This content provides insights into the objectives of the Super User Group, including departmental support and enhancement prioritization. It also outlines the topics covered in the recent meeting, the scope of the project, and important updates for requisitioners. Learn about the key information shared and the changes in ordering processes. Stay informed and engaged with the latest developments in the P2P system.
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
You are allowed to download the files provided on this website for personal or commercial use, subject to the condition that they are used lawfully. All files are the property of their respective owners.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.
Topics Team Objectives P2P Scope 2/4/20 Meeting Updates Project Updates Grant Approvals SIR Printout Feedback SPJCI Form Feedback Blanket Order and Requisition Feedback Enhancement Prioritization 2
Super User Objectives Departmental Support Be able to answer basic P2P questions from departmental users Direct department users to P2P Customer Service Center if unable to answer their questions Provide pertinent information to department users FROM the P2P team Provide feedback from department users TO the P2P team Information Sharing Sharing best practices from either the P2P team, or from each other Review new design considerations that will be delivered (and estimated timeline) New suppliers enabled in P2P Marketplace New job aids or training opportunities What is/is not working well Your opportunity to let the P2P team know where departments are having issues Your opportunity to let the P2P team know what IS working well P2P team sharing the rationale for why certain design components work the way they were designed Enhancement priorities Review enhancement requests and provide recommendations for prioritizing them Discuss options for enhancements, and provide feedback 3
P2P Scope Included in This Project Excluded from This Project Blue Requisitions Highland Hospital and Affiliates Ordering (currently in PMM): Administrative/Non-catalog requisitioning PMM Inventory Locations, Par Forms, Custom Requisitions, item file requisitions Internal Transfers (i.e. UR Tech Store, internal catering, Barnes and Noble, Biological Supply Center) Catalog and Non-catalog items Goods and Services Patient Care Supplies University Divisions 10 through 92 Supplier Online Ordering (SOLO) 4
2/4/2020 Super User Meeting Update Notifications to requisitioners have been enabled to provide an email confirmation when a PO has been sent to the supplier. Key Information/Reminders: The Frequently Asked Questions Section was updated and questions have been grouped by topic to assist with finding answers to your questions. Paper and Toner should be ordered from WB Mason in the UR Marketplace. Toner and Paper is no longer available in the Staples Catalog Contact Dave Lang (276-1462) with questions You should no longer be submitting 312 requisition to Purchasing including capital requisitions. Instead you should be submitting non-catalog requisition via P2P. You should no longer be submitting F4 Forms to Accounts Payable (exceptions are Human Subject payments and mult- company requests). Instead you should be submitting a SIR in P2P. You should no longer be ordering via SOLO. Instead you should create a catalog requisition in the Marketplace with the exception of RR Donnelly and Medline. Newsletters are published monthly and contain useful information to assist you with the P2P system. All newsletters are posted on the UR Procurement website. 5
Project Updates Workday 2020 R1 Upgrade Changes 3/9/2020 Requisition Create and Checkout Screens Streamlined Current State 17 Clicks (1 line non-catalog requisition) Future State 11 Clicks (1 line non-catalog requisition) 35% reduction in clicks Edit Defaults Ship To Change Line Defaults on Checkout Workday Guided Tours Overview Zoom Sessions 3/3 9 10am 3/5 3 4pm To Register: https://www.signupgenius.com/go/9040E4EAAAE29AA8-p2psystem2 Video: https://www.rochester.edu/adminfinance/urprocurement/wp-content/uploads/2020/02/March-2020-Overview-Workday-Upgrade.mp4 6
Project Updates Recent Design Changes The Delivery Date Field in requisition checkout is no longer required for catalog and non-catalog orders. If you desire to add a delivery date, you can add it during the requisition checkout process. System Design Under Review Delegates can be one of three types under the current Delegation Design: a) Peers anyone that reports to the same manager as you b) Superiors anyone from your manager and up in the same management chain of command c) Subordinates anyone that reports to you or anyone that reports to any of your peers Feedback received some delegations are unable to be assigned because the delegate does not meet the criteria Scheduled Changes The following change was effective as of 2/28/2020 Current: No receipts required for catalog and non-catalog goods < $2,500 New: Receipts will be required for non-catalog goods => $0 Buying and Paying Guide Updated The Buying and Paying Guide has been updated to include some additional information on the Marketplace Supplier Tab UR Procurement Website 7
P2P Buying and Paying Guide The Buying and Paying Guide will assist with Determining the Preferred Procurement Method UR Procurement Non-Catalog (Workday) Requisition (Formerly 312 Requisition) UR Procurement Marketplace Catalog (Workday/Jaggaer) Requisition (Formerly 312 Requisition or SOLO Order) Pcard Payroll Supplier Invoice Request (SIR) Formerly F4 Payment Travel Identifying Marketplace Supplier Catalogs Identifying Suppliers Not Acceptable on a SIR Definitions of Supplier Groups Listing of Procurement and Capital Spend Categories 8
Project Updates The following suppliers will be enabled soon in the Marketplace. Stay tuned for updates. B&H Photo Perkin Elmer Health Science The following suppliers are in process or have been requested for supplier catalogs Suppliers in Process Suppliers Requested Agilent Dharmacon Amazon Business Genescript Charles River Laboratories GE Life Science Thorlabs Hampton Research Partssource 10
Grant Approvals PI approval is required for all grant (GR FAO) Requisitions and SIRs Feedback has been received to have enhanced requisition approval routing for grant approvals Option: Route grant transactions to one of the following roles prior to the PI required approval This approval would be an additional approval and not replace/eliminate the PI approval step This approver, knowing the rest of the approval workflow, could optionally add an additional approver that would otherwise not receive an approval task for the transaction FAO Procurement Manager Grant Manager Grant Financial Analyst Your feedback will assist us with improving the design and functionality of P2P 11
Grant Approvals Co-PI, when one exists on the grant, is an acceptable approval in lieu of PI approval on Requisitions and SIRs Will be reaching out to departments with the most grants with Co-PIs for feedback Cost Center CC12200-000 Clinical and Translational Science Institute CC11423-537 Orthopaedic Research CC11439-000 Environmental Medicine CC11144-000 Electrical and Computer Engineering CC12120-000 Biomedical Genetics CC11405-084 ACVRI CC12108-000 Center for Vaccine Biology CC11422-000 Ophthalmology CC12200-604 CTSA Coordinating Center for Leading Innovation and Collaboration (CLIC) Count of Grant 68 18 16 10 10 9 9 8 8 Your feedback will assist us with improving the design and functionality of P2P 12
Grant Approvals Grant subcontract SIRs route to Cost Center Procurement Manager, and higher, according to the standard P2P financial approval hierarchy Feedback has been received to Remove approvals after the PI approval OR, at least change who the grant subcontract SIR routes to after the PI Grant subcontracts have more up-front scrutiny than typical PO service contracts Your feedback will assist us with improving the design and functionality of P2P 13
P2P Feedback - Supplier Invoice Request Feedback was received and a request made to have a consolidated printout (currently 5 pages) of a Supplier Invoice Request (SIR). See proposed format below and provide feedback. 14
P2P Super User Meeting Feedback for Support with Blanket Orders and Requisitions Instructions to transition a service blanket PO to P2P Transferring a Blanket PO for Services into P2P If you have a blanket PO for Services that you want to transition to P2P you need to find out how much money is left on the PO. You can do that by sending a request to the P2P Service Center. Email your request to: procurement_service_center@ur.rochester.edu. Once you know the remaining amount then you need to figure out the remaining time. The PO above is valid until 8/31/2020. The remaining balance on the PO is $25,000.00 Log in to Workday at https://wd5.myworkday.com/rochester using your Net ID and password. Click on the procurement dashboard. P2P Service Center call and schedule a time to walk through the process 16
P2P Super User Meeting Feedback for support with Blanket Orders and Requisitions Instructor Led Sessions for Blanket PO s Converting Service Blanket PO Consultant Equipment Maintenance Software Converting Goods Blanket PO Non-Catalog requisition as needed Non-Catalog Templates for Non-Marketplace Suppliers Create requisition from prior requisition Setup favorite lists for suppliers in the Marketplace 17
P2P Super Users P2P Enhancement Prioritization Add FAO/Spend Category on Purchase Order Consolidated Printout of SIR Expired Service Lines Review of Enhancements List at April Meeting What is working well? What is not working well? 18
