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 UnifierAdmin@hrsd.comfor 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: unifieradmin@hrsd.com

Schedule

7

8

Introduction to Unifier for Procurement

• 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

Creating HRSD Contracts – Required Metadata

10

Creating HRSD Contracts – Required Metadata

11

• 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!

• Project > Collaboration > Tasks• Project > Contractual BP Logs > HRSD Contracts

Navigation

13

• 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

HRSD Requisition Procurement Process

18

iProcurement for Unifier Requisitions

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

22

• Update the Required fields on the “Header” Tab. Unifier ID field remains blank

Creating PO

23

• Update fields on the “Lines” Tab• Disregard Warning when updating NIGP Code

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

• Create PO from BWC• Manually enter information on all tabs

Create Manual PO

27

• On Header Tab you will enter Unifier ID in order to keep in Sync with Unifier

Create Manual PO

28

• 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

Unifier Contract Change OrderProcurement Process

• 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

• The information provided will be the new amount and not the delta

Contract Change Order Workflow

• After it is approved the PO status will change to “Approved” again

Contract Change Order Workflow

Payments Created in Unifier

• 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