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Procurement Systems Coordinator

Date: Sep 10, 2021

Location: Watford, United Kingdom

Company: KPMG UK

Overview of the Position / Key Responsibilities

Procurement Systems Coordinator reports to the Source to Pay manager

Procurement Operations

Procurement’s service delivery model is supported by Procurement Operations delivered by a third party provider. Procurement Operations core support activities include tactical and transactional sourcing, procurement systems user support, purchase requisition and order management, contract/catalogue and web-form administration and user helpdesk. This role is responsible for management and maintenance of Procurement’s systems primarily supported by the use of Coupa.

Specifically the role will be responsible for:
- Day to day ongoing care and maintenance of the Coupa Platform.
- Knowing the Coupa Platform functionality and capabilities and be the subject matter expert.
- Reviewing new Coupa releases, understanding the new capabilities and working to determine how the new release can further extend our investment in light of existing business processes.
- Working with the Coupa Help Desk and other areas to troubleshoot and/or answer Coupa Platform questions as a Level Two support resource
- Key P2P program metrics around adoption, service levels, program ROI etc.
- Managing & coordinating between various stakeholders such as Procurement, Business users, Coupa technical team, Finance etc.
- Monitoring & supervision of P2P operations scope of activities being performed on Coupa
- Monitoring & supervision of Tier 2 Coupa technical team scope of activities
- Providing business user support as the SME for P2P
- Working with the project team on Coupa Implementation activities
- Advise users on best practice processes in Coupa based on knowledge of business process and Coupa functionality/ capability
- Support Procurement and business stakeholders on the management and maintenance of purchasing content
Release Management
- Review each new release of Coupa, determining whether any new functionality will assist / improve current business processes. There are 3 releases a year.
- Co-ordinate upgrading of Customer environments by Coupa, to ensure minimal impact on current production instance/daily business.
- Demonstrate any new functionality to Business Process Owners, high-lighting any process improvements and gains, along with recommendations for business use. Gain approval from Business Process Owners for implementation of ‘new’ functionality.
- Assess impact of changes of system functionality and test against current Business requirements, identifying any risks/gains.
- Test & implement new functionality contained within the new releases of the Coupa application, provide documentation to the Business Users, to assist with training on new functionality. Ensure that Customer functional requirements are met and Coupa product meets Customer’s Compliance to regulatory standards (internal guidelines, electronic billing procedures and VAT, etc.).
- Update and maintain Solution Design documentation, so as to keep it up to date with all new functional updates.
Test, defect management and change control
- Primary contact with Coupa Support.
- Report on major incidents to Business Process Owners and impact to business.
- Configure Coupa system as appropriate including functionality, forms, fields and design.
- Record, test and track defects in Application,
- Produce and maintain Test Scripts / Plans for User Acceptance Testing for new functionality and defect resolution; Regression Testing and testing of fixes to defects in Releases; Integration Testing of interfaces between Coupa and Backend. Improving existing integrations and fixing issues.
- Own Coupa technical ticket monitoring and resolution. Provide additional technical support to the Customer Admin Team.
- Take ownership of Customer’s Coupa change control requests / process, ensuring all documentation, review, testing and sign off is complete before changes and updating Solution Design Documentation.
- Own updates and additional test, defect and change control communications as appropriate including any updates to the portal and unplanned outage notifications.
- Maintain all Coupa configuration and solution design documentation, incorporating all impacts from Change Request and new functionality implemented through Release Upgrades.
- Support the maintenance and development of new training materials such as FAQs and kit cards
Integration management
- Development and support of Coupa integrations between customer systems
- Maintain and update functional design documentation around the interfaces. Maintain integrity of integrations
Application management
- Ownership of the integrity of Coupa master data.
- Support the AP and Procurement teams to make best use of functionality
Skills and Behaviours
The following KPMG Global Skills & Behaviours are key to the role:

- Accountability at all times for the programme progress and achievement of associated targets
- Building Relationships
- Proven track-record of building & maintaining high value-adding business relationships and of influencing senior stakeholders
Delivering Quality Service
- Monitors and upholds high quality of service and products to clients (both internal and external). Manages time, plans and organises work tasks, monitors progress and meets deadlines. Manages multiple priorities.
Problem Solving
- Ability to analyse complex issues & challenges, evaluate options and make recommendations with clear supporting rationale
Technical Knowledge
- Develops and applies knowledge which is technical in nature and specific to own function or area of specialisation. Maintains and updates technical knowledge on a regular basis. Uses technical knowledge to suggest strategies or approaches to client issues.
Qualifications and Experience
- In Depth knowledge and demonstrable management of Coupa P2P solution.
- Release Management,
- Defect Testing, Tracking and Management, Test Planning & Management,
- Supplier enablement/on-boarding.
- End User Training Experience.
- Excellent people skills with the ability to form relationships and influence decisions in a professional and efficient manner
- Ability to Identify and anticipate requirements associated with the firm’s business model
- Basic understanding of Procurement and Finance
- Good communication and analytical skills
- Personable and able to build relationships with key stakeholders
- Proactive nature and a can do attitude are critical

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