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YBuy Procurement Application

• Web-based application that calls SAP functions to create purchase requisitions and purchase orders

• Access requires a valid Y-12 User ID and password• Order authority is based on a combination of SAP roles and

training qualifications

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SAP Security• SAP utilizes security roles tied to positions in the company• Full integration with HR module • When users change positions in company, security roles must

be re-approved• SAP pulls data from other modules to build a robust internal

control structure

SAPSAP

FIFIFinancialFinancial

AccountingAccountingCOCO

ControllingControllingAMAM

Fixed AssetsFixed AssetsMgmt.Mgmt.

PSPSProjectProjectSystemSystemWFWF

WorkflowWorkflowISISIndustryIndustry

SolutionsSolutions

MMMMMaterialsMaterials

Mgmt.Mgmt.

HRHRHumanHuman

ResourcesResources

SDSDSales &Sales &

DistributionDistribution

PPPPProductionProductionPlanningPlanning

QMQMQualityQuality

ManagemeManagementnt PMPM

Plant Plant MaintenanceMaintenance

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YBuy Roles and Capabilities

• SAP Basic User – Individuals who can search the AVID catalogs but cannot create an order

• General Materials Requesters – Individuals who can order general supplies such as office products (materials that do not require inspection)

• Specialized Materials Requesters – Individuals who can order all types of materials (including those that require inspection)

• Service Requesters – Individuals who can request subcontract and specialized services

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YBuy Training

• MM-001A Specialized Materials Purchases (Q 50030490/D50069639)

• MM-002A External Services Requests (Q50166234/D50166237)

• MM-003A General Materials Purchases (Q50523257/D50523259)

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YBuy Request Role

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YBuy Training

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YBuy Logon Screen

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YBuy Homepage

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YBuy Functionality

• Home Page – provides messages and alerts to users plus links to appropriate YBuy training

• Catalog Search – users can search preapproved AVID vendor catalogs and submit purchase orders

• Manual Entry – users can enter manual purchase orders to AVID vendors or process a purchase requisition to a buyer in Procurement

• Shopping Lists – repeat procurements can be saved• Modified Requisitions – upon modification of a requisition,

YBuy sends email notice and re-routes requisition through workflow

• System Administration – administrators can control the availability of the system and create system alerts and messages

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YBuy Functionality (cont’d.)

• Catalogs – AVID vendor catalogs can be imported, reviewed, and exported to SAP– Number of Avid Catalogs – 31 (examples: Paper, Office

Supplies, Industrial Supplies, Lab Instruments, Electronics, Building Supplies, Electrical, etc.)

– 2009–Catalog PO’s = 30,296, Non-Catalog PO’s = 33,247• My Profile – Users can configure system defaults for their

personal data such as building number, cost object, etc.• CBE – Requests for reimbursement of controlled business

expenses such as personal mileage, food, awards, etc.• eStore – Allows punch-out to NNSA SCMC

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YBuy Questionnaires

eStore Link

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Questionnaire Purpose

• Sets appropriate system flags for inspection, health and safety review, QA levels, etc.

• Determines correct GL Accounts• Generates Email Notifications – Inspection, ESH, PAAA • Emphasizes requirements for specific materials and services• Sets material group (including those identifying high risk

property) which assigns appropriate release strategies (i.e. ADP requires IT, on-site requires ESH) (Safety Class items, notify QA for ESL)

• Drives required attachments such as Statement of Work, Sole Source Justification, Subcontractor Work Activity Evaluation, etc.

• System will not process requisition without attachments

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Sap Workflow – System Overview

• The purpose of the SAP Workflow system is to provide the end user with a single system to process all workflow items. A workflow item can be either notification that an event has happened or notification that requires the end user to take action.

• In the materials management or acquisition process, it serves as a tool to approve or reject purchase requests. For the YBuy system, it is used to approve or reject catalog orders and manual entry purchase requisitions or purchase orders. Persons who have been identified by management as designated approvers within their division will receive notification via this application to take action on a purchase requisition or purchase order.

• The routing of this electronic approval of purchasing documents is primarily based upon the account assignment (charge number) associated with the requests. This routing for approval is controlled by field personnel, not the materials management organization.

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Sap Workflow – Approval Strategies

• The organization structure established in the SAP Human Resources module is used to determine which employee has what level of approval authority. With very few exceptions, all approvals associated with the purchase of commodities or services are based upon the financial value of the transaction.

• This strategy was developed to provide budget control but at the same time provide some flexibility for the organizations. It is the responsibility of the Organization Manager to designate employees who purchase/approve at the following levels: