Business Process Workshop Session

Inventory
1

Welcome

Introductions
Do you currently use Core-CT? If so,
what modules do you use?

BPW Introduction,
Project Update & Agenda
Project Director

BPW Objectives
Understand the new process flows
Identify largest impacts and changes
Focus on operations, not the system
Discuss operational issues that include:
Roles and responsibilities; skill impacts
Workload
Forms and documentation
Process and procedure changes
Scope of impact

Develop action items to address operational issues

Map Inventory Personnel to Core-CT Inventory roles

BPW Assumptions
Statewide policies will be updated by the responsible
agency
Agency specific policies and procedures will be
updated by the individual agency
Participants already know how to manage their
inventory and understand the business rules prior to
attending Core-CT training

BPW Participant Expectations

Think creatively - this is an opportunity to maximize the
performance of your team
Use the Core-CT staff including ARCs and facilitators as
resources during the working sessions
Dont expect to solve all issues/impacts during the session
You will start here today and follow-up work will be done at
your agency and coordinated by your ARC

Training Approach
PeopleSoft Navigation Tutorial
Overview Courses
Animated PowerPoint in a Flash format
May be taken at your desktop or in a classroom based
on your agency requirements
You complete it when it is convenient for you prior to
beginning transactional training
You may take the Overview as frequently as needed

A new approach to classroom training

Exercises are simulations based on the production
environment
Instructor-Led
Each exercise may be repeated

Inventory Pre-Training Sessions

Pre-Training Sessions give Super Users the opportunity to
view the system sooner and ensure agency-specific data
is in the Sandbox.
Objectives:

Provide Super Users with Self-Paced training in Sandbox environment

Test Job Aids, WLA documents and other training materials
Collect agency specific training points to be covered by instructors

Participants:

Inventory Super Users

Activities and Timing:

Held 5/2 through 5/13 (TBD); invitations to be sent in April after Super
Users are identified by agency sponsors
Full day session: Includes data entry and discussion with training team
members. Held on site at Core-CT

Task Reminder

Please submit Tasks 114 and 116 (Inventory Configuration) if you have
not done so already
Inventory Conversion Mock File 1 is past due and Mock File 2 was due on
3/1 (Task 106)

BPW Activities
Agency Participants Workbook
Includes questions which will drive breakout session
discussions

End-User Validation
Complete Inventory Role Spreadsheet (Due by April 15)
Review Inventory Role Handbook
Identify Inventory users and associated roles

BPW Activities
Role Handbook
Inventory has seven roles
Agency
Agency
Agency
Agency
Agency
Agency
Agency

Inventory Processor
Inventory MSR Processor
Inventory Express Issuer
Inventory Approver
Inventory Adjuster
Inventory Reviewer
Financial Inventory Processor

EPM role needed for EPM access

Role assignments will be completed during BPWs
Roles are NOT intended to reflect job titles

10

BPW Activities
Role Assignment Steps
1. Review and understand roles
2. Review Agency Inventory structure
3. Determine employee tasks
4. Complete role assignment spreadsheet for your Agency in
conjunction with your ARC
5. Review agency roles for separation of duties

11

Inventory Overview

12

Inventory Overview

Inventory
Setup

Inventory
Accounting

Demand
Fulfillment

Enter
Inventory

Maintain
Inventory

13

Inventory Overview - Impacts

Inventory Online System versus Spreadsheets or Index
Cards (for many agencies) to process and keep track of all
Inventory related transactions
All Warehouses/Stock Rooms (typically equivalent to one
Inventory Business Unit) must have a computer with
broadband Internet and Core-CT Access
Core-CT User Access: Monday Saturday 6am to 7pm;
24x7 access will be available to certain Inventory users on
an as needed basis. However, agencies will have to
develop a process to capture Inventory transactions in CoreCT that occurred during a non-access time, such as a
system-wide outage.

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Inventory Setup

15

Inventory Overview

Inventory
Setup

Inventory
Accounting

Enter
Inventory

Demand
Fulfillment

Maintain
Inventory

16

Inventory Setup Item Maintenance

Items is Over the

Agency Delegated
Purchasing
Authority (Items
Over $50,000)

Items using Agency

Delegated
Purchasing
Authority (Items
$10,000-$50,000)
Items using
Agency Delegated
Purchasing
Authority (Items
Under $10,000)

Buyer Contacts
DAS or DOIT
Procurement for
New Items

DAS or DOIT
Contacts Vendor/
Creates Contract

Load Vendor
Catalog in
Catalog
Management

Define Inventory
UOM
Send DAS
Supplier Kit to
Vendor

Send
Completed DAS
Supplier Kit
Back to Agency

Agency
Creates the
Contract

Agency Assigns
Item to the
Inventory
Business Unit

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Inventory Setup Structuring Facilities

Today

Warehouse/
Storage Facility

Aisle
Stock Room 1

Cabinet
Shelf
Bin

Core-CT

Define Inventory
Business Units
(i.e.CMEM1)

Define Level 1
Define Storage
Areas

Define Level 2
Define Level 3
Define Level 4

Define Storage Locations

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Inventory Setup - Impacts

The following must be complete for new Items in Core-CT:
Buyer is contacted regarding the new item to be stored in inventory. The
Buyer determines how the contract is set up.
1. Over the Delegated Purchasing Authority, ($50,000)
2. Under the Delegated Purchasing Authority, ($10,000 - $50,000)
3. Under the Delegated Purchasing Authority, (under $10,000)

Catalog Management (CM) is notified to load the catalog. The agency or

DAS or DOIT notifies CM depending on which three steps above were
used.
Agency Inventory Processor assigns the item to the Inventory Business
Unit.
DO NOT ORDER BY DESCRIPTION. You will need a CM number to put
the item away.
For DAS Supplier Kit information, please navigate to:
http://www.das.state.ct.us/Purchase/Info/supplier_kit.asp

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Enter Inventory

20

Inventory Overview

Inventory
Setup

Inventory
Accounting

Enter
Inventory

Demand
Fulfillment

Maintain
Inventory

21

Enter Inventory - Purchasing Impacts

Receive Items through

Purchasing

Buyer Populates
Inventory BU on
REQ/PO

(New)

Enter Receipt

Select
Locations
(Optional)

Receiver
Interface Push
Process
(Batch)

(New)

(New)

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Enter Inventory

Receive Items
through
Purchasing

Load Staged
Items
(Batch)

Staging
Errors?

Print & Review

No Putaway Plan
(Optional)

Enter
Stockroom
Feedback
(Optional)

Complete
Putaway
(Batch)

Yes

Correct Stage
Errors

Express
Putaway

23

Enter Inventory/Purchasing - Impacts

The Buyers will need to enter the appropriate Inventory Business

Unit information when creating Purchase Orders/Requisitions for
Inventory items

Items must not be ordered by Description on the Purchase

Order (PO). If this is done, the Catalog Management numbers will
not display on the PO or Receipt and goods cannot be putaway to
Inventory.

Receivers will be responsible for managing the new steps in the

Receive Items through Purchasing process (Receivers already
manage existing steps)

Putaway Plans cannot be printed until all Load Stage Item errors are
corrected

In order for items to be received and putaway into Inventory

properly, the Buyer must make sure that the Receiving Required

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Demand Fulfillment

25

Inventory Overview

Inventory
Setup

Inventory
Accounting

Enter
Inventory

Demand
Fulfillment

Maintain
Inventory

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Demand Fulfillment
Cancel/Hold
Request
(If Needed)

Enter MSR*

Approve
MSR*

Print & Review

Picking Plan

Enter Material
Picking
Feedback
(Optional)

Picking
Confirmation
(Batch)

Ship Orders

Stock
Depletion
(Batch)

Print & Review

Packing Slip

Reserve
Materials
(Batch)

Enter
Express
Issue
*MSR = Material
Stock Request

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Demand Fulfillment

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Demand Fulfillment

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Demand Fulfillment - Impacts

Before a Material Stock Request (MSR) or Express Issue

stock request can be created for a new item, a contract
must be completed, see Inventory Setup, and the Catalog
Management team must enter the catalog into Core-CT.
Once Business Unit items are defined by the Agency and
stock is putaway, an MSR or Express Issue stock request
can be created for the new item.

Stock counts will be updated in Core-CT immediately once

an Express Issue request is created and saved.

MSR stock counts will be updated in Core-CT periodically.

Core-CT introduces the concept of Quantity Available that

includes outstanding supply (from Purchasing) and
outstanding demand from MSRs.

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Inventory Accounting

31

Inventory Overview

Inventory
Setup

Inventory
Accounting

Enter
Inventory

Demand
Fulfillment

Maintain
Inventory

32

Inventory Accounting

Agency Financial
Inventory
Processor

Inventory
Transactions

EPM User
with at least
one Inventory
role

Transaction
Costing
(Batch)

Extract CO59 Data from

EPM

Accounting
Line Creation
(Batch)

Accounting
Errors?

Yes

Correct Line
Errors

EPM User with

at least one
Inventory role
No

Extract
Accounting
Lines using
EPM

Process
Spreadsheet
Upload

It is recommended that the

person who currently
processes Inventory
accounting lines completes
the spreadsheet journal.
However, uploading it to
Core-CT must be done by
the Agency GL Reviewer.

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Inventory Accounting - Impacts

It is recommended that Agencies that will process charge

backs do so on a monthly basis. However, Agencies with a
large number of issues to process may process charge backs
more frequently. All charge backs must be done before the
end of a fiscal year to properly value the Inventory.

OSC determination that all Agencies will use the FIFO (First In
First Out) Costing method for valuing Inventory. The effect of
using the FIFO costing method will be largely transparent to
users.

Agency Financial Inventory Processors must check for and

correct accounting line errors in addition to extracting relevant
Inventory transaction data from EPM (assuming they are given
EPM access).

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Inventory Accounting Impacts

(Continued)

The personnel in your agency that create and maintain

spreadsheet journal entries using Microsoft Excel must
communicate to the Agency GL Reviewer when a spreadsheet
journal is ready to be uploaded to the Core-CT General Ledger.

An EPM extract will be used to prepare the CO-59.

For FY 2005, you will generate the current CO-59. The revised
CO-59 will be available for reporting Inventory FY 2006.

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Maintain Inventory

36

Inventory Overview

Inventory
Setup

Inventory
Accounting

Enter
Inventory

Demand
Fulfillment

Maintain
Inventory

37

Maintain Inventory

Review/Update
Inventory Status

Inventory Adjustments

Inventory
Replenishment

Bin to Bin Transfers

Counting Inventory

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Maintain Inventory - Counting

Setup
Counting
Event

Enter Counting
Results

Run Create
Counting Event
Process

Print & Review

Reconciliation
Report

Print & Review

Counting Sheet
Report

Count
Inventory

Adjust Count*

*The Agency Inventory Processor uses

Express Putaway to add to the Inventory count.
The Agency Inventory Adjuster uses
Adjustments to decrease the Inventory count.

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Maintain Inventory - Impacts

The Agency Inventory Processor must communicate with the

Buyers in order to replenish Inventory once re-order points
have been reached (if this is not done already).

Inventory discrepancy reports do not print automatically.

Inventory users must use the Inventory modules pages and
reports in order to determine discrepancies.

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Inventory
Breakout Session

Complete Agency Participant

Workbook (pages 1-3)

41

Inventory Role/User Mapping

42

Inventory Role/User Mapping

Use the Role Handbook along with the following Inventory
Role slide information to assign roles to users
Inventory has seven roles

Agency
Agency
Agency
Agency
Agency
Agency
Agency

Inventory Processor
Inventory MSR Processor
Inventory Express Issuer
Inventory Approver
Inventory Adjuster
Inventory Reviewer
Financial Inventory Processor

Although a role may give access to a page, not all users will
need to use/transact on every page. This will be defined by
your agencys business process needs.
Various roles have been identified so that checks and balances
are in place

43

Security Overview
Core-CT Security Team allocates page and Business Unit access
in the system
Page access is given by assigning role(s) to users in Core-CT
Prior to Core-CT Inventory Implementation:
BPW attendees complete Role/User mapping
BPW attendees identify which Business Units users will get access
to
Training Team will provide Security Team with the Role/User and
Business Unit information in order for Inventory personnel to have
the appropriate access in Core-CT for Inventory Go-Live

Post Core-CT Inventory Implementation:

Agency Security Liaisons will provide new or modified user access
requests to the Core-CT Security Team

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Inventory Navigation Menu

(Example)

*This is not a
finalized Inventory
menu this is only
an example.

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Agency Inventory
Processor
Day to Day Tasks:

Updates unfulfilled stock requests and cancels/holds stock requests

Reviews fulfillment information: Fulfillment Status, InterUnit Stock

Status, and Stock Request information

Monitors Inventory depletion/stock levels

Runs Manual Replenishment Report

Reviews and corrects Inventory item putaway staging information

Completes putaway

46

Agency Inventory Processor

(Continued)
Additional Tasks:

Maintains Business Unit item information

Maintains storage locations (including storage areas, levels, default

putaway locations and default picking locations)

Prints and reviews putaway plan

Enters stockroom feedback

Enters Express Putaway

Participates in and monitors Inventory reservations, corrects

reservation errors

Participates in and monitors Inventory picking; which includes printing

and reviewing the picking plan, entering picking feedback, and
confirming picking information

Participates in and monitors Inventory shipping (prints packing slip)

Performs bin to bin transfers

Reviews and updates Inventory status

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Agency Inventory MSR Processor

Task:

Creates Inventory Demand by entering Material Stock

Requests

48

Agency Inventory Approver

Task:

Approves Material Stock Requests

49

Agency Inventory Express Issuer

Task:

Creates Express Issue stock requests to fulfill inventory

demand

50

Agency Inventory Adjuster

Tasks:

Performs the physical count process

Makes adjustments to Inventory

Other Information:

Agency Inventory Processors, Agency Inventory MSR

Processors, Agency Inventory Express Issuers, and Agency
Inventory Approvers do not perform Inventory counts or adjust
Inventory due to segregation of duties

Adjustments are only made to decrease Inventory

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Agency Inventory Reviewer

Tasks:

Runs inquiries to review Inventory information to support

business functions of the unit

Runs Inventory management reports

Views Inventory Business Unit transaction information

Views Inventory maintenance information

Views Business Unit item, storage area, and storage location

setup information

Other Information:

Has view only access to many of the pages that the Agency
Inventory Processor has access to

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Agency Financial Inventory Processor

Tasks:

Reviews and corrects Inventory transaction costing and

accounting line transactions

Other Information:

It is recommended that users with this role are also assigned

EPM access so that:
The CO-59 EPM extract can be processed
Accounting Lines can be extracted
Other EPM queries can be run

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Inventory
Breakout Session

Complete the last page of the Agency

Participant Workbook

Review Role Handbook

Complete Role Spreadsheet

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Inventory Closing Activities

Role spreadsheet has been completed

Any information that you are unable to complete on the role
spreadsheets in this session must be submitted to the Core-CT
training team by April 15
Email role spreadsheets (and questions) to:
training.questions@ct.gov

Inventory Super Users have been identified

Responsible for entering agency-specific data during the pretraining sessions that are being planned for May

Agency-specific information has been provided

Agency-Participant Workbook has been photocopied

Thank you for attending todays session

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Wrap-Up

Questions?

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