eVIP for SAC

eVIP for SAC

Electronic Vendor Invoicing Program (eVIP): Faster. Cheaper. Better. Simplified Acquisitions Committee (SAC) April 24, 2013 eVIP : Faster. Cheaper. Better. Briefing Purpose and Agenda Meeting purpose: 1. To create awareness about current eVIP activities for Pilot Phase 2 2. Review the new Oracle-based 2-way approval process 3. Create awareness about upcoming role-mapping sessions for the new 2-way approval process Agenda: eVIP Overview eVIP Pilot Phase 1 Background eVIP Pilot Phase 2 Scope, Timeline and Impacts eVIP 2-Way Approval Business Process Re-Engineering (BPR) Next Steps and Questions eVIP : Faster. Cheaper. Better. 2 eVIP Overview

NIH Challenges: Manual invoices process cumbersome and inefficient. 20,000+ cancelled invoices per year. Manual Processing is very expensive. Vendors unable to see the status of their invoices. Treasury has mandated electronic invoicing. Electronic Vendor Invoicing Program (eVIP): Enables business and research partners to electronically submit invoices. Provides a shared, real-time view of payment status. Streamlines processing. Invoice processing costs cut by 50% (over $3m annually) Will eliminate 95% of cancelled invoices. eVIP : Faster. Cheaper. Better. 3 eVIP Pilot Phase 1 (2009) eVIP Pilot Phase 1 tested 2 functions: 1. IC and OFM use of iSupplier as a research tool: Shared, real-time view of payment status and vendor information for 3000+ registered NIH users. 2. Invoice Entry and Processing for 5 vendors and affiliated NIH users: View purchase orders and invoices matched to purchase orders. Create invoices and match to the correct purchase order electronically.

Electronically process invoices. eVIP : Faster. Cheaper. Better. 4 Lessons Learned Pilot Phase 1 showed us that the technology works but the business processes are not scalable to 7,000 vendors. Pilot Phase 2 will bring 6 additional vendors into the pilot and assess process and system improvements that address lessons learned and enable further expansion of eVIP. eVIP : Faster. Cheaper. Better. 5 Pilot Phase 2: Addressing Phase 1 Lessons Learned Pilot Phase 2 will assess 4 process / system improvements: 1. NIHRA: NIH Registration and Authentication Process/Portal: Vendors can electronically register for eVIP rather than in-person. Enables 2-factor authentication which is now required to remotely access NBS. 2. eVIP Help Desk:

Dedicated customer support for eVIP vendorsinstead of Vedulas cell number! 3. Acquisitions Strategy: A proactive approach to eVIP contract modifications and data clean-up. 4. 2-Way Approval Business Process Re-engineering (BPR): One Oracle-based approval process for 2-way electronic AND PAPER invoices. This component of the pilot has no impact to 3-way invoices. eVIP : Faster. Cheaper. Better. 6 Pilot Vendors eVIP : Faster. Cheaper. Better. 7 Pilot Phase 2: Roll-Out Approach Contracts = Awards, POs, TODOs, IDIQs, BPAs, etc. Data as of 4/05/2013 eVIP : Faster. Cheaper. Better.

8 eVIP Pilot Phase 2: 2 and 3-Way Community Impacts Contracts = Awards, POs, TODOs, IDIQs, BPAs, etc. eVIP : Faster. Cheaper. Better. 9 Pilot Phase 2 Timeline Summary Date April May 2013 June 22, 2013 Prism Go-Live Action Role mapping sessions for new 2-way approval process Buyers enter Oracle CPD in PRISM Payment Options field for all new 2-way contracts July 1, 2013 2 and 3-way contract data clean-up, and 2-way contract modifications begin

Original Pilot Phase 1 vendors transition to NIHRA and Help Desk July 22, 2013 Phase 2.1 NIHRA and Help Desk Go-Live August 20, 2013 August 22, 2013 Phase 2.2 October 1 2 and 3-way pilot vendor data clean-up complete Six new Pilot Phase 2 vendors begin view-only eVIP contract clause added to all new 2 and 3-way contracts Beginning of November Role mapping, contract modifications and data clean-up on all NIH 2-way contracts complete November 25, 2013 Phase 2.3 and Oracle Go-Live New pilot vendors begin invoice entry and new 2-way approval process go-live

eVIP : Faster. Cheaper. Better. 10 2-Way Approval Business Process Re-Engineering (BPR) eVIP : Faster. Cheaper. Better. 11 2-Way Approval Business Process Re-engineering (BPR) By using the same Oracle-based approval process for paper invoices, ICs and OFM will only have to manage ONE PROCESS in ONE SYSTEM. eVIP : Faster. Cheaper. Better. 12 High Level 2 Way Paper Invoice Process Changes eVIP : Faster. Cheaper. Better. 13

High Level 2 Way Electronic Invoice Process Changes eVIP : Faster. Cheaper. Better. 14 Oracle-Based Central Point of Distribution (CPD) Selection in PRISM The Central Point of Distribution (CPD) is an IC mailbox used to manage invoices for approval. As Is: Buyers manually enter Outlook-based CPD information on award documents. Vendors include the CPD on their invoices in order for MarkView images to be emailed to the ICs for approval. Missing CPD results in cancelled invoice. To Be: Buyers will select the Oracle-based CPD in PRISM at the time an Award is created from a mandatory drop-down menu. The CPD will be automatically stored in Oracle and will automatically route invoices for approval once the invoice is matched. eVIP : Faster. Cheaper. Better. 15 Next Steps for 2-Way Approval BPR April-May sessions: identification of CPDs for PRISM go-live in June 1. Build understanding within your 2-way community about new approval process. 2. Describe the Reviewer and Approver roles and begin thinking about who to map to these

roles in the fall. 3. Validate the CPD mailboxes for the new Oracle process. Note: CPDs must be determined before PRISM is updated: All new contracts: Buyers will begin selecting the CPD from the Payment Options field for all new contracts. All existing contracts: modify with the new Oracle CPD before December go-live. Fall sessions: finalize role-mapping for Oracle go-live in December. Participants in the role mapping session should include decision makers and experts involved in the 2-way approval process. eVIP : Faster. Cheaper. Better. 16 2-Way Approval Role Mapping Session Points of Contact (as of 04/19/2013) Acquisitions Office / IC Points of Contact NCI Pam Robbins, Mandie White, Lexi Hudak, Kelly Fowler, Jonathan Rudd, Prashant Kancherla

NHLBI Kathy Lightbody, Joanne Deshler, Mark Brady NLM NICHD Ryan Hash NIDA Amy Siller OLAO Brian Goodger, Greg Holiday NIAID Lily Bisson, Mike Kapsilis, Mahlon Lancaster, Brock Smith NIEHS Joe McGowan, Antoinette Bridges, Matt Burr, Connie Riley, Fran Wagstaff, Charles Conrad

CC Susan Nsangou ORF Jade Gilbert, David Stephens NITAAC Brian Goodger, Rob Cohen NIDDK Dinah Huffer, Claudia Gerwin ICs that are part of an Acquisitions Office but also manage some of their own 2-way awards: NIDCD: NINDS: NHGRI: David Schneider, Ken Strauch NEI:

NIA: NIAAA: NIMH: eVIP : Faster. Cheaper. Better. 17 John Ogle, OFM Deputy Director Jenny Macaulay, eVIP Change Management eVIP : Faster. Cheaper. Better. 18 Additional Information eVIP : Faster. Cheaper. Better. 19 Acquisitions Community Actions and Timeline eVIP : Faster. Cheaper. Better.

20 Phase 2.1 Pilot Vendor Summary Pilot Vendors Type of Contracts # of Open Contracts Sapient 3-way 11 Sapient Government Services 3-way 20 Sapient Government Services 2-way

4 CTIS 3-way 2 CTIS 2-way 6 Technical Resources Inc. 3-way 7 Technical Resources Inc. 2-way

22 Total 62 Data as of 4/05/2013 eVIP : Faster. Cheaper. Better. 21 Phase 2.2 Pilot Vendor Summary Pilot Vendors Type of Contracts # of Open Contracts Eagle Technologies Group 3-way 2

Enterprise Resource Performance Inc. 3-way 10 Roberts Oxygen 3-way 334 IntelliPoint Consulting Inc. 3-way 1 Deloitte 3-way 51 Deloitte

2-way 78 Johns Hopkins Medicine 3-way 93 Johns Hopkins Medicine 2-way 136 Total 705 Data as of 4/05/2013 eVIP : Faster. Cheaper. Better.

22 Phase 2.3: Open 2-Way Contracts Before the new process can go live, there are system changes to PRISM and Oracle, and 2-way Contracts need to be modified with new Oracle-based CPD information. 2-Way POs/Awards/Contracts All Vendors Pilot Vendors Total 2- Way Match Vendors 905 5 Total 2- Way Match Contracts/POs/Awards 7310 246 Total 2-Way Invoices (As of March 1, 2013)

3065* 79* IC/OD offices Impacted 20 10 COs Impacted 212 43 Buyers Impacted 385 48 *This # changes daily Data as of 4/05/2013

eVIP : Faster. Cheaper. Better. 23 Phase 2.3: Open 2-Way Contracts by IC IC NIAID NCI NHLBI NIDA NICHD NLM OLAO/NITAAC NIEHS OD/OLAO NIDDK ORF NIH WIDE CC NIDCD NINDS NHGRI NEI NIA NIAAA

NIMH Total Total 2-Way Contracts 2171 1302 1056 517 476 454 351 327 318 228 71 10 7 7 5 4 2 2 1 1 7310

% of Total 30% 18% 14% 7% 7% 6% 5% 4% 4% 3% 1% 0.14% 0.10% 0.10% 0.07% 0.05% 0.03% 0.03% 0.01% 0.01% 100% Cumulative %

30% 48% 62% 69% 76% 82% 87% 91% 95% 98% 99% 100% 100% 100% 100% 100% 100% 100% 100% 100% Data as of 4/05/2013 eVIP : Faster. Cheaper. Better.

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