the Web Job Order header page
and saving it the rest of the selection tabs
become available
15
Distribution List
People 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
16
Ordered Items
Click the Add Item button to bring up the item
input pop-up box
17
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
18
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.
19
DCC Login Page(from Work Manager Link)
LBNL Employees LDAP (email) user name
LBNL Employees LDAP (email) password
20
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
21
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
22
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
23
Adding Notes
Use the Notes tab to add any information/instruc
tions not entered into the Item description
field
Click on the Add Note link to get the note
pop-up box
Send to ePro? check box migrates your note from
the WJO into the ePro system
24
Adding Attachments Scanned Drawings
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 DCCs
scanned copy.
25
Adding Non Controlled AttachmentsLBL 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.

26
Adding Non Controlled AttachmentsLBL Master
Type in the 3rd title line here
Click Browse and search for the .pdf file to
attach
The Send to ePro box should be checked to
migrate documents to ePro
27
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
28
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

29
Current Document Control System
Web Job Order System Attachments
Scanned Drawings
30
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

31
Distributed Purchasing Unit PCard Orders
32
Checking on Orders
An order can be checked for buyers 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
33
Checking on Orders
Full procurement buyer, status and PO information
is displayed in the View Item page
34
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
    order
  • http//procurement.lbl.gov/system.htm

35
Problems
36
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.

37
Problems with the Procurement System
  • 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.

38
Problems with the Procurement System
  • 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.

39
Problems with the Procurement System
  • 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)

40
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
    projects budget and schedule

41
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.

42
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 Labs B2B procurement system whenever
    possible
  • If you have problems with the Web Job Order
    system call John Mehren at ext. 5524

43
Final Note
  • 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
44
Web Site Information
  • Web Job Order
  • https//isswprod.lbl.gov/wjo/Login.asp
  • Web Job Order Tutorial
  • http//isswprod.lbl.gov/wjo/general/wjoTutorial.p
    df
  • Berkeley Lab B2B System Contracts
  • http//procurement.lbl.gov/system.htm
  • Procurement
  • http//procurement.lbl.gov/proc.htm

45
Web Site Information
  • Procurement Frequently Asked Questions (FAQ)
  • http//procurement.lbl.gov/faq.htm
  • Procurement Staff
  • http//procurement.lbl.gov/staff.pdf

46
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 x4575
  • Deanna Ashorobi x4583

47
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
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