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BOISE CASCADEUSING WORKFLOW
SUPPLIER RELATIONSHIP MANAGEMENT
PRODUCT USER GROUP CONFERENCE
APRIL 4, 2006
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Presenters
Mark Kirkland, Corporate Procurement
Marci Struzinski, Corporate Shared Accounting Services
Dave Howard, Corporate Systems Development
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Topics Covered
Boise Cascade Company Information
Use of Delivered Work Flow
Use of Customized Work Flow
Strategies and Implementation of Work Flow
Questions and Answer Session
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Boise Cascade Company Background
Company Headquarters in Boise, Idaho
10,000+ Employees
Operations
Domestically throughout the United States
Internationally in the United Kingdom, Brazil, and Canada
Four Major Divisions
Building Materials Distribution (29 Distribution Centers)
Paper Manufacturing (4 Paper Mills)
Timber and Wood Products (21 LVL, Plywood, Lumber, & Veneer Plants)
Packaging and News Print (1 Paper Mill, 5 Packaging Plants)
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2005 Sales by Business -- $ Millions
1,418
1,294
3,052
732Packaging &
Newsprint
Paper
Wood Products
Building MaterialDistribution
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Versions of PeopleSoft
Began Converting to PeopleSoft Version 5.1 in 1996
Upgraded to Version 7.5 in November 1999
Added eProcurement 8.0 in 2002
Upgraded to 8.8 on November 28, 2005
Currently on PeopleSoft 8.8 - SP 1 - MP 2
Preparing to ‘Get Current’ through Maintenance Pack 5
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2005 Finance and Purchasing Statistics
~ 2,400 Purchasing and Finance Users
20 Purchasing Business Units
26 Inventory Business Units
179 AP Business Units
238 General Ledger Business Units
~ 280,000 Item Ids
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2005 Finance and Purchasing Statistics
293,688 Journals
1,447,625 Vouchers
328,794 Payments
1473 Pay Cycles
107,880 Purchase Orders
68,546 Requisitions
191,737 Receipts
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Modules In Use
Purchasing
Inventory
Accounts Payable
Accounts Receivable
Asset Management
Project Costing
General Ledger
Budget
Billing
Contracts
eProcurement
Human Resources
Benefits Administration
Payroll
ePay
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Integrated Systems
Maximo 4.1 and Maximo 5.2
Maximo is a maintenance planning application used by
some Business Units
Requisitions that are written in Maximo and ‘Replicated’
into PeopleSoft
PeopleSoft and Maximo also share the following:
Purchase Orders
Receipts
Vouchers
Item IDs and Descriptions
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Three Types of Work Flow
Delivered Work Flow for Requisition Approvals
Customized Work Flow for Receipt Notification
Customized Work Flow for Entering Two-Way Vouchers
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Delivered Work Flow for Requisitions
Requisitions that are written in eProcurement
go through an Approval Process
Approval Process Varies depending on the Business Unit
Self Approvals
Yes/No Approvals
Monetary Value Based Approvals
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Yes/No Approvals
Static Approval Process Definition
All Requisitions Require Supervisor Approval
If a User is allowed to Self Approve Requisitions,
the User is their own Supervisor
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Monetary Based Approvals
Each Business Unit has Specific Levels of Approval
One Business Unit has Seven Levels
A Dynamic Setup is Used
Every User in the Business Unit has a Supervisor
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Example of Approval Levels
Level 0 – Any Requisition Written Requires Approval Level 1 – Self Approval up to $1,000 Level 2– Self Approval up to $5,000 Level 3 – Self Approval up to $10,000 Level 4 – Self Approval up to $20,000 Level 5 – Self Approval up to $25,000 Level 6 – Self Approval up to $100,000 Level 7 – Unlimited Self Approval
Make sure every user has a Supervisor, and every Supervisor ultimately leads to a Level 7 Approver.
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Adding Approvers and Reviewers
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Title
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Receipt Work Flow Notification
Customized Work Flow
Alerts a Requestor when Material is Received
PeopleCode in place to exclude Inventory Items
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Email for Receipt Notification
From: [email protected] [mailto:[email protected]]Sent: Monday, March 27, 2006 8:54 AMTo: Herbert, DianaSubject: Notification: Receipt for Requisition
A receipt has been processed for your Requisition 4005/0000022149, PO 4005/ 0000100518, PO Line 1 Ship Seq Number 1 Distribution Line 1. The item, STUFF FOR APPROVAL, for a quantity of 2000 is available for pick-up at the warehouse/stores location unless other arrangements have been made for delivery to LENA STORE.Receiver ID: 4005/0000158130
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Prior to ‘Two Way’ Email Creation
Vouchers entered against ‘Two Way’ POs were placed on hold
Voucher faxed to requestor/buyer for approval
Requestor/ buyer notifies AP if voucher is ‘ok to pay’ or if voucher is ‘not ok to pay’
AP monitors via query all vouchers ‘pending approval’ and follows up with requestor/buyer
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Two Way Notification for Vouchers
Customized Work Flow
Notifies a Requestor or Buyer via Email when a Voucher has been entered against a ‘Two-Way’ PO
Negative approval
Public Folders Copied and Emails Stored
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Two Way Email Scenarios
Online Requisition
Non-Requisition PO - Data in PO Ref field
Non-Requisition PO - No Requestor Identified
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Email for Online Requisition
Invoice Number: 27717833-001
Voucher Number: 2006/00386064
Vendor: RENTAL SERVICE CORP
Invoice Total: $1460
Freight Total: $0
Invoice Due Date: 2006-03-13
Buyer: Cook,Larry
Requestor: Charlie Bordelon
Requisition Number: 2006/152164
PO Ref Field: Online Src From Req 152164
Notification To:[email protected]
PO Number: 2006 / 0000106203
PO Line Number: 1
Line Description: RENTAL, CRANE, 8-TON CARRYDECK
Amount Vouchered on PO Line: $895
PO Line Total: $895
Dollar Amount Matched to PO Line: $0
Project ID:
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Email for Non-Requisition POs – PO Ref Field
Invoice Number: 47617
Voucher Number: 2002/00038044
Vendor: GRAYS HARBOR PAPER LP
Invoice Total: $20897.28
Freight Total: $0
Invoice Due Date: 2006-04-04
Buyer: Medley,Sue
Requestor:
Requisition Number: /
PO Ref Field: sa-32106
PO Number: 2002 / 26419
PO Line Number: 1
Line Description: 60.5 X 58 - 20# - 55112 - MAXB
Amount Vouchered on PO Line: $20897.28
PO Line Total: $769003.2
Dollar Amount Matched to PO Line: $0
Project ID:
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Email for Non-Requisition POs – No Requestor Identified
Invoice Number: 5383
Voucher Number: 6003/00051586
Vendor: DANS FORKLIFT SERVICE & REPAIR
Invoice Total: $101.15
Freight Total: $0
Invoice Due Date: 2006-03-11
Buyer: Garcia,Mark
Requestor:
Requisition Number: /
PO Ref Field:
Delivered Email Notification To: [email protected]
PO Number: 6003 / 0000006938
PO Line Number: 2
Line Description: Ser#A3EC340846 #4 Parts- Switc
Amount Vouchered on PO Line: $41.15
PO Line Total: $41.15
Dollar Amount Matched to PO Line: $0
Project ID:
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Two Way Email Issues
Security Set Up
Notifications created as a ‘Post’ from [email protected]
Manual Forwarding of Notifications (Offline Requisition - Data in PO Ref)
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History
We had a directive to stay vanilla, but customizations became necessary for numerous reasons.
Resource constraints.
We re-implemented workflow in 7.5.
We used eProcurement rules-based workflow.
We re-implemented in version 8.8.
We shifted our security model over time.
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Current situation
We have had issues with each workflow process that we implement. We have ongoing issues.
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Going Forward
We now have several pieces of documentation related to implementing the delivered AWE: a lengthy red paper, a step-by-step document and a summary example.
We have trained more developers to handle workflow. We have many additional requests for workflow-type applications and these will be addressed in future months.
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Considerations
Set up can be considerable.
Maintenance is required.
Be sure to allow for exceptions.
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Boise-specific Issues
Upgrade from 7.5 to 8.8 introduced problems.
Merging eProcurement and mainstream purchasing was a goal.
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Workflow Design
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Workflow Design
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Workflow Design
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Workflow Design
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Questions and Answer Session
