Approach
The implementation of buyW&M, W&M's name for the comprehensive procure-to-pay solution, began in April 2020 and will complete in 2021. In addition to a core project team made up of representatives from Procurement, Accounts Payable and IT, stakeholders from departments throughout W&M and VIMS are serving on the implementation team in advisory as well as functional user capacities. The involvement of campus partners is critical to the success of this initiative.
Given the wide range of functionality encompassed in buyW&M, the following phased implementation approach has been adopted:
- Phase 1 – Supplier Management
- Phase 2 – eProcurement and Invoicing
- Phase 3 – Contracts+ and Sourcing
| Project Phase | buyW&M Module | Functions | Current Process(es) |
| 1 | Supplier Management | Vendor Onboarding including Vendor Requests & Registrations | eVA, Banner, DocuSign |
| 2 | eProcurement | Shopping, Requisition Approvals, Order Delivery, Procurement Contract Compliance Tracking | eVA, Banner |
| Invoicing | Receiving, Invoice Creation, Invoice Matching and Approvals | Email, Mail, Fax, In-person, Banner | |
| 3 | Contracts+ | Repository, Authoring, eSignature | Cobblestone |
| Sourcing | Events, Auction | eVA |
