Project EVO Training – General Information
Transcript of Project EVO Training – General Information
• HRSD is implementing an integration of their ERP software, EBS, and their project management software, Unifier, to eliminate redundancies and provide accurate and timely financial information. The goal of this project is to leverage the strengths inherent in each of the systems.
Why Project EVO?
2
• Bid/Solicitation process – Still in Oracle E-Business Suite (EBS, ERP)– Including contract award
• Non-CIP project processes• Non-cost related Unifier processes
What will NOT be affected - External
3
• iExpense• Payment (check) requests for non-PO invoice• Receiving• Assigning of Requisitions
What will NOT be affected - Internal
4
• Initiation in Unifier:– Requisitions for capital projects– Change Orders for capital projects– Invoices against capital PO’s
What WILL Change – Project Management
5
• Unifier: https://uhrsd-primavera-idm.oracleindustry.com/
• Contact Unifier Help Desk at [email protected] Username and Password for Unifier
• Oracle E-Business Suite (EBS) or “ERP”: https://ebsprdap1.hrsd.com/OA_HTML/AppsLocalLogin.jsp
• Please note that Chrome is the preferred browser, but any browser will work
Accessing the Systems
6
• May 5th – last day for initiation in EBS
• May 12th – last day to complete approvals in EBS– In-flight bids will be able to process in EBS
• May 18th – Cost records for capital projects initiated in Unifier
• Post go-live support: [email protected]
Schedule
7
• Used to initiate Requisitions• EBS Requisitions = Unifier’s HRSD Contracts BP• Flow of information:1. HRSD Contract BP created and approved2. Interface to EBS for Req creation3. Bid process and PO awarded in EBS4. Interface Final Contract/PO Information back to Unifier
HRSD Contracts Business Process (BP)
9
1 2 3 4
• Determines the type of contract• Quantity vs Dollar Amount
1. Quantity and Unit Cost – Goods Billed by Quantity
2. Dollar Amount – Used for Services
Transaction Details – Important!
• Procurement Specialist task– Upload final copies of attachments– Send for Engineer Notification
Finalize Attachments
14
• HRSD Contract Change Business Process used to initiate Amendments and Change Orders
• Flow of information:1. HRSD Contract Change BP created and approved2. Interface to EBS/ERP for changes to original PO3. Lines items added/updated in EBS/ERP4. Interface Line Item information back to Unifier
HRSD Contract Change Business Process (BP)
12
3
4
• Procurement Specialist approve– Record interfaces with ERP for processing
Workflow – Procurement Specialist
Requisition Approve and Assign
19
• Unifier Requisition will interface to EBS for Approval and Budget Check by an Analyst (Funds encumbered at Approval)
• They will assign Requisition to Procurement Specialist and move to his/her “My Requisitions to Process” in BWC
• Requisition will have a Unifier Unique Identifier (numeric value) to keep records in sync
Unifier Unique Identifier
20
Creating PO
21
• Select all line items related to the requisition and click “Add” and make sure the Document Builder says “New PO” and then “Create” button
• There is a new Line Type for Unifier Services
Creating PO
24
• Update fields on the “Distribution” Tab• Confirm “Deliver To” and “Encumbered Date” is
filled out and verify accounting codes• Submit for PO Approval
• Unifier ID will populate in field after PO has been approved and EBS Interface is ran
Unifier Unique Identifier
25
• If the Req is canceled/changed by Super User; then make sure to key Unifier ID into manually created PO
Cancel Requisition
26
• On Lines Tab you will need to enter required information as normal.
• New Line Type for Services or it will fail integration with Unifier for “Invalid Line Type”
Create Manual PO
29
• On Distribution Tab you will need to enter required information as normal.
• “Deliver To” and “Encumbered Date” needs to be filled out.
Create Manual PO
30
• Important to make sure the Charge Account information is updated on each line
• EBS Tasks must match Unifier Cost Codes/Expenditure Type
• Submit PO for Approval
Create Manual PO
31
• The interface will bring over the Unifier Contract Change Order over for approval
• The PO status will change to “In Process”
Contract Change Order Workflow
• Designated AP Users will receive an email with an attachment and a link from Unifier when a voucher is interfaced.
Accounts Payable
37
• The attachment will be a pdf file with Unifier system information (creation date, who approved, who received notification, etc.). All approvals will take place in Unifier and AP will not be required to review the approval path.
Accounts Payable
38
• The link will take the user to Unifier where they can log in to see the attachment. AP users are required to view the attachment to ensure that the dollar amount matches the invoice amount.
Accounts Payable
39
• The invoice interface is currently set to run twice daily. The interface will create an invoice batch in AP which can be queried on the invoice batch screen. The batch name will start with “UNIFIER AP INTERFACE - ####”
Accounts Payable
40
• The invoices will need to be validated and have approval initiated. The approval will change to Not Required. All project purchase orders will be converted to a 2-way match so no matching is necessary.
Accounts Payable
41
• The user can also select the paper clip to view the attachment from the Invoice Workbench. The user will be directed to log in to Unifier.
Accounts Payable
42
• After payment has been issued in EBS, the same interface will return the payment information to Unifier.
Accounts Payable
43
• There will also be an interface that runs twice daily for Miscellaneous Transactions:– iExpense items for capital projects– Retainage withheld/released– Miscellaneous AP corrections– Non-PO Project Invoices– CMMS PO Project Invoices
Accounts Payable
44
• Questions?• Training slides, recordings, procedures will be
posted to HRSD.com/Doing Business with HRSD/Engineering/Unifier and ERP Portal
Questions and Additional Information
45