October 2022 Project Update

The information below is the October 2022 project update newsletter and is intended to share information related to the ShopUW+ / Procure-to-Pay (P2P) Project. You may share this information with colleagues.

Success, congratulations, and thanks

As you can see in the Phase 2 Business Function Work Plan (see image below), all the major business functions have been launched according to plan. Many individuals across the UW System spent countless hours preparing for the deployment of these functions. A huge THANK YOU to those individuals, project teams, project leads, and our consultants for achieving this success. Our work isn’t done, as our teams will continue to support training, identify and address issues, and provide customer support.

Grid shows business function/module/process status, including the different stages: preparation, design/configure, test/train/prepare for deployment, and deployment. All major business functions (Sourcing, Contracts+, ChemManager+ (partial), and Supplier Manager) have been launched.
Click image above to enlarge.

Sourcing and Contracts+ modules launched October 17

ShopUW+ launched its Sourcing and Contracts+ modules on October 17. The Sourcing business function will standardize the business processes of event initiation and creation, bid posting, and awarding to suppliers. ​Those involved in sourcing events will see a change in the use of standardized templates for RFx events and the workflow to drive the business process requirements paired with automated bid posting and award functionality. ​This will improve the management of solicitations and the transparency of a sourcing event from requisition to sourcing event, to contract, to PO.

The Contracts+ module will automate the contract creation process and improve access to contracts across the UW System. The module will deploy functionality that defines standardized business processes for contract request, development, and approval. It will also house a central, forward-facing contract repository that will be used by all campuses to improve access and management of contracts while increasing compliance.

For ShopUW+ users of these functions, all training resources for Sourcing and Contracts+ are available on the ShopUW+ Training Resources page. Drop-in sessions have been scheduled for users with the new Sourcing/Contracts+ roles October 18-November 10, 2022. Hands-on training will be offered November 8-18, 2022. These users have been notified of these opportunities and registration.

For Suppliers, the Supplier Resources page includes instructions on registering as a supplier, searching and submitting bids, and managing contracts.

ChemManager+ update

The ChemManager+ module was deployed Aug. 22, 2022 at UW-Milwaukee (4 pilot departments), UW-Stevens Point, and UW-Oshkosh as part of the wave 1 project installation. On September 26, ChemManager+ was deployed in 8 UW-Madison pilot labs and 6 more Milwaukee departments.

November 7, 2022 is the go-live date for the next wave of comprehensives launching ChemManager+. This wave includes UW-Green Bay, UW-River Falls, and UW-Stout. The project team has been working with the campus leads in preparing the campus for go-live.

The final wave of comprehensives is scheduled to go live on January 30, 2023. This includes UW-Eau Claire, UW-La Crosse, UW-Platteville, UW-Parkside, UW-Superior, and UW-Whitewater. Kickoff sessions with the designated campus leads will take place before the end of October.

ChemManager+ users are asked to contact their campus lead and attend the scheduled drop-in Office Hours sessions if they have questions. ChemManager+ users can get training information on the ShopUW+ Training Resources page.