Super User Group Updates and Enhancements

P2P Super User Group October 6, 2020

Topics Super User Feedback P2P Updates P2P Design Change Updates P2P Tips Inactive Suppliers Product Returns Checking Payment Status of Invoice P2P Reminders Marketplace Updates Demo of Amazon Catalog P2P Monthly Workshops Enhancement Requests 2

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

Super User Updates Workday 2020 R2 Upgrade successfully completed on 9/12/2020. A few new enhancements to improve user experience are noted below: Search Bar UR Procurement now makes it easier to recall recent searches performed on tasks or reports in the system. The UR Procurement Search bar now includes a feature that captures the 5 most recent searches entered into the bar. This list automatically displays as you click within the field. Here you may notice new icons to distinguish between reports and tasks. To use a recent search select the search term from the drop down list. To clear the history, select Clear. 4

Super User Updates Quick Access Users may see a popup on the right of their screen announcing a new Quick Access feature when they first login after the system upgrade. Select Open Quick Access to go to the new My Shortcuts and My Most Used Apps features, or click the X to close. My Shortcuts The My Shortcuts feature allow quick access to a customized list of saved tasks, reports and links. This listing is created by users for their account in the system and can be edited at any time. Select Edit to build your shortcut list A video (Adding and Using Shortcuts in Workday) has been posted to the UR Procurement Website 5

Super User Updates Orders with International Ship To Addresses P2P Requisitions with a foreign ship to address are unable to be transmitted to the supplier without manual intervention which could delay the receipt of the order by the supplier. We are working with the Jaggaer Integration Team to In the interim while we continue to work with Jaggaer to address this, 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. Jaggaer Upgrade The next Jaggaer (Marketplace) upgrade is scheduled for November 8. The system will be unavailable from 9pm on November 6 Sunday, November 8th. Any user impacts will be communicated prior to the upgrade. 6

Super User Design Change Updates CLEAR (Clinical and Lab Equipment Acquisition Review) is now enabled for all requisitions as of 9/25/20. This question has been in place for company 050 and 091 requisitions since 2/3/2020. All requisitions will be asked this question. If yes, is selected, the requisition will route to the CLEAR Committee for review after FAO and Cost Center Procurement Manager financial approvals. The function of the CLEAR Committee is as follows: Value Analysis - Reviews all products (disposable) related to the capital purchase. Information Security Risk and Compliance Reviews the following: current operating system and support, type of data being entered and/or accessed, antivirus, network access, authentication, removable storage. Clinical Engineering Investigates the support and service terms for equipment purchases. Decides whether the vendor or clinical engineering will be servicing the equipment. Imaging Sciences Does the product/service capture patient imaging? If yes, reviews licensing, storage of imaging, replacement or new, trials. Networking/Frequency Allocation That the device meets our minimum requirements, that it is not harmful to our Enterprise network, and that it conforms to Enterprise networking standards. RF Technology: That it does not interfere with any existing technology, that it will actually function in our environment, That we don t already have an Enterprise solution for the request that is being reviewed. Integrated Clinical Systems Reviews the following: potential integration with other systems, data implications, ISD support requirements, SMA & HMA. 7

Super User Design Change Updates Effective October 2nd, a Supplier Price Justification questionnaire was implemented to replace the Supplier Price Justification Conflict Information Form attachment. This questionnaire is required for all requisitions =>$25,000 There are two versions of the questionnaire Grant (GR FAO) and Non-Grant. If a requisition contains both grant and non-grant FAO s, the grant questionnaire will be required. The grant version requires questions regarding solicitation and selection of small and minority businesses (Section E of current SPJCI) The questionnaire will generate automatically based on requisition total ( >$25,000) and after completing the Preliminary Questionnaire With the addition of this questionnaire, you will no longer need to complete and attach a Supplier Price Justification Conflict Information Form to a requisition. If the form is attached, the questionnaire responses will take precedence with the requisition. A Supplier Price Justification Template is available on the UR Procurement Website to use as a tool to gather answers to the questions prior to submitting the requisition in P2P. There is a video posted on the UR Procurement Website demoing the questionnaire. Please reach out to Purchasing to assist with your procurement needs especially when competitive bids are required. 8

Super User Design Change Updates Supplier Price Justification Questionnaire 9

Super User Design Change Updates 10

Supplier Price Justification Questionnaire Template Supplier Price Justification Template Based on feedback from P2P Users, not all requisitioners will know the answer to the Supplier Price Justification questions when creating and submitting a requisition. To assist with this, a Supplier Price Justification Template has been drafted for non-grant and grant transactions as a tool to gather answers to the questions prior to submitting a requisition in P2P. This template should not be attached to the requisition. It is only intended to be used as a tool to collect the answers so the questionnaire can be completed when submitting a requisition. 11

Super User Design Change Updates * A change has been made to the Level 2 Approver role and the timeline has been pushed out 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) Requisition Approval Thresholds Initiator : Person that can initiate a P2P transaction - automatically approves up to $9,999.99 Level 1 Approver: FAO Procurement Manager role - approves all transactions $10,000 to $99,999.99 Level 2 Approver: Procurement Project Manager role - approves transactions $100,000 to $999,999.99 All approvals $1,000,000 and above required approval based on standard financial approval hierarchy. Timeline Target Go-Live October 30 *pending feedback on assignment of roles noted above 12

Super User Tips Inactive Suppliers On occasion, when reviewing suppliers, you may find a supplier that is listed as Inactive. Inactive suppliers cannot be used on Requisitions or SIRs. You may be able to request the Inactive supplier be reactivated for use, but in some instances that may not be possible. It depends on the type of supplier they are and why they were inactivated. If you see that a supplier is inactive the best thing to do is click on the supplier s name and view the supplier record. Under Supplier Status Details. It will show the date they were inactivated and a reason, which may include additional details. If a supplier was inactivated due to no activity for 18 months, the reason will show as Inactivity. These suppliers can be reactivated by getting proof of the supplier s current address from the supplier and submitting a ticket to the Procurement Service Center requesting reactivation. 13

Super User Tips Inactive Suppliers Suppliers CAN NOT be reactivated by initiating a Create Contact Information Change. If a supplier is inactive and belongs to the 4 Qualified Supplier Group they will need to be requalified by the Purchasing Department before they can be reactivated. Please email: procurement_service_center@ur.Rochester.edu with a request to requalify the supplier. You will need to provide a current contact name and email with your request. You can ask the supplier to update their registration and submit new qualification paper work by directing them to: https://www.urmc.rochester.edu/purchasing/supplier/qualification.cfm Refer to the UR Procurement Website Tips-and-Tricks-Reviewing-Inactive-Suppliers 14

Super User Tips Product Returns If you need to return a product because of damage, overshipment, wrong item or other reason, you should contact the supplier to arrange for the return and obtain a RMA number and return instructions. The Create Return function in P2P only reverses a receipt against the purchase order. It does not send notification to the supplier. A return can only be created for goods lines. A return can only be created if there are one or more receipts. Refer to the Create Return Reference Guide on the UR Procurement Website for use of the Create Return function. 15

Super User Tips Checking Payment Status of Invoice If you are wondering if an invoice has been paid it is very easy to determine. The first thing you need to find is the supplier invoice number. If you have the number you can search for it in the global search bar using the prefix supinv: followed by the supplier s invoice number. Once the blue number pops up you can click on it to see the invoice. If you don t know the invoice number, you can find the invoice number on the Purchase Order line in the business document line column. 16

Super User Tips Checking Payment Status of Invoice You can immediately see whether or not an invoice has been paid by looking just under the blue bar. Payment Status will say Paid or Unpaid. If the invoice has been paid there will be a payment tab on the line that you can click to view details. 17

Super User Tips Checking Payment Status of Invoice In the payment tab you will be able to view the payment date, the check number (transaction reference) if applicable, the amount, and whether or not the check has been cashed (reconciliation status). If there is no transaction number the supplier is set to receive electronic payments. You can check the Purchase Order to see the default payment type for a supplier. ACH and EFT are electronic payments. Refer to the Invoice Match Exception Tip and Trick How to Tell if an Invoice has been Paid on the UR Procurement Website 18

Super User Reminders Reminders: You should no longer be submitting 312 requisitions to Purchasing. Instead you should be submitting non-catalog requisition via P2P. You should no longer be placing orders via SOLO except for RR Donnelly and Medline. Instead you should be submitting catalog (Marketplace) orders via P2P 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 19

Marketplace Status 29 Live Catalogs in the Marketplace 20

Marketplace Status Supplier Catalog Updates The Workplace Interior Catalog was recently enhanced to include a quoting feature. If you request a quote from Workplace, you will receive the following email on how to obtain your quote and add your items to your cart in the Marketplace. Supplier Catalogs On Deck Supplier Catalogs in Process Suppliers on Deck Supplier Catalogs in Process Agilent Charles River Laboratories Amazon Target Go Live October 12 Dentsply Dharmacon Demo Amazon Punchout GE Life Science Genescript Hampton Research Thorlabs 21

Monthly P2P Workshops New P2P Zoom Workshops started in September and will be 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: October 14th 2 3pm Topics: Blanket Order Best Practices Creating requisitions with Milestone Payments 22

Enhancement Requests Presently there are over 100 enhancement requests with competing priorities, projects and resources. Below is a list of requests we have been tracking from P2P users. *We are working with the Reporting Team to get a timeframe for completion of these requests . Enhancement Request Create a Receipt EIB Enhancement Details Users have requested the capability to bulk load goods/service receipts. 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 My Requisition Worklet Update the "My Requisition" worklet for initiators to include who the requisition is waiting for in Purchasing and the Hold reason. Ability to print SIR in a more consolidated fashion for backup purposes 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. 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 23

Super User Meeting Next Meeting: November 3, 2020 24