P2P Super User Group Updates - January 5, 2021

P2P Super User Group January 5, 2021

Topics Super User Feedback P2P Updates P2P Design Change Updates P2P Tips P2P Reminders Marketplace Updates P2P Monthly Workshops P2P Enhancements P2P Initiatives 2

P2P Super Users What is working well? Suggestions for Improvement 3

P2P Updates Selecting Ship to Locations A number of recent marketplace requisitions have been created and assigned generic ship to addresses by company. These addresses do not include room or suite numbers and as a result this is causing delays and shipping problems. To avoid these shipping delays, a custom validation has been implemented to prevent selection of the Addresses by Company (see below) as the ship-to. It is best practice to search for your ship to by typing a room or suite number (no hyphens, dashes or periods). Additionally, assigning a default ship to location to your profile will save time and reduce errors on your marketplace orders. Having a default address will not prevent you from selecting a different ship to address on a requisition. Please reach out to the P2P Service Center for assistance with selecting ship to location or to request a default location assignment. 4

P2P Updates Orders with International Ship To Addresses P2P Requisitions with a foreign ship to address are still unable to be transmitted to the supplier without manual intervention which could delay the receipt of the order by the supplier. We are continuing to work with the Jaggaer Integration Team to address this. In the interim, while we continue to work with Jaggaer, you can consult the P2P Service Center for ordering alternatives to avoid delays with the order transmission. We will continue to provide updates as we have them. Workday Spend Category Recommendation Functionality The Workday Spend Category Recommendation functionality that we demoed at the December Super User Meeting will be available in production sometime after the next Workday upgrade in March. Updates will be provided when it is available. 5

P2P Updates Searching for Documentation on UR Procurement Website The number of resources posted to the P2P Self Help section on the UR Procurement Website continues to grow. With the large number of documents available, it may be difficult to find what you are looking for and what section it may be contained in. To save time searching, a searchable P2P Self Help Directory has been created. Would this type of tool posted on the website be helpful in assisting you with quickly finding information? ..\Website Updates\Searchable P2P Self Help Directory.xlsx 6

P2P Updates Reminder: 2021 Blanket PO Expiration Guidelines PMM/P2P Blanket Purchase Order Guidelines Updated 7

Super User Design Change Updates Capital Unrestricted Fund FAO Project Project Go-Live 1/18/2021 Scope All Capital Projects - Unrestricted Fund FAO s Excludes Expense Projects Capital Project requisitions should not be mixed with Operating Programs. Design includes requisitions only (SIR s excluded) Timeline Due to recent design configuration requirement that was identified, additional time was needed to update the security, design configuration and complete testing of the workflow. The prior go-live date of December 18th was moved to January 18, 2021. Training sessions for initiators and approvers have been scheduled for the week of January 11. 8

Super User Design Change Updates Pcard in Workday Project Status Project Go-Live 2/1/2020 Training: Required Training: Cardholders and Managers will be required to take two Pcard MyPath Modules Procurement Card Policy Training (Updated) This training is to educate on the proper policies and procedures involved in card usage and has been updated to align with the Pcard Policy effective January 1, 2021 Procurement Card Verification in Workday (New) This training is to ensure that Cardholders and Procurement Card Managers are familiar with the various verification steps in Workday Procurement (P2P) that are required to reconcile and approve Procurement Card transaction activity. 9

Super User Design Change Updates Pcard in Workday Project Status Optional Training: Instructor led Zoom training sessions will be held in January registration will be in MyPath and will be limited to 50 participants 10

Super User Design Change Updates Pcard in Workday Project Support Post Go-Live Check in Sessions 2/1 2/19 P2P Service Center UR Procurement Website (FAQ s, Self Help Documents) 11

Super User Design Change Updates Pcard in Workday Project Support UR Procurement Website A new section has been added to the UR Procurement Website to support the Pcard Project. 12

Super User Design Change Updates Pcard in Workday Project Support UR Procurement Website Pcard Information: FAQ s Pcard Forms Pcard Policy Pcard Resources (Quick Reference Guides and Videos) Pcard Training 13

Super User Pcard Policy Updated The Pcard Policy has been updated and the new policy will become effective January 1, 2021. Highlights of the policy changes are below: Standard Pcard single purchase limit increased from $2,500 to $5,000 Two additional card types included: Event Card to facilitate payment of university business event transactions Group Travel Card to facilitate travel of larger groups on university business (i.e. Study Abroad) Stricter consequences developed for Pcard Misuse and Policy Violations Minor violations of policy will result in temporary card suspensions ranging from 10 30 days Major violations will result in card termination and inability of cardholder to hold card in the future Expanded Pcard acceptable and restricted use list Pcard Forms New Forms Added and Existing Forms revised PCARDAUTHORIZATIONREQUESTFORM PCARDANNUALRECERTIFICATIONFORM PCARD CHANGE FORM (NEWLYDEVELOPED) PCARD EXCEPTION FORM (NEWLYDEVELOPED) PCARD MISSING RECEIPT FORM (NEWLYDEVELOPED) 14

Super User Tips Closing of Purchase Orders Do not close your purchase orders unless they have been fully received and invoiced/paid. If a purchase order has been closed, it will cause invoices to reject. A validation will be implemented to prevent this in the future; however, in the meantime, please be mindful of this issue if you are looking to close your purchase order. Approver Role and Ability to Print PO Copy 13 Anyone with an approver role in Workday will be unable to view/print the PDF of the purchase order. If you need a copy of the PO information, below are some alternative options to obtain this information: Run the Find Purchase Order Line Distributions report (URF01040) Select the related actions on a purchase order and select: Accounting > View Purchase Order Accounting Distribution for PO details in a report format (which can also be exported and opened in Excel) Ask the P2P Service Center or Requisitioner for a copy of the PO PDF. 15

Super User Reminders Reminders: You should no longer be submitting 312 requisitions to Purchasing. Instead you should be submitting non-catalog requisition via P2P. The only SOLO orders should be for RR Donnelly and Medline. All other SOLO supplier orders should be done in the P2P Marketplace. SOLO access was terminated on 11/30. F4 Forms should no longer be submitted to Accounts Payable except for Human Subject Payments and multi-company requests. Departments should submit a SIR via P2P instead. Patient-Care/Clinical Supply items should not be processed in P2P. You should continue your current ordering methods outside of P2P. Due to the current COVID-19 impact on the organization, non-catalog requisitions are being reviewed based on the following criteria which could impact turnaround time. Requisitions for Companies 010, 020, 021, 022, 023, 024, 030, 070, 080 >=$25,000 Non-Clinical Requisitions for Companies 040, 060, 090, 091, 092 >= $50,000 Non-Clinical Requisition 050 >=$100,000 16

Marketplace Status 29 Live Catalogs in the Marketplace 17

Marketplace Status Supplier Catalog Updates Supplier Catalogs in Process Supplier Catalogs in Process We are still testing the Amazon catalog.. Stay tuned for updates on a go-live date. Amazon Supplier Catalogs On Deck Suppliers On Deck Suppliers On Deck Jackson Immuno Research Laboratories Inc Lifespan Biosciences Inc Lonza Walkersville Inc Meso Scale Diagnostics LLC Miltenyi Biotec Inc Nu-Way Origene Technolgies Inc PartsSource Peprotech Inc Polysciences Inc Promega Corporation Proteintech Group Inc Roboz Surgical Instrument Co Takara Bio USA Inc Thorlabs Universal Medical Inc POB 467 USA Scientific Vector Laboratories Inc World Precision Instruments Agilent Technologies Inc Avanti Polar Lipids Inc Bethyl Laboratories Inc Boston Bioproducts Inc Braintree Scientific Inc Cambridge Isotope Labs Cayman Chemical Company Cell Signaling Technology Chembridge Corp Dharmacon Eppendorf North America Inc GE Life Science Genescript Gemini Bioproducts Gold Biotechnology Hardy Diagnostics Hampton Reserarch InvivoGen 18

Monthly P2P Workshops New P2P Zoom Workshops started in September and are held on the 2nd Wednesday of the month from 2 3pm. The workshops are intended to provide tips and tricks for P2P users and address any questions (i.e. Resolving Invoice Match Exceptions, How to Transition your Blanket Order to P2P, How to Run Reports, etc) The schedule and zoom access information can be found on the Training Website. Next Workshop: January 13, 2 3pm Topics: How to tell if you PO has been sent How to look for shipping details on an order 19

Enhancement Request Update There continue to be a large number of requests with competing priorities, projects and resources. Below is a list of requests we are continuing to track for P2P users. These are currently assigned to the Reporting Team and they are down resources. We will continue to provide updates regarding progress on these as we have them. Enhancement Request Enhancement Details Users have expressed concern about not being able to print a SIR in a concise format. Some work has been done with this but there were a few bugs identified and additional work is require to complete this. Ability to print SIR in a more consolidated fashion for backup purposes Request for adjustment to BIRT version of PDF of PO in Workday To include the Worktag and Spend Category along with the requisitioner's name and email On Goods/Services receipt, give user the capability to change the FAO Per the P2P User Focus Group, they would like to have the capability to change the FAO on the goods receipt document to another FAO. This would provide additional flexibility if they have a purchase requisition that is for multiple FAOs. Update the "My Requisition" worklet for initiators to include who the requisition is waiting for in Purchasing and the Hold reason. Update My Requisition Worklet 20

P2P Initiatives There are many initiatives planned or in progress in Workday. See a list of some of them below: (1) New FAO Form Request Automated (2) Southern Region Affiliates GL Chart of Accounts and AP (3) Internal Service Delivery - an internal catalog that also kicks off expense transfer (journal) (4) Lease Administration Enhancements 21

Super User Meeting Next Meeting: February 2, 2021 22