Comprehensive Overview of University Procurement Workshop and Systems Update

Procurement Workshop and Q&A February 23, 2023

Topics Procurement System Changes PCard Limits Gift Cards Surplus Property Denied Status Requisitions

University Procurement University Procurement Caleb J. Muckala, Associate Vice President Kira Reyes, Asst. Dir., OUHSC/Tulsa Kim Helton, Asst. Dir., Norman Jared Rakes, Asst. Dir., Supplier Relations Stephen Krause, Manager, Property Control Procurement work with Suppliers to buy, purchase, rent, lease or otherwise acquire Goods or Services using University funds. Additionally, we perform market analyses, negotiate/prepare contracts, and track spending. identify sourcing opportunities, Support University s mission, create value, ensure open and fair processes, and maintain accountability and transparency.

Procurement Website www.ou/edu/purchasing Up-to-date policies, templates, and contracts Supplier information Training Materials

Requisition Processing Schedule - Reminder Marketplace Fiscal Year Order Requisition Creation Approval Deadline 2023 Ends June 16, 2023 June 29, 2023 2024 Begins July 1, 2023 June 2024 Peoplesoft Fiscal Year Order Department Approval Purchase Order Dispatched 2023 Ends June 16, 2023 June 29, 2023 2024 Begins July 1, 2023 June 2024 Renewals in PS will open at the beginning of March.

Procurement Systems Update

Updated Procurement System Updating procurement processing system to streamline supplier selection, sourcing, and contract management Identify available suppliers the University uses based on the type of goods and services Readily available quotes Central contract repository This does not affect financial and payment PS systems In the design phase. More information to come.

Procurement System Overview Supplier Management Supplier Registration Vetting and Approval Contracts+ Sourcing Contract Creation Request Sourcing Event Award Supplier(s) Sourcing Event Post Execution Performance Execute Contract Req to Invoice (PeopleSoft) Requisition Approval PO Creation & Dispatch Invoice Approval Requisition Invoice

PCard Limits

PCard Limits Several requests for PCard limit increases above $5,000 Non-emergency related Procurement and Accounts Payable working to provide guidance Required Approvals Procurement Accounts Payable Must have the appropriate level of signatory authority

Gift Cards

Buying Gift Cards University spends a significant amount on purchasing gift cards, especially for research purposes Reviewing the process for obtaining gift cards to make the process more efficient and reduce operational burdens One contracted supplier. Other gift card purchases are made using Pcards. Greenphire Limited uses, expensive, effective for long-term clinical trials

Gift Card Solutions Procurement has identified a supplier that can provide physical or electronic gift cards No cost to the University Tracking and audit logs Specified account invoicing Access to more than 200 retailers, including Amazon, Walmart, Target, Apple, etc. Allow departments to obtain gift cards through the requisition process, more compliance tracking, branding, etc., without increasing the cost to acquire Procurement will pursue on trial basis

Gift Card Solutions Procurement has identified a supplier that can provide physical or electronic gift cards No cost to the University Tracking and audit logs Specified account invoicing Access to more than 200 retailers, including Amazon, Walmart, Target, Apple, etc. Allow departments to obtain gift cards through the requisition process, more compliance tracking, branding, etc., without increasing the cost to acquire Procurement will pursue on trial basis

Surplus Property

Surplus Property Departments spend a significant amount of money on office furniture, filing cabinets, and other equipment Using surplus property is an easy way to generate savings Large, rotating stock of desks, cabinets, shelves If you are updating or moving offices, please contact surplus property. Replacing furniture Disposing of furniture

Denied Status Requisitions

Click on Manage Requisitions. You can search for your denied requisitions by putting DENIED in the request state field. You will have to leave the date from blank to get all results.

Select Edit in the dropdown box on the requisition line and click GO Make the necessary changes to the requisition or add documents as requested in the denied comments.

You must reset the requisition from denied status by adding a line item comment to every line on your requisition.

Once user has made all corrections and added line item comments, you will click Save and Submit to send back through workflow. Check the status on the confirmation page. If the status says SEE LINES then not all lines were reset and you ll need to go back through the process. The correct status once corrected and resubmitted is PENDING.

Additional Questions and Contact Procurement Questions: AskPurch@ouhsc.edu Purchasing Website: ou.edu/Purchasing Purchasing Staff Directory: ou.edu/Purchasing/Staff_Directory