Manage contacts for procurement

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foreign so I'm Shane Cooper but I'm going to be doing a presentation today on procurement operations management it's one of the new products with servicenow it is kind of standing on its own because it can be used by a lot of different products especially with Integrations it does utilize the out of the box old procurement plugin but it's not it's only a subsection of it just to make sure that everybody's in the right place this is about procurement so we are talking about the purchasing of anything the difference with this now is that it actually rolls in full procurement so if you've worked with any customers that have like Erp Solutions or any other type of external procurement software this is supposed to be that full Suite so we're looking at being able to roll in entire procurement departments into servicenow at this point you can also do Integrations with those other Erp Solutions and it makes it a little bit easier one of the biggest additions that we have here is that we are now talking about suppliers as well so previously you had vendors that you could work with or manufacturers or Publishers with the different product areas and servicenow now we're talking about actual suppliers where they have their own profiles in there they are able to update that information and be able to maintain their own products there is also a supplier collaboration portal to where suppliers can actually log in and maintain that information as well one of the biggest benefits of that is the request for X like rfx rfps rfis that is where this really comes in handy because a supplier can so think about a grocery store a lot of the grocery stores will do a white label products so they're products where it's like great value or anything like that that is a white label product and they will work with different manufacturers to bid on the ability to White Label their products so now those suppliers can actually log in update their information make sure that all their documentation is there make sure their profiles they are update their products update their pricing so it really comes in handy whenever we're talking about any type of like rfx RFI type of situation another benefit that we get with this is we have a new portal per se we have a new shopping Hub a new catalog there is a lot of differences between shopping Hub and service catalog though service catalog is still going to be your your main benefit with customers they're still going to be able to log in and present or ask for support they're able to log in and request different Hardware items different software items anything that you would typically put in the service catalog is still going to be in the service catalog now though whenever you're getting into shopping Hub you're actually getting into those supplier products supplier products can be created from any type of model within the cmdb and those supplier products whenever you go through shopping Hub it is forcing it to go down the procurement route so you're going to get into budget reviews any type of negotiations with the suppliers any type of approvals that have to go into that so it forces it to go down a procurement route as opposed to checking inventory or maybe routing it to a assignment group to get support on it so that is a good high level of this a lot of my time is actually going to be spent in a demo all right so I've got uh procurement case management up I really wanted to go through the menu here first to show so we have multiple different sections here procurement operations management has two subsections of products it's procurement service management and supplier life cycle management the supplier lifecycle management I'll just go through this really quick because I'm not going to spend a ton of time on this suppliers are able to work on their own profile they're able to update their own knowledge articles or a supplier manager will be able to update their own knowledge articles and then there are different cases that you can actually open up for the specific suppliers so like create a case around updating banking details or updating the supplier's profile or add or remove locations so you can have those cases to track the status of those tasks where the supplier is updating that information or you are updating that information for them then there is also the supplier collaboration portal so the supplier collaboration portal is where the suppliers will actually log in to like an external portal and they will be able to they will be able to log in and update their own information as an external company so yeah it is external companies that can log in and you will provide them login details it is an external portal that they can get into and they will be in charge of updating their information so you can actually assign them tasks or assign them cases for them to be able to update that information from the internal side there is a supplier a lifecycle management workspace that you can get into and that workspace is for Like A supplier manager internally to manage all of this information to actually keep track of the cases that are going out or keep track of the tasks and they can follow up with those suppliers in order to ask them like hey you've had this task out there for a while we need to get this information going or else you're going to miss out on the RFP deadline something like that I don't have any of the data the demo data in here but this is where that supplier management workspace this is where that person would work so there is one additional feature within supplier lifecycle management there's this supplier intelligence it's related to external Integrations there are some out of the box Integrations where it's easy to set up an integration with a customer system in order to pull that information in but it is kind of its own thing right now I don't have anything set up on this demo instance to show it but that is a feature of this no I have a general question Shane I have to leave on the half hour so I I don't know if you're going to address this but hopefully we'll this ultimately this is going to replace the procurement module that we know and all love today no it does incorporate that okay okay so but it's not going to help with those tasks for hardware and software assay management and all that no and I'm actually going to hit that at part of the demo today whenever you are looking at like a hardware model there is still going to be a separate catalog item that goes to the service catalog and a supplier product that goes to shopping Hub and so you're still going to have those two separate processes of those two separate workflows and it's still going to utilize the out of the box procurement module so I'll go through the rest of these menu items here so purchase automation there's a lot of automation that we can actually get involved with within procurement service management and I'm actually going to go through shopping Hub to show you to show you some of that automation so we're looking at the procurement workspace there this is the second workspace that comes with procurement operations management and this will allow you to actually look at the any of the tasks that come up from the procurement cases and keep track of that there's also the different sourcing requests the different requisitions negotiations are part of uh any type of that procurement process where you're negotiating with the supplier we can get into any type of order information so these purchase orders that actually is going to be the old procurement uh module so purchase orders purchase order line items this area is actually pulling in information from that receipt acknowledgment so if you've worked with the old procurement solution there is a way of receiving products in there so we can actually get receipt acknowledgment here we can actually handle more information with it though with specific receipt tasks any type of shipment details or prepayment options Milestones so there's a lot that goes into the receipt of a product as well primary data so this is where uh if you're starting an implementation this is where you will stay for a little while because we need to update the supplier information we need to update their supplier products the supplier products are actually created from the models so in your seem to be model table you'll have to make sure that you have all of those products or all of those models there that will become products specifically you can update your locations your ledger accounts so this is where a lot of that information is going to have to come from the customer and then we get into our Administration so this is where we'll get into the automation side of this so approval rules how uh do we need to set up any approvals for the requests that are coming through shopping Hub Ledger assignment rules so who's going to pay for this how are we tracking that in our financial Ledger and then purchasing assignment rules so you'll see whenever I go through the shopping Hub automation here it automatically gets assigned to somebody so this is going through that purchasing assignment rules section here and a lot of the case and task creation comes from the decision tables in this and so after we go through the process in shopping Hub I'll actually open this up and show you procurement case management is a big portion of this so we can actually look at the different cases and the knowledge articles that go along with it we also have procurement workspace here it's the same workspace that was above and then we have shopping Hub so I'm actually going to go into shopping Hub here but there's a lot of configuration that we can get into and I've mentioned the models a couple of times so we have an entire section dedicated to Model Management here that we will get into creating those supplier products so let me jump over to shopping Hub and I'm going to do two different items here one of them is going to go through and create a purchase requisition and then the other one is going to create a sourcing request so this one so this is a supplier product and we have our supplier which is bright carbon and it is a service and so we have a specific price for it we want to purchase by quantity so we can request to buy it this checkout over here is actually a record producer so since this is going to be a either a sourcing request or a purchase requisition it has a record producer that puts it directly into those tables and so we can say um I have a time frame that I need this by we're going to throw a couple of weeks out there and save it I'm just going to do a test here you can actually change this checkout here this is called a sourcing checkout you can change this and I'll show it whenever we get to the the Model Management side of this but this is using one of the out of the box features here and we can modify this to be exactly what the customer wants so we'll go ahead and complete the checkout you can see we have PRL so this is a purchase requisition that was created from this and so I will go ahead and review the purchase here and as a customer going into this or as an end user going into this portal you can actually see your status here and so they'll be able to watch it go through and see whenever it's finally closed and before we get too far into this I'm actually going to go through this one so if we're looking at a product something like this we can actually request pricing and we can negotiate based on our budget so I'll say my budget is a hundred dollars and we can request the pricing info and you see we have a different checkout now so I need a quote for this product we have different information that will fill out here if I don't need a quote let's say I just need more information is this a purchase for an existing project no and the reason I did this because it's easier to fill out here but you can see how it changes this is exactly how you would fill out for like a catalog item different variables and this is actually built out in catalog Builder so we'll submit that and we can review the request and so this is actually a sourcing request here so let me go through back over here so we get to see all the sourcing requests and we can see the one that I just entered here that battery and so we have our sourcing request we have our purchase lines and then part of this process so somebody would come in here who's in charge of the procurement section the procurement manager and then we go through and start begin the qualification so once we begin the qualification you'll see it actually created a budget review and so we'll actually have this case that we need to go through and confirm and you could fill out all this information here there isn't actually a flow that tracks kind of where this information goes so it depends on the process for each customer how they want to do this how do we handle when the states are changed who it's assigned to any of the activities or anything goes on if there's any procurement tests that need to get created all of that is configurable in the decision tables and so we'll go through and confirm and if I did this right we would have another case that is created so I'm just going back to the sourcing request and you can see we have another case that was created so this one is send NDA for Signature because we don't have any ndas on file if we had an NDA or any other contracts on file it would actually show up in this contracts related list here and so I'll go ahead and confirm this and we're done there and so with this one there isn't actually anything else that will do with the cases so it just depends now that it is qualified and we are good we can actually start having a procurement Manager work through and either if we need to go with negotiations we can add the procurement line or the purchase line to a negotiation let me open that up so we can add this to a negotiation if we need to we'll need to fill out additional information here or we can actually move this into closed complete once we once it's approved and we can go ahead and purchase it so let me go to the requisitions and the requisitions are a little different so there's a question in chat Did It capture what their budget was anywhere so on the purchase line in the sourcing request it captures their maximum budget so we have our purchase requisitions here so this is another one of the tables whenever you're filling information out on shopping Hub this is where one of those goes so we looked at bright carbon one of the items that we ordered earlier and this one has a little bit different of a flow that goes along with it so we have related contracts so we actually have information here already we have a case for a general ledger or coding review and all of this is actually created based on the decision tables so actually I'm going to go over to the decision tables now and show you where that information is so if we look at sourcing so there is a sourcing request task and case generation rule so this is the one whenever we saw the NDA case get created and we saw the budget review case get created it actually gets created through the decision table here so yeah another question uh does it support capex or Opex at the purchase line level yes so you could actually set your catback's account or your expense account information here so this is on the purchase line so in this decision table so you can actually see we had our first task was a budget review and then our second or our first case was a budget review and our second case was the send NDA for signature so we can actually look at these and actually I do want to open up this contract one so the contract one did not get created and if there is a contract review if there is a contract already attached to this customer so we can see Associated contracts is not empty so if they would have had a Associated contract then this case would have actually been created as well and so you can see this information here so if you need to modify the decision table you can actually add in additional cases that get created or tasks that get created and you can set the filters for what is required once it gets created so we only went through the first two so budget review and send NDA but if there's some additional cases you can set that up for the customer to be able to automate the case generation and have them have it follow their own process and these are actually created based on these templates here and so we can see once we create the the case we have all this information here for who it's going to go to there are specific assignment groups that came over with procurement service management so it's automatically assigning it to that group we have our short description and information so that case gets created based on this information here another thing I wanted to show were the purchasing assignment rules so we have PR assignment rules here sourcing requests any type of PR assignment or sourcing request that's going to be related to the purchase requisition or sourcing request that we created through shopping Hub and so those are going to get Auto assigned to these different people so I'm actually going to impersonate Warren and show you what that workspace would look like with all the different assignments all right so you can see Warren has quite a few tasks that are assigned to him some of them need to find a review some of them are new to review we have the distribution of work so negotiation events procurement cases purchase requisitions or sourcing requests so all that information coming through since Warren is one of the managers of the procurement division this is where they will live so we can have the supplier resources here so I actually want to show if we look at requisitions so this one that we did so we can see additional information here we have our cases like earlier so go ahead and confirm this case okay yeah it was the requisite or the sourcing request so there is one where actually here it's great out here so on the sourcing requests you can actually add those to negotiation events so you can actually create the negotiation events and that will support the conversation with the customer and so you can add any type of sourcing request to the negotiation events and that will provide the information necessary during those negotiations that was the other one that I wanted to show here so we went through the shopping Hub side we showed how a request is submitted we showed how it is using the record producers to add into either the sourcing request tables or the purchase requisition tables and then I've showed how the fulfiller site is done so we'll go through actually into the purchase request or the sourcing requests and go through that process that process is handled by the decision tables and the different cases that come up are based on how that decision table is set and the different managers are assigned or the different uh people that are assigned are based on the purchase requisition assignment rules so we are going to look at one of these iPads so we're looking at the iPad right now so we can actually see there is a related link here for publishing the hardware catalog so this is your Hardware model you can still publish it to the service catalog just how we've done with Hardware models or software models in the past that does go into the service catalog the biggest difference is once it goes into the service catalog you can actually configure the way of checking inventory so for Hardware you're going to check your stock rooms for software you're going to check your entitlements to see if there are allocations available the shopping Hub and procurement service management side does not do that once you go into shopping Hub and you request an item that is telling the system that you need to purchase this item so if you have inventory for something you want to make sure that you can actually have somebody go to the service catalog and request it um that being said we're going to focus on the supplier product side here today so we have all this information for the hardware item here we can actually create a supplier product or this one's already been created but there would actually be a related link for creating a supplier product as well and then once we go into that you'll see some of the additional tables here so purchasing automation we have some additional information here for that purchase or for that purchase Automation and then once we go into the supplier product we have additional information here so we have our pricing set for this and we can actually set that up to where whenever you saw the purchase of one of the items earlier there was a price on the shopping hub so you can set that pricing here you can set product visuals if there are any images that you want to show any type of Ledger assignment rules as to where this would come from and then I mentioned that sourcing checkout earlier whenever that window popped up to the side and that was the record producer you can actually create additional sourcing checkouts here and you can set them for specific supplier products to use so I did create a custom one just for testing I'm not going to show it right now but it it is utilizing catalog Builder to create the variables and have the questions gone through just like you would create a regular catalog item do we know if there's any training available um now learning yeah or if it's coming up yes uh there are actually two different classes um there is the procurement service management class which is really just a knowledge dump um it has a lot of videos and PDFs uh and PowerPoints that you can go through and then there is also a procurement operations management that actually has the videos that go along with it and it has labs and it provides you a it provides you with a class instance and so you can actually go through and do the labs with the procurement operations management class there is a slack channel it's the emerging products procurement service management channel that one actually has all that information in there we've posted the classes in there and posted additional information in there for any type of learning that you want to do well I hope this was uh beneficial for everybody if you have any questions after this that come up please feel free to ping me if I don't know it I should at least know where to look for the answer foreign [Music]