eProcurement Process Changes for the U of C Requester

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eProcurement Process Changes for the U of C
Requester
PeopleSoft
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U of C Policy and Process Change
PeopleSoft Process - Approvals

• One over approvals Administrative Operating
  accounts only automatically routed to either the
  requestors Supervisor, Manager, or Dean/Director
• provides segregation of duties
• compliance with the University of Calgary Signing
  Authority Policy
• Self approvals are allowed on operating accounts
  when the purchase amount is less than 250
• Approval Delegation
• For Administrative Operating accounts an
  individual cannot be delegated to approve their
  own orders. There must always be a one up
  supervisor approval.
• Research Trust Approvals
• approval authority is delegated by the
  Principle Investigator.

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U of C Policy and Process Change
PeopleSoft Process Commodity Approvals
Additional Commodity Approvals are automatically
routed to the approving department based on the
Special Request category selected. Additional
Commodity Approvals are routed after the one over
approval process is completed.

• Commodity Approval Types
• Environmental Health and Safety Services
• Bio Safety Cabinets, Hazardous/Radio Active
  Materials, Goods Requiring Special Handling,
  Equipment containing hazardous materials (e.g.,
  freezers, refrigerators, xray equipment, lasers
  etc.)
• Animal Resource Centre, Animal Care
• All live animals
• Printing Service
• All Outsourced Printing Requirements and
  Photocopiers
• Human Resources
• Memberships and Professional Dues

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The New COA

• GL Chartfields

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• The new Chart of Accounts describes the 8 new GL
  chartfields, what they mean and how they relate
  to the legacy system. It also gives you a
  detailed description of what the values
  themselves mean. You can download this document
  from the Project eMerge website
• http//www.emerge.ucalgary.ca
• The new chartfields are
• Business Unit
• Fund
• Dept ID (Department ID)
• Project
• Account
• Program
• Internal
• Activity

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Chartfield Definitions

• Department
• - has a strong correlation to the legacy system
  Inter. An example would be the Faculty of
  Humanities Dean's Office
• Project
• - has a strong correlation to the legacy system
  Trust Inter.
• Account
• - a strong correlation to the legacy system
  Minor. Examples of accounts would be assets,
  liabilities, revenues and expenses.
• Program
• - reports jointly controlled expenditures for
  initiatives among faculties departments.
• Internal
• - has a strong correlation to the legacy system
  Memo.
• Activity
• - is used to support Project and describe
  specific activities within the project. It could
  be a subcategory of spending for a given research
  agency, or it could be used to delineate a sub
  award.
• All requisitions require the Business Unit, Fund,
  DeptID and Account chartfield information.
• Research Trust enter their Research Trust
  Projects in the Project chartfield.

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Legacy to PeopleSoft Inquiry

• The Legacy to PeopleSoft Mapping Inquiry page is
  designed to assist you with the transition to the
  PeopleSoft Chartfields.
• To access the mapping inquiry, you need to
  navigate to the U of C Legacy to PS Inquiry page.
• The Mapping Inquiry page allows you to enter the
  legacy Major, Inter, Minor, Memo codes and
  combinations and get the new PeopleSoft code.
• It also allows you to do the reverse by entering
  the new PeopleSoft code and the legacy code will
  display.

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Legacy to PeopleSoft Inquiry
Mapping Table Inquiry
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• To view all active GL Account Chartfields values
  with Descriptions you can run the query
  UC_GL_ACCOUNT_LIST.
• To access the Query tool, scroll down the
  PeopleSoft Menu to Reporting Tools.Query.Query
  Viewer and search for this specific query.
• The query results can be downloaded to an Excel
  Spreadsheet by click on Run to Excel.

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U of C Policy and Process Change
PeopleSoft Process Requisition Types

• PS delivers two requisition types
• Catalog Order
• Special Request
• Auto-sourced to Systems Supplier
• Buyer Sourced
• Special Request auto-sourced to non-catalog
  Systems Suppliers
• Correct Vendor must be selected to ensure the
  order is auto-sourced to the supplier
• Correct pricing should be entered if available.
  There is an automated match process of
  PO/INV/Receipt which generates vendor payment.
  Alternatively, ballpark pricing is acceptable as
  there is some tolerance so match exceptions are
  not created.

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U of C Policy and Process Change

• Special Request Buyer Sourced
• Used for goods/services not available from
  Systems Contract Suppliers
• Pricing information is required as the pricing
  field is mandatory can be corrected by the
  Purchasing Buyer
• Complex orders requiring buying expertise with
• Vendor selection
• Price negotiations
• Competitive Bid Processing.
• Adherence to the Agreement on Internal Trade
  (AIT) Legislated requirement for requirements
  greater then 100,000

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U of C Policy and Process Change
PeopleSoft Process Receiving Items

• Upon delivery of goods or completion of services
  the requestor performs desktop receiving.
• If the item being received has a U of C asset tag
  attached the Asset Tag icon displays. Enter
  the UC Tag, Serial Number and Manufacturer
  Currently for Dell orders only.
• Desktop receiving completes the Purchase Order,
  Invoice and Receipt matching required for
  automated invoice payment.
• Receiving should be completed in a timely manner
  Systems Suppliers invoices are be paid within 6
  days of invoice receipt.
• Internal controls ensure that we have received
  what we pay for.

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U of C Policy and Process Change
PeopleSoft Process Change Requests

• Requestor can initiate the Change Request on
  line.
• Changes to the item or price requires Change
  Request Approval.
• No Change Requests can be processed for orders to
  Systems Contract Vendors.
• PeopleSoft Process Paper Requisitions, Cheque
  Reqs Internal Requisitions
• Paper requisitions can no longer be entered by
  Purchasing Services as the Requester must do the
  receiving for the items.
• PeopleSoft does not have a cheque requisition
  functionality - alternative transaction types
  are eProcurement Requisitions, Expense Entry or
  Visa Purchasing Card.
• Bookstore and Microstore have their own ordering
  systems and forms. These are accessed through
  MyUofC portal under Administrative Staff, Work
  Tools.
• DTP can be selected as a Category.

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U of C Policy and Process Change

• eMerge web site - www.emerge.ucalgary.ca
• Please complete
• End User Training Survey (course evaluation).
  Your feedback is appreciated.
• Job Aids and other downloadable resources
• Training Presentations, Job Aids UPK,
  eProcurement
• http//emerge.ucalgary.ca
• UPK - https//www.upk.ucalgary.ca/fin
• Purchasing Reimbursement Matrix
  http//www.ucalgary.ca/mm/matrix.html
• Materials Management Handbook
• http//www.ucalgary.ca/mm
• Materials Management - Systems Vendor listing
• http//www.ucalgary.ca/mm/syscon.html