February 2022 Project Update

The information below is the February 2022 project update newsletter and is intended to share information related to the ShopUW+ Project. You may share this information with colleagues. For additional information related to the project visit ShopUW+ Essentials Phase 2 Updates.

P2P Project Phase 2 Planning Update

Watch the Phase 2 Overview Presentation video to learn more about Phase 2 of the P2P project.

The Research Materials Management (RMM) module is in the Discovery Phase. The Discovery Phase includes investigating and finalizing the scope of work to help the project team understand the broader context of the task and determine viability within the project timeline.

These major business functions are in the Preparation Phase: Contracts+, Spend Analytics, and Sourcing. The Preparation Phase includes validating the project plan and resources required for all phases of the project, reviewing prior documentation/research, completing pre-design work, and defining requirements.

The Supplier Manager business function is in the Design & Configuration Phase. The Design & Configuration Phase is for the work team to refine business requirements. Once the design requirements have been validated by the module lead, JAGGAER/NProdigy will configure the application/integration to meet design specs.

Standardized Reporting is in the Testing, Training, and Preparation for Deployment Phase. During this phase, full functions of the system will be tested and validated to meet requirements. The focus of this phase will also be for stakeholder engagement, learning and development, and technical preparation for go-live.

Business Function Phases

A grid outlining the various business modules and their respective timelines for 1) preparation, 2) design/configure, 3) test/train/prepare for deployment, and 4) deployment.

Phase 2 Project Updates Now on ShopUW+ Essentials

ShopUW+ Essentials has been updated to include updates on the work on Phase 2 business functions. This is your go to place for everything related to the access, resources, and updates of the ShopUW+ platform. Watch this video to learn more about the new navigation and information available.

Phase 2 Business Function Spotlight — Sourcing

We will provide a more in-depth look in each Project Update of a new business functions being developed during Phase 2 of the P2P project.

Sourcing allows select users to initiate and manage sourcing events, more commonly known as Requests for Bids (RFBs) or Requests for Proposals (RFPs). The Sourcing module will help UW System create a standardized and more automated sourcing process, improve the management of solicitations, and increase efficiencies related to establishing workflows from requisition to sourcing event to signed contract to PO. The standardized sourcing business processes will meet Institutional, State, and Federal compliance requirements based in policy and statute. The Sourcing module development includes dependencies on the Supplier Manager and Contracts+ module.

Deployment Target: October 2022

Benefits: Standardized, automated process. Improved management of solicitations. Improved visibility from requisition to sourcing event to contract to PO.

ShopUW+ Users impacted: Those involved in purchasing through a sourcing event. These include:

  • Procurement management/Purchasing directors
  • Purchasing Agents (including delegated)
  • Support staff/students
  • End users requesting sourcing event
  • Suppliers/vendors/bidders/prospective vendors
  • Campus financial managers

Module Work Status: The Work Team completed its discovery work in November, recommending to move forward with deployment of the Sourcing Module to accommodate all sourcing event types across the UW System. The Preparation Phase started in November and included several workshops to examine the sourcing module and make design recommendations. The Design Stage and Configuration is scheduled to begin in February.

The change management strategy will focus on engaging and educating stakeholders of the new business processes, requirements, workflows, and templates while identifying and understanding continuous opportunities for improvement.