Procurement
Focus Groups
A team of focus group members was nominated and selected to help shape training materials and end-user touchpoints. The team worked with UPL workstream leads between February and May 2023, and will be resources for their respective MAUs when onboarding the SAP Ariba®.
| Team 1 Led by Rachel Maas (IT Procurement) and Melinda Markham-Phillips (Specialty Procurement) |
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|---|---|---|---|
| Sharon Bassette College of Law |
Cyndi Finkhouse Information Technology (MSU IT) |
John Garcia College of Osteopathic Medicine |
Renee Graff College of Agriculture and Natural Resources |
| Jennifer Keddle College of Engineering |
Nicole Vandermoere MSU Finance |
Melissa Flegel College of Communication Arts and Sciences |
Lauren Woodworth Office for Civil Rights and Title IX |
| Team 2 Led by Jainaba Faal (IT Procurement) and Adam Tithof (System Governance) |
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|---|---|---|---|
| Stacey Dawson Culinary Services |
Ronda Decker College of Veterinary Medicine |
Elyse Hansen College of Social Science |
Rachel Hiatt MSU Extension |
| Brandi Howell Student Life and Engagement (SLE) |
Lynn Mande University Arts and Collections |
Amanda McNew College of Education |
Tyler Neal Contract and Grant Administration (CGA) |
| Team 3 Led by Matthew Uebel (IT Procurement) and Lori Young (Payment Systems) |
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|---|---|---|---|
| Amanda Goll Office of the President |
Anita Hernandez University Outreach and Engagement |
Julie Lowman University Communications |
Sierra Matthews Eli Broad College of Business |
| Alexander Scott College of Human Medicine |
Ben Shuart Facility for Rare Isotope Beams (FRIB) |
Matthew Thalls Office of Audit, Risk and Compliance (OARC) |
Heather Waldofsky Infrastructure Planning and Facilities (IPF) |
Frequently Asked Questions
General
SAP Ariba is an industry standard system that will bring MSU's entire purchasing process into one platform, from the initial requisition process to final approval of payment. This shift will enhance buying and invoicing efficiencies, providing benefits to both the university and our partners.
University Procurement and Logistics (UPL) is taking a module-based approach to our rollout. What does that mean for university end users?
UPL launched three modules—Supplier Lifecycle Performance, Sourcing, and Contracting—in Fall 2023 to our Procurement and Accounts Payable staff. Suppliers are being onboarded in phases. End users will gain system access to all modules later in 2024 when the Buying and Invoicing module goes live. No action is required at this time.
Shifting to SAP Ariba includes a variety of anticipated benefits for the university, such as:
- Faster processing of purchase requisitions and purchase orders
- Reduced manual work, including emails and phone calls
- Decreased payment processing times for suppliers
- Order processing and status visibility, from requisition to payment
- Improved reporting capabilities and a better audit trail
UPL is communicating directly with suppliers throughout this transition, but if a supplier contacts you with specific questions, you can direct them to this FAQ page or to p2p@msu.edu to seek answers from our UPL team.
Process changes
There will be new processes as part of the transition to SAP Ariba, such as a new process for submitting requisitions; however, these changes are aimed at improving efficiencies in the university’s procurement and payment processes.
Yes, direct ordering through MSU Tech Store will not have any immediate change due to SAP Ariba’s implementation in how university users order from them.
Yes, the IT Readiness form process remains the same as it is today and will need to be submitted on a purchase requisition (PR) in SAP Ariba for items not on the Approved Software List.
FAMIS is not impacted by the implementation of SAP Ariba at this time. The UPL team is working closely with the Planon implementation team.
FRIB is not impacted by the implementation of SAP Ariba at this time.
KFS to SAP Ariba
KFS will not go away and will still be the system of record at MSU for general ledger entries, vendor* records, and payment records. SAP Ariba will become the system of record for procurement—including new POs and contracts—and invoice detail.
*Only PO vendors will be created in SAP Ariba, but these records will be duplicated into and maintained within KFS.
*Only PO vendors will be created in SAP Ariba, but these records will be duplicated into and maintained within KFS.
No, these will remain in our current financial system, KFS, at launch. Associated payments will also be processed via current methods until a sunset date is announced for older orders.
Yes! Similar to KFS, purchase orders (POs) can be amended in SAP Ariba by sending an email detailing the amendment request to an appropriate Procurement buyer.
When SAP Ariba goes live, all new purchase requisitions (PRs), purchase orders (POs), contracts, and invoices will be made in SAP Ariba. Certain PO amendments on existing POs may also be required to be moved to the new system, although existing POs will not immediately sunset in KFS until their scheduled contract end date or until a sunset date for all legacy contracts is announced. Any other eDocs (e.g., PCDOs, DVs, etc.) will remain in KFS.
All users that have access to KFS will also be granted access to SAP Ariba and will have the appropriate permissions based on their role in KFS. Preferences will not transfer over, but default accounting, organization, and shipping information can be set within your new user profile at go-live.
Yes, ad hoc routing is a robust functionality within SAP Ariba.
Invoicing
Suppliers will directly submit invoices electronically through their SAP Business Network account to MSU’s Accounts Payable (AP) department, providing faster invoice processing.
When a supplier submits an invoice, SAP Ariba will automatically audit invoices against the purchase order (PO). If the invoice is flagged for any reason, it will route to Accounts Payable, the MSU department, or the supplier for resolution, depending on the identified issue.
Fiscal officers (FOs) are on the route log for all invoice payments, much like they are today in KFS. FOs can ad hoc route to other approvers as needed for additional control.
Fiscal officers (FOs) are on the route log for all invoice payments, much like they are today in KFS. FOs can ad hoc route to other approvers as needed for additional control.
The best way to avoid discrepancies between the PO and the invoice is the same as it is today in KFS: ensure all pieces (including the initial quote, requisition, purchase order, and final invoice) match in terms of line-item quantity, descriptions, and price.
No, the PCard program will remain the same as it is today, and PCard transaction eDocs (known as PCDOs) will continue to be processed in KFS as the financial system of record.
PCard transactions that require a requisition for approval prior to purchase (e.g., IT software) will require the requisition to be submitted via SAP Ariba.
PCard transactions that require a requisition for approval prior to purchase (e.g., IT software) will require the requisition to be submitted via SAP Ariba.
Yes, the invoice detail will be available in SAP Ariba and can be downloaded by university users.
All invoices will route to FOs for approval which is also a confirmation of items received or services rendered. If issues arise, please contact Procurement staff to address fulfillment issues of the PO.
Existing POs will remain in our current financial system, and invoices should continue to be submitted via email to MSUPAY@msu.edu following current procedures.
Yes, invoice details will be reflected on the purchase order, including if there are multiple invoices against one PO. Payment disbursement information will be located within KFS, as the financial system of record.
Access and Training
When MSU launches the Buying and Invoicing module in 2024, a tile will be added to EBS, similar to the KFS tile that currently exists. Spartan Marketplace will maintain its current solo tile and will also be available through the SAP Ariba tile.
Prior to go-live, University Procurement and Logistics (UPL) will publish tutorial materials so that users can become familiar with the new system. Live training will also be offered by UPL staff that have been involved in the configuration/implementation process, many of whom have experience with SAP Ariba from prior employment.
No, suppliers will be invited to transact with MSU via SAP Ariba and will complete a registration form once a bid is won to onboard. Our public bid systems will allow bid registration for all prospective suppliers, including those who have not previously done business with MSU. Training materials will be available via their SAP Business Network account or disclosed on our public bid instructions.
Users that submit or are on the routing of a document within SAP Ariba will be able to see it. Other users will not be able to see documents unless they are added as part of routing.
Suppliers
Yes, conducting business via the SAP Business Network will be required as MSU purchase orders and invoices will soon be transmitted using this platform.
Generally, suppliers new to the SAP Business Network start for free as a Standard Account Supplier; however, suppliers that upgrade to an Enterprise Account may be eligible for fees based on the volume of transactions on the SAP Business Network across all their customer relationships. More information regarding supplier pricing is available on SAP’s website.
When MSU is ready to contract with a supplier, they’ll receive an invitation to register on SAP Ariba and to connect to MSU. Suppliers will be required to have an Ariba account to transact with MSU.
In addition to being able to conduct business with MSU and other suppliers via the SAP Business Network, SAP Ariba offers several benefits for suppliers such as real-time PO delivery and more efficient invoice processing (with self-service status checking).
SAP Ariba has sent Enterprise Account suppliers important communications and instructions for joining the SAP Business Network. This includes establishing a trading relationship with Michigan State University on the SAP Business Network and properly configuring your SAP Business Network account. We appreciate your prompt action on all communications and requests regarding this initiative. Standard Account suppliers will receive more information and sign-up actions.