- Los Angeles Unified School District
- PCAB SAP Ariba Phase 2
PROCUREMENT SERVICES DIVISION |
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A cloud-based solution that allows suppliers and buyers to connect and do business over a single platform. The SAP Ariba implementation will be rolled out in two phases.
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Ready, Set, Go-Live!
Ariba is live as of July 1, 2024.
Central Office users who attended training have been provided access to the system. Please be sure to complete your MyPLN assessment by the deadline to retain access.
School users will gain access to the system in later waves based upon their region. Additional communication will be provided as the rollout dates approach.
- Central Office users with later training dates and School Users who have not yet rolled out can utilize the LRP System for ordering requests.
- Support Documents for using LRP are available at: https://ca01000043.schoolwires.net/Page/19514
- Central Office users with later training dates and School Users who have not yet rolled out can utilize the LRP System for ordering requests.
Ariba Supplemental Training Materials
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Simulated training videos have been made available for your review. These supplemental training materials provide you with a chance to familiarize yourself with the system. Please note that these videos do not constitute formal training. You will be provided with virtual instructor-led training prior to your rollout date, and following this training you will be provided access to the system.
Additional videos will be added in the coming weeks!
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Ariba Glossary of Terms
A Glossary of Ariba common terminology, abbreviations and acronyms has been provided below for your reference.
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Simulated Training Videos
Guided Buying: This mode is used by the majority of users in school sites and offices for ordering, receiving and approving purchase requests.
Guided Buying Training: Ariba Access, General Navigation, and Preferences
Guided Buying: How to Delegate Approval Authority
Guided Buying: How to Create a Non-Catalog Requisition
Guided Buying: How to Change, Edit, or Withdraw a Requisition
Guided Buying: How to Create and Edit a Goods Receipt
Guided Buying: Asset Creation ProcessGuided Buying (Approvers): How to Approve a Request in Ariba
Guided Buying (Approvers): How to Approve a Request via Email
Guided Buying (Approvers): How to Set Up the Ariba Mobile App
Guided Buying (Approvers): How to Approve a Request via Ariba Mobile App
P2P Core: This mode is used by "power users" such as Procurement, Contract Administration, Finance and Central Receiving.
Purchasing Training: Ariba Access, General Navigation, and Preferences
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Supplemental Training Materials - PDF Quick Reference Guides
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Contact Us
Procurement Services Support Center
8525 Rex Road
Pico Rivera, CA 90660
Ariba Project Support
AribaProject@lausd.net
Frequently Asked Questions
- What is Ariba?
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Ariba is a cloud-based procurement solution supported by SAP. Ariba focuses on connecting suppliers and requesters with a user-friendly experience.
- Why is LAUSD implementing Ariba?
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LAUSD is moving towards a more user-friendly application to simplify buying and invoicing processes while supporting increased compliance with LAUSD policies.
- When will I receive training on Ariba?
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Self-guided training will be available with links provided via the PSD site starting May 24, 2024. The rollout of Ariba will take place in waves, beginning with Central Offices July 1, 2024. Virtual Instructor-led training will be provided in advance of each groups' assigned rollout date and virtual support will be available following each rollout period.
- When will Ariba go-live for my region?
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Central office is scheduled to go-live July 1, 2024. Schools will then rollout by region, and advance communication will be provided.
- Does everyone have to use Ariba starting July 1st?
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Central Offices will be required to use Ariba following their go-live date. All users will receive additional communication and instructor-led training prior to their respective go-live date. LRP will be utilized following go-live on July 1st, 2024 to support order entry for school sites who have not yet been rolled out.
- Will payroll also be moving to Ariba?
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Payroll will not be migrated or affected by the move to the Ariba network.
- What will happen to LRP?
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LRP will be utilized following go-live on July 1st, 2024 to support order entry for school sites who have not yet been rolled out to Ariba. LRP will be disabled after all offices and sites have been trained and gone active in the Ariba system.
- How will schools who have not yet been trained place their orders after July 1?
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LRP will be utilized following go-live on July 1st to support order entry for school sites who have not yet been trained and provided access to the Ariba system following their assigned go-live date.
- How will my future year orders be handled?
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Future orders placed in the current SAP SRM system prior to June 30, 2024 will be migrated to the Ariba system and won't be affected. In Ariba, there will be similar functionality available to conduct future orders in the coming school years. .
- How long does it take for a PO to be generated for catalog items in Ariba?
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When placing PRs against Ariba catalogs, the PO will auto generate following receipt of any required approvals.
- When do I need to fill out a Request for Procurement Action (RFPA) form for my purchase?
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If the total value of your purchase request exceeds the State's Bid Threshold (currently $114,500.00), you need to fill out a Request for Procurement Action (RFPA) form. With Ariba, the RFPA form is built into the creation of your request.
- Can I create a draft shopping cart and keep it open in pending status?
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No, in Ariba an open Shopping Cart (called a purchase requisition "PR" in Ariba) needs to be deleted or acted upon in order to process an additional order.
- Will Ariba notify me when I need to approve a PR in the workflow?
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You can set your notification configurations based on your needs. It is recommended to configure your settings to notify for each pending approval. Your open approvals can also be viewed from your dashboard.
- Will Ariba notify me when a goods receipt needs to be completed for a PO?
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You can set your notification configurations based on your needs. If you are a designated receiver for the order, the PO will be visible from your Guided Buy dashboard under 'My Approvals'.
- As a requestor, will I have the ability to modify my PRs?
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Yes. As a requester, until a ship notification or goods receipt is issued you may make changes to your PR. Please note that your PR becomes the PO in Ariba, and any changes to the PR will re-trigger the original workflow for approvals before changing any associated POs.
Do you have a question you don't see covered here? Email us at AribaProject@lausd.net to submit your question.
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Los Angeles Unified School District Procurement Services Division
333 South Beaudry Avenue ♦ 28th Floor ♦ Los Angeles, CA 90017 ♦ (213) 241-3087
Procurement Services Support Center
8525 Rex Road ♦ Pico Rivera, CA 90660 ♦ (562) 654-9009