FY2009 P2P Process Exception Report for April

On behalf of the P2P Enhancement Project team members, we would like to offer our thanks for all of your effort and support during this year. This has definitely been our most successful and consistent year since the inception of the P2P initiative. Let's finish the year strong and move our overall supplier performance back to the 80% level.

FY2009 Results for April 2009

For FY2009, we will continue to employ the process performance metrics established at the onset of the P2P process initiative to guide our improvement efforts. We continue to ask that all School & Center P2P Champions continue to employ a "proactive" focus for managing process exceptions as defined in the P2P Exception Reports User Guide. Reducing exceptions improves the supplier payment performance and reduces the amount of administrative time spent on the P2P process. Performance goals and results for FY2009 through April are as follows:

1. Increase supplier payment within 30 day terms to 85%: April 2009 was 83% and we are at 78% YTD. Through April 2009, we continue to pay 87% of our invoices within 45 days and need to push this to below 30 days.
2. Clear invoice matching holds within 7 days: The baseline measurement from FY08 is 518 average monthly holds greater than 7 days. The FY2009 year-to-date average through April is 575, an increase of 11 %. April month-end invoice holds were 367, our third consistently good month in a row.
3. Complete invoice entry in BEN within 15 days of the supplier invoice date: The goal is to reduce these exceptions by 50% for FY2009. The baseline measurement of average monthly FY2008 exceptions is 7,896. The FY2009 year-to-date average for these exceptions is 6,974, a reduction of 12%. On average for FY2009 it is taking 22 days from the supplier invoice date for the PO invoice to be received in AP and scanned into the system. Year-to-date FY2009 it is taking 4 business days on average for AP to create the PO invoice in BEN once received and scanned into the system.
4. Purchase Orders approved after the supplier invoice date: The goal is to reduce these exceptions by 50% for FY2009. The baseline measurement of average monthly exceptions for FY2008 is 1,068. The FY2009 year-to-date average for these exceptions is 846, a 21% decrease. This continues to be our most consistent area for exception reduction throughout FY2009.
5. C Form Processing: The goal is to reduce the number of C Forms processed by 25%. The baseline measurement of average monthly C Forms for FY2008 is 7,099. The FY2009 year-to-date average for these exceptions is 6,858, a decrease of 3%.
6. Invoice Rejections: The goal is to reduce these exceptions by 50% in FY2009. The baseline measurement based of monthly exceptions for FY2008 is 274. The FY2009 year-to-date average for these exceptions is 303, an increase of 10%.