SAP Quote to Billing

BITS is pleased to announce the launch of a new Quote to Billing solution for the SSF platforms that is intended to replace the Quote Server application. 

Quotes Server is the way that the Broad engages with scientists to agree work, scope, and pricing for our platforms. It generates quotes, manages the approval process and post work to be billed. SAP and a new Quotes app will replace this outdated technology during FY2019.

Since the start of the project, we have been working with representatives from each platform to guide the development of the new solution. Users from each platform have participated in multiple rounds of end to end testing of the new solution and will be assisting as we roll the product out to the Broad platforms. 

We will be rolling out the new Quote to Billing solution in several waves.  The first wave of platforms will begin using the new product at the end of January and will include BiTStore, CDoT, Imaging, and Prism.  Over the course of the following months, the remaining platforms will be migrated over to using the new system.

Benefits of new solution:

• Modern, streamlined user interface for Investigators and Customers to approve their Quotes, track their progress and access copies of invoices.
• Improved reporting capabilities for Platform Managers, Project Manager, and Customers that will include data visualization tools (Tableau) and other detailed reporting tools.  
• Increased flexibility in pricing products and materials, including the ability to provide discounts and markups on a Quote.
• Robust back end platform (SAP) allows BITS the ability to configure and deliver enhanced functionality to meet the changing needs of the Broad SSF Platforms.  

What you need to know:

• Training - BITS will work with each platform to provide hands on training sessions that cover everything you will need to know on the new system.  Training topics will include:
  • Project Manager Training
    • Building Quotes and pushing them through workflow approval process.  
    • Funding and updating funding on a Quote.
    • Reporting completed work against a Quote.
  • Platform Reviewers
    • Reviewing and approving quotes
    • Reviewing and approved completed work
  • Finance Group
    • Reviewing / Approving Funding
    • Updating Funding Information
    • Creating new master records (Customers, etc)
• Quotes - New Quotes will be created using the new solution, but some platforms may choose to finish up existing Quotes in the old Quote Server application.  In some cases we may convert the remaining amounts on Quotes, but we will not force platforms to do that.
• Investigators and Designees - As Quotes are issued to Investigators (and their designees) they will be directed (via email) to a new application where they can review Quotes and approve them.  The new site will also provide visibility to their open Quotes as well as any open invoices related to the Quotes.  Broadies will use their Google account to access the new application and external users can sign up with a google account (if they have one) or sign up with their email address and create a password for accessing the site.  

Please feel free to reach out to Enterprise Systems (enterprisesystems@broadinstitute.org) with any questions you might have about the project.

Brian Patterson
Manager of Enterprise Systems

FAQs

Why is the Quotes server being replaced?
It's getting an upgrade! The new, SAP-based product has a simpler, more intuitive user experience that provides more detailed information to clients.

Who is affected?
Anybody who raises a quote in the Quotes server or who receives quotes for work from our platforms.

When will I no longer be able to raise quotes in the Quotes server?
Groups will begin piloting in January, and everyone will be required to use it no later than the end of FY 2019.

Will I still be able to access information from the Quotes server after it is decommissioned?
Yes. Information in the Quotes server will always be available read-only.

What if I need to raise a quote quickly but have trouble using the new interface?

We have training materials located here BPPs Quick Reference Guides and also some short instructional videos.  If you still need assistance please contact bussys@broadinstitute.org

Can I start using the new interface now?

The Pilot groups (BitSt0re, Imaging, PRISM & CDoT) went live at the end of January. Then we will be working with platforms over the next couple of months to target transition dates, with exception of platforms who quote GP products. These groups will wait until we have fully integrated GP's LIM system to SAP, expected to be completed in April/May 2019.

Who can I contact for help using the new interface?

Please contact bussys@broadinstitute.org