Coupa
Where can you find the Prohibited Supplier List?
On the Coupa Homepage under "General Information"
You are about to send a contract for signature, what are 3 things you must have before sending the record for signature?
1. The supplier must be active in Coupa (if they are not, you should have already received OFAC approval from Desere')
2. Either in the MSA or the agreement, the supplier should have an acceptable code of conduct.
3. Either in the MSA or the agreement, the supplier should have agreed to Gartner's non-publicity clause.
If a supplier does not agree to Gartner's supplier code of conduct, you should obtain a copy of their ______.
Internal employee code of conduct (not their supplier code)
Your BU is requesting a payment be made to a supplier not active in Coupa, who should you direct them to?
Procure to Pay, only P2P can make an exception and execute the payment
You have a question about a topic frequently covered during office hours, what PowerPoint can you find the answer? Where is this PP located?
Office Hours Frequent Reminders, you can find the PP in the G-Drive or the link is in the Office Hour calendar
Your Buyer is on PTO and a requisition or new supplier request comes in, who will approve it?
The other Buyer! If the Buyer has questions, they will reach out.
If both Buyers are going to be out, we will inform you to approve rush requisitions and new supplier requests.
Where can you find the list of Apttus categories and the Category Managers assigned to the categories?
G-Drive > Global Procurement > File: S2C Taxonomy 8.1
Who has the ability to review a supplier's employee code of conduct for the 10 Gartner requirements? Bonus: if a requirement is missing, who do you reach out to for approval?
Any S2C Category Manager or Buyer Bonus: Pradeep Kumar
You see a record (contract) in Apttus with the agreement type: outside procurement. Who uploaded that agreement?
BONUS:What department is in charge of ensuring outside procurement records integrate to Coupa?
The BU
BONUS: S2POps email: S2Pops@gartner.com
Why is it important to have a descriptive Apttus agreement name for all Apttus records? Bonus: Please give an example of a bad name and an example of a good agreement name
It is important so the BU will know which document to select as a backing document in Coupa.
What is the purpose of the Buyers adding "Tags" to Coupa requisitions?
To track requisition errors in order to help train BUs to raise proper requisitions.
What is the difference between cost avoidance and cost savings?
Cost avoidance: a cost reduction that does not lower the cost of the current products/services when compared against historical results but minimizes or avoids entirely the negative impact to the bottom line that a proposed price increase would have caused.
Cost savings: net reduction in rates for goods/services procured when compared to prices in place for the prior 12-months or a change to lower cost alternatives.
Who is the S2C point of contact for Gartner template suggestions?
Romina Bonheur
For suppliers that require IT approval (SaaS, software, cloud infrastructure), what form needs to be filled out?
Application Intake Program (AIP) Form on inside Gartner
What are the 5 Gartner core values?
Integrity
Objectivity
No-limits mindset
Collaboration and results
If you have an existing supplier that needs to go through a new IRQ/TPRM
1. Who do you reach out to?
2. What do you need to include in your email?
1. Procure to Pay with Michelle Hatcher cc'd
2. Email subject should be "Create IRQ for Existing Supplier - Risk Team", your email should include: BU contact, supplier name and tax ID if you have it. You should also alert the BU and supplier that the questionnaire is coming from Coupa.
What is the difference between "Initiated by" and "Owner" in Apttus? When should either be updated?
Initiated by = the commodity/category owner It should only be changed if the category is updated or when a new Category Manager replaces an old CM.
Owner = the individual who negotiated the deal. Owner should be changed if the person negotiating the record changes. This should NEVER be updated after the record is activated.
Who should category managers review savings, avoidance and working capital calculations with prior to reporting the numbers in a Contract Summary?
Your Director and Brandon
A BU has sent a rush EOY agreement to use the rest of their 2023 budget. What information should you tell your BU?
1. If CV is less than $50K they can expense this year and use the services next year and this will count towards 2023 budget
2. If CV is over $50K then FP&A distributes (via accrual) in the year of service. This is where payment now for 2024 services will not count and we need to educate BU. However, payment now for 2023 services will count.
3. If you are working on deals that will go against 2023 please make sure that you are closely working with BU/Buyers so the correct backing document is selected to ensure payment is out the door this year.
For contracts, instead of the word "agree" what 3 words should you use and when?
Shall - when making a promise to do something
Represents - when asserting that a specific fact is true (as of the date of the agreement)
Warrants - when asserting a fact will be true in the future
What is priority level for payment terms on requisitions? Hint: there are 3
1. Contracts
2. Supplier Sites
3. Supplier Header
How can you obtain a Working Capital improvement? BONUS: where can you find the calculation sheet?
Increase in payment terms, moving from pre-paid annual payments to quarterly or semi-annual, moving a supplier from Vpay to ACH with an increase in payment terms, obtaining a discount in lieu of increasing the payment terms.
BONUS: G-Drive > 00 - Saving Tracker
Name 3 clauses that are in the long service agreement template, but are not in the short service agreement template.
o Rate Cards & Reimbursements (section 3.1)
o Time and Material Payment (section 3.4)
o Fixed Price Payments (3.5)
• Intellectual Property Rights
• Limitation of Liability
• No Conflicts
• Continuity of Resources
• Data Protection & Privacy
• Security of Business Continuity
o Subcontrators (section 15.7)
o Financial Crime Laws (15.8)
o Equitable Relief (15.12)
o Survival (15.13)
o Counterparts (15.16)
What is the difference between LSSR Assessment and InfoSec Assessment?
LSSR focuses on security controls related to the integration of the product and InfoSec assessment primarily aims to understand and assess Genral Security Controls
1. What triggers a DAC6 review?
2. What European country and or union is not included?
1. When cross-boarder arrangements occuring in the European Union (EU)
2. The United Kingdom (England, Wales, Scotland and Ireland)