Launch of the COUPA User Committee and first measures in response to staff feedback

The first session of the Institut Pasteur COUPA User Committee was held on June 17, 2025. This interdisciplinary working group, composed of 19 members with varied profiles representative of the Institut Pasteur community (department directors, OREX, assistants, lab managers, project managers, Financial Affairs and Information Systems Department staff, etc.), was set up to examine pressing issues related to the COUPA platform.

The first committee session was an opportunity to review the rollout of the tool (launched on January 20, 2025), identify priority areas for improvement and strengthen the group dynamic. 
 
Many thanks to the 19 committee members for giving up their time and for their active and constructive participation.
 
The main areas for improvement raised during the first committee meeting are:

•    Unpaid invoices and suppliers sending payment reminders directly to requesters
•    Clarification of processes for all users and possible improvements
•    Too many notifications received and notification messages unclear
•    Receipt and responsibilities (previous and current)
•    Need to expand and improve catalogs
•    Visibility of the new supplier creation process
 
First priority for the committee: expanding COUPA catalogs

In view of the needs of the Institut Pasteur community, the first goal for the committee will be to expand the catalogs used by the platform. The aim is to identify and add missing categories or items and to improve the search function within the catalogs to better meet your needs.
 
The COUPA team has been working to improve the data but it needs your help. 

We are asking you to send any suggestions or requirements for new products and product categories to coupa@pasteur.fr, using the subject heading "Catalogue." 

Your suggestions will be shared with the COUPA User Committee, which is working on improving the catalogs.
 
Resolving problems:

If you receive a reminder for an unpaid invoice from a supplier, forward it directly to coupa@pasteur.fr or to your Gestion, and feel free to indicate why the supplier is crucial for your research. 

Messages will be dealt with in coordination with the supplier accounts team.
 
If you do not find COUPA notifications useful, you can deactivate them in your profile and instead use the "current tasks" menu via your home page.

If you have any questions or problems, your Gestion and the COUPA support team coupa@pasteur.fr are on hand to help.