UC Ariba Procure-to-Pay and Ariba Procure-to-Order Sibyl Bevington, Manager, On-Demand Deployments...

UC

Ariba Procure-to-Pay and Ariba Procure-to-Order Sibyl Bevington, Manager, On-Demand Deployments

Scott Campbell, Manager, On-Demand Deployments

John Pew, On-Demand Technical Lead

Seb Sussman, On-Demand Functional Lead

© 2011 Ariba, Inc. All rights reserved.

Best Practice Themes

• Planning• Resourcing• Technical• Supplier/Catalog Enablement

© 2011 Ariba, Inc. All rights reserved. 2 © 2011 Ariba, Inc. All rights reserved. 2

Planning

© 2011 Ariba, Inc. All rights reserved. 3

Elements of Planning


SUCCESS!

Production Support Planning

Delivery and Solution Planning

Adoption and Rollout

Planning

Why is planning important?


What are yourWhat are yourBusinessBusinessGoals?Goals?

What Project What Project Results areResults areneeded to needed to meet those meet those

Business Goals?Business Goals?

What Scope of What Scope of project workproject workis neededis neededto attainto attaindesireddesired

Project Results?Project Results?

What ProjectWhat ProjectResources,Resources,

Timeline & Plan Timeline & Plan are needed to are needed to implement the implement the Scope of Work?Scope of Work?

Solution Planning seeks to answer the following questions:

To establish clear direction when initiating a P2P program, the team should define/confirm goals and plan the program to meet those goals. This results in a clear definition of success and outlines a strategy to get there.

Solution Planning


Goals and Objectives: Work with the customer to confirm goals and objectives and translate those into system capabilities, suppliers and operational changesSupplier Strategy: Work to define the scope of the project in terms of spend categories, business processes, and suppliers that will be covered (both short-term and long-term)Business Requirements: The system design will go much more smoothly if the customer knows how they would like the system to work. Ariba will use these to help guide the design / configuration sessions during the implementationCustomer Core Team Training: Completing some basic training prior to the deployment will make the configuration sessions more valuable to the core team Program Infrastructure: Roles & Responsibilities, Activities, Timeline, Management Structure, etc.

Production Support Best Practices

• Appoint multiple power users during the deployment to support larger user base at go-live

• Begin planning your production support structure well prior to go-live and ensure those active on the deployment play a part

• Actively involve both business and technical individuals in your production support organization and dedicate them to the support of your solutions

• Actively involve three Designated Support Contacts (DSC) throughout the entire deployment

• Designate all Customer Administrator(s) as DSCs• Stress the importance of training documentation and make relevant

documentation and quick reference guides easily accessible to your users• Make it simple for your end users to provide feedback on the tool as well as

ideas for enhancing its use• Stress continuous improvement for all of your users as well as your

support organization


Adoption and Rollout Planning


Early and Often communication

Executive SupportTrainingIncentives

Enablement and functional strategy

Elements of Adoption and Rollout Planning

Early and often communication: Begin communications to end users early in the deployment. Involve end users in the deployment as much as you can. Be creative in the communications

Enablement strategy: Continue to enable suppliers and bring more spend onto the system

Executive Support: Visible executive support is the #1 driver of adoption success

Training: Conduct training classes in multiple ways. Make training and quick reference guides easily accessible to end users

Incentives: Make end users want to use the system. Use the carrot and the stick


Keep up with Ariba!

• Become an active user of Ariba Exchange• Attend Ariba LIVE!• Attend regional user groups• Become conversant with Ariba Connect• Routinely evaluate new features (or new uses of

existing capabilities)• Participate in Early Access• Propose changes and new features• Take advantage of relationships (Ariba representatives,

Ariba customers, Suppliers)



Resourcing

Guiding Principles

• On Demand software does not run Procurement functions; people do!

• Ariba’s most successful customers have an appetite to own their solution

• Smart solutions come from smart resources• “Weak links” can be destructive; strength in all

areas is essential• Resource consistency is worth investment• Go-Live is not the finish line!


Leadership Resources

• Organizational Understanding (People and Processes)

• Vision and Ambition• Relationships (Executives,

Procurement, AP, Suppliers)• Organized• Motivating and Motivated• Committed Long-term


Functional Resources

• Willing to “Live in the Weeds”• Time and desire to explore• Awareness of processes

and policies• Analytical – ability to

grasp/challenge logic• Not scared of “all things

technical” • Strong testing aptitude

(and attitude)


Technical Resources

• ERP Mastery• General IT Skills• Functional/Business

Process Lean• Committed Capacity• Open Mind (Embracing

the cloud)


Supplier Enablement Resources

• Supplier relationships• Highly organized• Strong value message • Problem solver• Strategic and analytical


Cross-Departmental Representation

• Purchasing• AP• Accounting/Finance• IT• Operations


Technical Best Practices


Technical Best Practices

• Master Data• Integration• Automation• Testing


Master Data

• Guiding Principles Goal is to complete a round-trip as early as possible Get something loaded: dummy data or subset of real data

• Without Master Data: Cannot create a transaction (Requisition) No transactions to export (integration) User Interface is incomplete


Master Data

• Ariba Demo Data Includes:

– Accounting– Users– Suppliers– Everything necessary to complete round-trip

• Customer Master Data A subset of data is okay to start Many dependencies on Master Data


Integration

• Can’t Integrate ‘till you can Generate! Transactional data must be available Master Data needs to be in place

• Integration with ERP Often the most challenging technical task Tackle the difficult stuff early!


Automation

• Goal: Automate Everything! Master Data Imports Transactional Data Imports and Exports

• Master Data Automation Data in 3rd Party Systems (ERP) Ariba specific data not in 3rd Party Systems:

– User Groups– Ariba Network IDs

Define a process and automate if possible!


Testing

• Thorough testing will: Increase adoption Ensure a smooth transition

• Testing while in production Maintain realistic data in test realm Actively utilize test realm for new features and

business scenarios Explore and share new capabilities w/stakeholders


Supplier/CatalogEnablement


Strategy

• Dedicated Supplier Enablement Lead Identify early in project Preferably a dedicated resource and not Project

Manager, Technical, or Functional Lead• Start with suppliers with which you do a lot

of business• Utilize Ariba supplier analysis to identify potential

suppliers for first wave• Communication is key


Implementation

• Start the enablement process early• Test thoroughly

Catalogs PO/Invoice integration Order Confirmations and Advance Ship Notifications Use real-world examples Don’t overlook shipping and tax lines on test invoices


Catalogs

• Punchouts Supplier required to have ANID Check if suppliers have done Punchout with Ariba Train users on navigation of different Punchout catalogs

• CIF Validate content pricing Tools available for cleansing data Establish process for regular catalog updates (either via

AN or manual)• Administration

Take advantage of self-service features Manage views, hierarchies, etc.


Post Go-Live

• Test integration with any new supplier or with supplier data updates

• Validate changes in test before moving to production• Proactively track spend and compliance for catalog vs.

non-catalog orders• Collaborative Requisitioning• Address additional, potentially more complex

categories• Stay current and embrace new capabilities of the

Ariba Network


Questions



“Safe Harbor” and Confidential Information Statement

This information reflects the status of Ariba solution planning as of January 2011. All such information is the Confidential Information of Ariba (per the contract between our companies), and must not be further disclosed, as stated in the confidentiality clause of that contract. This presentation contains only intended guidance and is not binding upon Ariba to any particular course of business, product strategy, and/or development. Its content is subject to change without notice. Ariba assumes no responsibility for errors or omissions in this document. Ariba shall have no liability for damages of any kind including without limitation direct, special, indirect, or consequential damages that may result from the use of these materials.

UC

Ariba Procure-to-Pay and Ariba Procure-to-OrderSibyl Bevington, Manager, On-Demand Deployments

Scott Campbell, Manager, On-Demand Deployments

John Pew, On-Demand Technical Lead

Seb Sussman, On-Demand Functional Lead

© 2011 Ariba, Inc. All rights reserved.

UC Ariba Procure-to-Pay and Ariba Procure-to-Order Sibyl Bevington, Manager, On-Demand Deployments...

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