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eProcurement Process Changes for the U of C Requester

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One over approvals Administrative Operating accounts only automatically routed ... Bio Safety Cabinets, Hazardous/Radio Active Materials, Goods Requiring Special ... – PowerPoint PPT presentation

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Title: eProcurement Process Changes for the U of C Requester


1
eProcurement Process Changes for the U of C
Requester
PeopleSoft
2
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.

3
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

4
The New COA
  • GL Chartfields

5
  • 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

6
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.

7
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.

8
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9
Legacy to PeopleSoft Inquiry
Mapping Table Inquiry
10
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11
  • 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.

12
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15
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.

16
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

17
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.

18
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.

19
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
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