Ariba P2P launch to provide key step in retooling of procurement

September 5, 2013  


Ariba P2P showcase

Business office personnel from across Purdue attend a procurement showcase on use of the Ariba P2P system, which is to be launched Oct. 14. Philip O'Keeffe, director of procurement services, is leading the session. In support, behind O'Keeffe, is Kevin Curtiss, an Ariba representative. The showcase was Aug. 7 in Lawson Computer Science Building, Room 1142. (Purdue University photo/Mark Simons)
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Training, software and supplier sign-up all are on track for launching Ariba's Procure to Pay (P2P) system, a foundation in Purdue's broader Procurement Process Transformation (PPT).

As the second of several tools to be adopted, P2P will be how the University transacts business with suppliers of everything from pencils and paper to laboratory equipment.

"The launch is firmed up for Oct. 14," says Philip O'Keeffe, director of procurement services. "The software will be ready for us around Sept. 23 as planned. We've given a bit more time before the launch so everyone involved can benefit thoroughly from our training opportunities and become comfortable with Ariba."

Meanwhile, PPT's supplier enablement team continues to enlist suppliers at an exceptionally high rate, he says, and that level of participation in Ariba sets up a win-win situation.

Ariba P2P will replace SAP SRM V5.0, and those who will use it already have had opportunities for exposure. In July and August, several hundred future users attended four showcases where they received a high-level overview of P2P. A recorded version of the showcase is at www.purdue.edu/business/procurement/ariba/index.html.

Those employees will participate in hands-on training sessions in the coming weeks.

To prepare for that process, 25 training leaders from various University areas attended a Train the Trainer (TTT) workshop offered Aug. 14-16 by Procurement Services and Ariba.

Ariba P2P trainers

About 25 people attended "Train the Trainer" sessions Aug. 14-16 in preparation for Purdue's Ariba P2P launch. The trainers (standing) are Kevin Curtiss from Ariba and Cindi Stinebaugh from Procurement Services. Departments represented included Academic Business Offices, Intercollegiate Athletics, Physical Facilities and the regional campuses. (Photo provided by Procurement Services)
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Chris Martin, director of business managers, says, "Those trainers now can go back to their departments knowing both the overall system and the features that address particular needs in that department. They will train the subject matter experts (SMEs) and convey their feedback so we can improve the training materials."

Further TTT sessions are scheduled for the week of Sept. 9. After that, the TTT team and the SMEs will train system users in the weeks leading to the launch, which had been targeted for Sept. 23. Computer-based training also will be offered.

Liz Depew, director of auxiliary services and resource planning at Purdue North Central, says, "The additional three weeks will allow the trainers time to ensure we are clear on both the processes Purdue is using, as well as the full functionality of Ariba with these processes. After the first TTT session, I became even more confident in the end user's ease of system use. I am most excited about the enhanced approval options in Ariba P2P. Also, I believe the ease of system use will allow for a further decrease in paper consumption for orders."

Brian Gilbert, manager of procurement business process, says others reacted similarly and had their own favorite Ariba touches.

"At the TTT sessions, attendees have taken notice of numerous P2P features which will improve the overall procurement experience and provide new options to source goods at the University," Gilbert says. "P2P for e-commerce provides us a fully integrated tool for requesting, ordering, receiving, invoicing and invoice reconciliation of products and services."

About the Procurement Process Transformation

Purdue's Procurement Process Transformation is a three-year process begun in July 2012 with a mission to "effectively and efficiently manage procurement, accounts payables and opportunities in support of Purdue University goals." It is supported and guided by an Executive Sponsorship Team of 15 members including both executive vice presidents, Al Diaz and Tim Sands, as chief executive sponsors. PPT's focal areas include strategic sourcing, vendor competition, direct negotiations and contract risk management. Its work extends to process, policy, people, tools, data and software.

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