Source2Pay Project Process Documentation Storage Current State - - PowerPoint PPT Presentation

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Source2Pay Project Process Documentation Storage Current State - - PowerPoint PPT Presentation

Mar 27, 2023 367 likes •580 views

Source2Pay Project Process Documentation Storage Current State Focus Group Meeting October 2017 OFFICE OF BUSINESS AND FINANCIAL SERVICES Business Solutions & Support 10/13/2017 1 Agenda Welcome/Introductions Source-to-Pay

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Source2Pay Project

Process – Documentation Storage Current State Focus Group Meeting October 2017

10/13/2017 OFFICE OF BUSINESS AND FINANCIAL SERVICES – Business Solutions & Support 1

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Agenda

  • Welcome/Introductions
  • Source-to-Pay Project Overview
  • Project’s Process Details
  • Process Current State
  • Current State Identify Issues
  • Next in the project’s process
  • Questions

10/13/2017 OFFICE OF BUSINESS AND FINANCIAL SERVICES – Business Solutions & Support 2

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Welcome!

  • Introductions
  • Name
  • Department
  • Current Job

10/13/2017 OFFICE OF BUSINESS AND FINANCIAL SERVICES – Business Solutions & Support 3

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Source2Pay Project

Our current source-to-pay procedures at the University has significant opportunities for improvement and impact every department within the University system.

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Project Purpose/Goal

  • Identify process improvements throughout

source to pay process

  • Develop RFP
  • Ultimate goal is to minimize, improve &

standardize IT platforms

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Project Process

Capture Current State

  • Map process
  • Current state document
  • Present to Universities in focus group setting
  • Present feedback to the team
  • Finalize current state
  • Present to Director Council

10/13/2017 OFFICE OF BUSINESS AND FINANCIAL SERVICES – Business Solutions & Support 6

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Project Process

Create Future State

  • Map process
  • Identify Issues
  • Brainstorm recommendations
  • Present to Universities in focus group setting
  • Present feedback to the team
  • Finalize proposed solutions
  • Present to Director Council

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Process – Documentation Storage

Purpose of the process

The process ‘Documentation Storage’ exist to:

‘Provide an informational path of documentation used in the procurement and payment of a good or service to the University of Illinois while complying with State regulations and mandates, University policies, and guidelines established by Records and Information Management Services (RIMS).’

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Process – Documentation Storage

Process Boundaries

Begins:

Identification of what documents are required to be kept for Purchasing and Procurement Services

Ends:

Retained according to the requirements for Federal/State/University/Departmental retention policies, and receipt of permission to destroy from State and/or the University Systems Records and Information Management Systems (RIMS)

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Process – Documentation Storage

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Create/receive documentation Store working documents Identify documents to be stored in repository Storage retention documentation Disposition

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Process – Documentation Storage

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Create/receive documentation Store working documents Identify documents to be stored in repository Storage retention documentation Disposition

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Process – Documentation Storage

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Create/receive documentation Store working documents Identify documents to be stored in repository Storage retention documentation Disposition

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Process – Documentation Storage

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Create/receive documentation Store working documents Identify documents to be stored in repository Storage retention documentation Disposition

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Process – Documentation Storage

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Create/receive documentation Store working documents Identify documents to be stored in repository Storage retention documentation Disposition

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Process – Documentation Storage

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Create/receive documentation Store working documents Identify documents to be stored in repository Storage retention documentation Disposition

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What do you do to store documentation used during the procurement and payables processes

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Issues with the current process?

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Next Steps

  • Present feedback to Project’s process

Team

  • Finalize current state
  • Begin future state
  • Present future state to each University

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Contact Information

Kristi Moore

BPI Shared Services klmoore@uillinois.edu 217-333-6259

Mark Brink

OBFS - Business Solutions & Support mabrink@uillinois.edu 217-244-6054

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Thank you!

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