EDMOnline Training

EDMOnline transcript 

Hello and welcome everybody I’m going to turn it over to Adolfo who will go ahead and begin our supplier training which is aimed at our WMS suppliers.  Adolfo, I’m going to turn it over to you to begin.

Thank you very much, JC. Welcome everyone, I appreciate you taking the time to attend this training session. As you will see it’s really a simple thing but important for us to get it communicated and to make sure that you have all the tools and everything that you need when do you do business with us. On behalf of Sandra Brummitt, our VP and Chief Tax and Procurement Officer, myself and Chris Ludwig, we welcome you to this presentation. Basically what we are trying to do here is to provide you with a new tool that’s gonna replace a Catalyst tool that you have been using so far and this is because NiSource has made a partnership with the TCS Data Consulting Services to perform some activities that will help us build strategic capabilities that will deliver value to NiSource employees and you our suppliers so based on that I’ll go ahead and if we can go to the next [slide] - thank you. So basically what we’re going to provide to you is we’re going to make available for you in our supply side all these training that you will see you see there’s a training deck we’re gonna go through, you’re gonna see a supplier user guide,  also the questions that were asked of you in the sessions and we will have also a recording of the training so you can always go back to this supplier side at NiSource and gather all this information take a look at it and go through it again. The questions and answers section is updated with every training session so you will always have the latest there on what has been asked. 

Alright. So what we’re gonna go over today we’re gonna give you an overview of the transition and what we’re doing. We’re gonna make a comparison of what is today versus what it’s going to look like tomorrow.  We’re going to provide you also with the matrix of support and access so you can always have someone to reach out to for any questions that you might have. Then we’ll have a presentation from TCS our partners on how the new tool EDMOnline works. We’ll  have a session of questions and answers and then finally we’ll perform a survey where we’d really appreciate your comments and input because that helps us to improve our training, communications and presentations to you. The idea is that by the end of the session we are aligned on the approach of what we’re trying to do here. You’ll also be knowing about TCS our partner and you will be also trained on EDMOnline.  

In terms of timing the transition is going to start actually on Feb 28 so we’re very close to that date. What’s gonna be the change? Well, the application that you use. Today you use Catalyst, in the future you’re going to be using EDMOnline. Also the support is changing. Now Cognizant the company that used to support us is no longer going to provide the service and it’s going to be TCS our new partner and of course what changes is a contact information. There is going to be a new physical address for those that send invoices directly, physically to us. There’s going to be a new email address and phone number. We’re going to provide all that you. So the plan is that basically we’ll provide at least the same features that you had in Catalyst so whatever you had today its gonna be available in the new tool.  We have all these communication trainings and everything with you so you are pretty much informed of what is going on and finally we’re gonna have a training on the site and how it looks like.  So with that I’ll leave you with Christopher Ludwig who is gonna go to the remaining of the presentation before going through TCS and the training.

Thanks a lot, Adolfo.  Like Adolfo mentioned my name is Chris Ludwig and I’m an analyst for Accounts Payable over here at NiSource. So I’ll just take you through a few more slides before we hand it over to Santosh Kumar from TCS who will actually show you all the new tool. So brief overview here so a timeline on - you know we’re already into February this year so you’ve already received a lot of these communications - just ask that you continue to share this information with any of your other coworkers or business partners that at your respective companies to make sure this transition goes as seamlessly as possible. 

Throughout this month you’ll all be receiving your credentials to EDMOnline which is the name of this new tool which will be replacing catalyst that complete training that is today for you all so you’ll get the training demo - that’s really serves as the training. And then as of February 28 moving forward that’s when we’ll go live on this new tool EDMOnline and so effective starting that date that’s when you start to access EDMOnline to pull any of your payment remittance details and like Adolfo mentioned that support matrix is going to change a little bit so instead of going to Cognizant you may have called Cognizant before or sent them an email if you needed any help with their platform.  Moving forward we’ll show you the contact information for NiSource and for help with that moving forward. We think it’s going to be a little bit simpler so we think that will be a welcome change to everybody.  JC if you could jump to the next slide.

So again, this diagram here really just is reinforcing the overview that we have given you thus far so. This training like Adolfo mentioned targeted towards our vendors who are transacting over the the WMS system.  You’re getting your payments through WMS so… currently today, Cognizant is storing all the payment detail in their Catalyst tool and if you guys wanna see what is this check that I just got for or the job orders that were included on that check, you’re going to Catalyst today to pull that information. If you have any questions, you’re emailing Cognizant and then you’re calling Cognizant for any phone support so as of Feb 28 those support email addresses and phone numbers are going to change and so you’ll start emailing nisourceaccountspayable@nisource.com pretty much for every payment inquiry that you have say you wanna know what is on your payment or you’re wondering where you invoice is you can just reach out to that email box and then additionally if you need any help registering for EDMOnline for the new tool you’ll leverage that as well so you don’t have to worry about whether do I email NiSource for this? Do I email EDMOnline for this? That’ll be your single point of contact via email just nisourceaccountspayable@nisource.com and they’ll be able to help you out. And then that phone number is also going to change so you’ll call TCS directly and they’ll support that number and that phone support will be available 7AM to 7PM EST and that will be Monday through Friday.  So you’ll have 5 days a week support for 12 hours a day there.

So again just quick simple slide probably the third time now you’ve seen these so hopefully everybody gets these by the end of it. That email address if you need support just  nisourceaccountspayable@nisource.com. Anything from I need help with EDMOnline to hey I sent this invoice over and it hasn’t been paid they will be able to help you guys out and direct you so you can reach out to them as a single point of contact.  Like I said this training is targeted towards WMS supplier so most of you are probably already sending over progress reports or invoices to somebody at NiSource already. So you won’t want to change that process. Keep sending those to NiSource your business contacts so they can upload those to WMS but if you have any questions about payments then you would email  nisourceaccountspayable@nisource.com and then lastly that phone number like I said is now going to be changed from Cognizant to now being supported by TCS. We can jump to the next slide so here, I will hand it over to Santosh from TCS and he is actually going to get the pleasure of showing you all this new tool you’ll be using starting Feb 28, so Santosh. 

Thank you, Chris. Hello everyone. My name is Santosh and I’m from the Accounts Payable team. So let me take you all through the EDMOnline features and navigations. So this training will have EDMOnline introduction how to gain access for new and existing suppliers with password management and how to use EDMOnline to download remittances and the last one will be the frequently asked questions.  So with that moving on to the next slide EDMOnline introduction. So by this time, you all should have received multiple communication mentioning that we are replacing that list by EDMOnline meaning that we are using EDMOnline for all of our remittance advices then so this EDMOnline will be the repository for all your remittances dated from December 1, 2020 for being paid by NiSource.  So suppliers can use this application to download the remittances at any point in time.  So with that, how to gain access for this application will be the next question that will come up into our mind. So we are categorizing suppliers into two different groups. One is an existing supplier to NiSource and the other one is new supplier or newly onboarding supplier from February 28, 2022.   So if you are a new supplier from  February 28, 2022 then all you have to do is please reach out to your NiSource business contact who has to raise a request this in the system so we can give access to EDMOnline. And again, on the other side if you are an existing supplier, again there are further multiple categories where if you are accessing Catalyst very frequently and are an active user for Catalyst. So basically you need not do anything. We are going to transfer the the supplier data from Catalyst to EDMOnline by which the existing supplier will get an access. And again, on the other side, if you are an existing supplier but you do not have access to Catalyst or whose access got revoked recently. So that time you all should have received an email from us recently requesting data which is your full and correct supplier name, email ID and your point of contact at NiSource.  So that we can provide an access so that the supplier would have received an email already from us already to reply with that information so that we can be sure that all those suppliers are getting the access to EDMOnline. 

So once again if any one of you are not receiving email from us on or after the 21st of February, which is next Monday. So whether you are an active user or who do not have an access to Catalyst or if you’ve not received any email communication from us I would request you to come back to us with the email for the email ID to   nisourceaccountspayable@nisource.com with the requested information that is your full supplier name (the company name), your email ID so that we can be sure that all the recommended, required suppliers are receiving the access on time. Of course, once we are giving an access to EDMOnline, we will be sending out an email communication mentioning that you have granted to this particular application where we will give the EDMOnline URL where you can access the application and then your user ID and password to get into the application. So there, the points to be noted here, the user has to reset their password for the first time when they log in and the password should be alphanumeric and one uppercase and then if you’re not changing your password within 30 days the password will get expired. So these are the points that we need to note down. And again, if you are facing any challenges, issues or any queries with relatable issues with relatable remittance of invoices, of course you can all reach out to nisourceaccountspayable@nisource.com to get an immediate response. 

So there may be a question that will come up in our mind when we are going to provide access to EDMOnline.  We are planning to start from tomorrow. You can wait until February 21 to see whether you’re getting an access or not. If incase there is no email from us mentioning that the access is granted to you, please reach out to the email ID that we have given so that we will ensure that you all will get access to EDMOnline portal.  

So now, once after getting the access, can I log in? How should I log in to the portal could be the next question. So for that we can see from the left-hand side screen shot we have given that will be the first page where we will have to give our user ID and password to log in. Username is something your email ID you’re going to give it to us and then the password yes we will share the password to you to get into the application for the first time and then once after accessing the application for the first time, of course you have to change your temporary password. Otherwise, after the three days, then the temporary password will be expired. 

Okay, then, on the right-hand side, there may be a question again, what if I forgot the password?  How will I get access to the application?  So in the screenshot one, you can see that there is a link available which says forgotten password. You’ll have to click that so that an immediate pop-up will come into your screen where we have to give again your username and the email address to which the temporary password has to be sent. So give your username and email ID, click reset button, so that the system will get an email to you with the temporary password based on which we can again use to get into the application. As usual, if you are not receiving any news, if you are not receiving any temporary password, then of course you can reach out to nisourceaccountspayable@nisource.com so that we can help you all out and resolve the question.

So with that, let me take these controls so that I can share my screen to show you how we can download the remittance from the system.  So let me start sharing my screen.  You can all see my screen now and this is the homepage of EDMOnline portal where on the right-hand side you can see two different options available. One is home. One is log out. Home is something to come back this homepage if you are somewhere on another page within this application. So logout we will now come out of this application. Down below on the bottom of the screen you are going to see we have given the telephone number and email ID to reach out to us if incase you are facing any issues to log in to the application or for any queries that you want us to support.  We are always there to support and you can reach out to us to get an immediate response.   And in the left-hand side you can see two different folders. One is Queue List and the other one is User Guide.   So here we are giving the User’s Guide to all the suppliers to make sure that they have a data reference with them all the time so that if incase somebody who’s not attending these video training  or someone who wants to explore more about the tool they can go here, click Supplier User Guide, it will give you a different link and now your can use the PDF which you can click on so that a new window will open with the PDF where we can see the user guide for this particular application.  So by using this, we can also understand how to navigate within this EDMOnline to download the application. So to close this window to move back to my previous screen, click here. Come back and then here we can see on the left-hand side that the first item available the is queue list here is the place where we can download our remittance advices.  Click the queue list and it will give you another dropdown which will say WMS Supplier documents. Click again on top of it so that the system will give you in this side screen area. So with all these fields, we can check and then download our remittance advices.  Check amount, check number, contact number with NiSource, contract description, effective date and expiration date.  So with all this information you can download, but obviously you will all have this check number with you to download the remittance advice. So with that giving check number as an input, we can click the Start Search so that the system will give the relevant remittance advice information to you.  You can see when I’m placing the cursor on top of it I can click here to open the remittance advice but here I cannot go beyond this particular application. But again I can show you how this remittance advice will looks like. So this is the downloaded remittance advice and this will be the remittance advice you will get from EDMOnline.

So here you can see the look and feel of the remittance advice has changed I mean the format is now changed but I can confirm that the data that you have received online from Catalyst will be the same from EDMOnline so we do not need to worry about the data that we are going to get from EDMOnline. So with that we now know how to download a remittance advice. So to move back to my previous screen to download the other remittance advice. So  click option, go to new search, click here so that it will take you back to the previous search criteria.  So if I know check number I can give check number as an input to download. If I only know the check amount, I can give the check amount to download.  But all we need to ensure is to give the correct value - only then the system will give you the correct remittance advice.  Say for example now I’m giving the asset the check amount now I’m clicking start search so that the system will give you the relevant remittance advice. 

So now, there may be a question that will come into our mind do we have an option to download a report for my remittance advices? Yes you have an option to download but what we can do here without giving check number check amount you know like keep all the fields are empty straight away you go and click start search so that the system will give you all the remittance advices that are assigned to you or all the data remittance advices that are for you.  So you can see now that all the remittances are all available for your download. 

So how to download again? Click option, go to export data, click here, do not change any options so that the system will give you the Excel output. Click save so that the data will be saved in your download folder.  So that way we also have an option to download a report from the system to see all of your remittances. So that is all from me on the EDMOnline so with that moving back to the frequently asked questions let me stop sharing my screen.

So you see we can go to the frequently asked questions. Okay so the first one is how to gain access which is something we spoke a few minutes about.  That is if you are an active user to Catalyst need not to do anything we are going to transfer the data from Catalyst to EDM online that way you will all gain an access.   And supplier who do not have an access to Catalyst or those access got revoked recently so these already sending multiple emails to get the requested information so please reply to those email with the registered data so they can give access to EDMOnline portal. So whether you are an active user or not an active user if you are not receiving an update from us that the access is given before the 21st of February you always you can always reach out to us at nisourceaccountspayable@nisource.com so that we will ensure that your granted to the EDMOnline access.  So all we want is the full and correct supplier name you mean the company name and email address so that we will give the access to EDMOnline. So in addition to that there are some more requirement. If you are aware of that particular information we are happy to receive it that is your point of contact at NiSource and the first name and last name of the person who is going to access the application plus the WMS Supplier ID that was given from NiSource. Okay manually fills out the suppliers name, company name and email ID. All the information if you have the data you can give it to us. Otherwise we can take it out from our system internally which is fine.   

And how to revoke access. So we are requesting all the suppliers to let us know if you don’t require access to the system, you can always send out an email to nisourceaccountspayable@nisource.com so that we can ensure that we are removing the access for those who do not need access for the EDMOnline application. And then pressing number three contact for your technical issue. So we are giving our telephone number and email ID. You can reach out to us so we can help you to resolve the issue as soon as possible. And number four - option for those who are not attending the training. So as we already discussed, there is a FAQ link available to which you can go and refer. And of course we said it is also available within the EDMOnline portal by using that we can understand how can I get the application and also the according links will be placed in the website so that we can understand the process that we need to follow within EDMOnline.