Overview

Background

This project was preceded by PPS003 which reviewed the user requirements and considered whether the user needs could be met by a single system. The result of the investigation was that SciQuest would be retained and supported as the eCommerce system of choice by the Procurement Office.

Scope 

The outcome of PPS003 has recommended the retention of SciQuest, so the project will primarily be concerned with moving users who use PECOS to SciQuest. As PECOS will no longer be supported by the Procurement Office, this system will be decommissioned.

PECOS offers some functionality that is not isn’t currently provided by SciQuest. As the analysis progresses, the project will determine which functionality can be replicated in SciQuest.

PPS003 informed the business decision to make SciQuest the system of choice but there still remains some analysis into how the desired integration with existing Finance and Procurement systems will be achieved. This work was de-scoped from PPS003 and will now form the first phase of the eCommerce Implementation. The initial request for signoff is therefore for the budget to complete the analysis to complete the integration requirements with a further milestone to request authorisation for the remainder of the project to proceed following once this is complete. 

As well as transferring users from PECOS, a number of integrations are desired to allow for the most efficient operation of SciQuest, both from a user and a support perspective. Although eProcurement would like to investigate these integrations and if possible implement them, they are not considered essential to the success of the project. The current business processes can support the transfer of the users from PECOS to SciQuest without any changes.

An analysis of the requirements for these integrations and how the interfaces and functionality can be achieved, will be undertaken to produce more detailed requirements and identify any opportunities to standardise interfaces, and reduce support effort.

This work is needed to provide more detailed requirements into how the project objectives can be achieved and an overarching project plan can be produced.

Not in Scope This project will not cover:

Any investigation or contribution to the decision between SciQuest and PECOS. SciQuest has already been chosen as the system the Procurement will support and this was covered by project PPS003.

Objectives

1. Migrate all PECOS users onto SciQuest by the end of November 2015.
2. To migrate the required suppliers that are on PECOS onto SciQuest.
3. To implement any interface improvements identified during analysis phase.
4. To decommission PECOS

Deliverables

1. Requirements gathering and analysis with key stakeholders.
2. Existing interfaces documented.
3. Gap Analysis for eProc(eFin)/ SciQuest.
4. Investigating, and if possible, implementing an option for a Good’s Receipting facility.
5. A facility for ensuring the use of valid and current codes.
6. A method of maintaining user accounts and ensuring valid authorisation.
7. Communication plan for rollout and advising users of the change.
8. User Training provided and eProcurement Help documentation updated.
9. Decommissioning of PECOS.
10. All the required suppliers moved over from PECOS to SciQuest prior to the Go-Live date.
11. All users moved across from SciQuest to PECOS.

Benefits 

• A single system for all eProcurement users.
• Moving from two systems, to a single system will result in reduced effort required for training and support.
• It is anticipated that moving all the users to SciQuest, will result in an improved user experience as SciQuest has better functionality

Success Criteria 

All users of PECOS successfully using SciQuest for all their eProcurement needs, with minimal interruption to service.

All users of SciQuest continuing to use SciQuest with their eProcument needs being met, with little or no interruption to service.

All suppliers moved to SciQuest, resulting in all suppliers being managed in one system.