Purchasing Goods and Services using UTShare www.utsa.edu/purchasing Agenda 1 Course Objectives 2 UTShare Purchasing Terminology 3 PointPlus becomes eProcurement 4 Interim Approval Process 5 Front Desk Manual 6 Create a Requisition * 7 Summary & Resources 2 Revised - 02/19/14 Business Process Impact (BPI) Interim Processes (IP) An icon to highlight a change to current business process An icon to indicate an interim process during Go-Live Look for these icons on slides throughout the course 3 Revised - 02/19/14 Course Objectives COURSE OBJECTIVES PROCUREMENT USING UTShare Identify and apply new UTShare Purchasing Process and Terminology. Describe and differentiate ePROCUREMENT and POINTPLUS. Discuss and demonstrate the interim Requisition Approval process Review and evaluate contents of Front Office manual. REQUISTION IN UTShare Demonstrate and build a UTShare Requisition using UPK’s – Instructor Lead. 5 Revised - 02/19/14 UTShare Procurement Terms UTShare Purchasing Terms Module – a component within PeopleSoft, to be combined with other modules. eProcurement (ePro) Module – a module within PeopleSoft to generate requisitions, punchout catalog orders, and receive goods/services. Desktop Receiving – a process of the eProcurement Module that allows end users to receive goods/services for orders. 7 Revised - 02/19/14 UTShare Purchasing Terms (Cont’) Purchasing Module – a module within PeopleSoft that allows Purchasing more purchase order options when process high dollar requisitions. This module will also be used to create Change Order Requests by Purchasing. Receiving – a process of the Purchasing Module that allows Central Receiving to receive goods/services for orders. Return to Vendors - a process of the Purchasing Module that allows Central Receiving to return goods. 8 Revised - 02/19/14 UTShare Purchasing Terms (Cont’) SpeedCharts – Shortcut key that populates data into the financial accounting lines for most financial transactions (such as vouchers and requisitions) within 48 hours. SpeedCharts greatly increase data efficiency by reducing the number of keystrokes required to enter frequently used ChartField combinations. Workflow – an electronic process that routes a requisition through financial approvals before a requisition can be sourced to a purchase order. 9 Revised - 02/19/14 UTShare Purchasing ICON Terms (Cont’) • Approval Workflow will not be available March 2014, an Interim Process will be used. 10 Revised - 02/19/14 UTShare Purchasing Terms (Cont’) Process – A term used to describe a series of actions directed to some end. Budget Check – an electronic process that checks funds availability. When a requisition is Budget Check, a preencumbrance is created. When a Purchase Order is Budget Check, the pre-encumbrance is reversed and an the encumbrance is generated. 11 Revised - 02/19/14 UTShare Purchasing Terms (Cont’) Source Requisition to Purchase Order – an electronic process that converts an approved requisition to a purchase order. Dispatch – an electronic process that releases an approved Purchase Order. 12 Revised - 02/19/14 PointPlus becomes eProcurement * High level overview PointPlus to eProcurement PointPlus Purchase Order = 2013C__ or 2013A__ ePro ePro = UTSA1-0000000001 Vendor ID - PointPlus = 2jxn598 025 (2jxn598 is Vendor EID, 025 mail code) UTSA1 is what differentiates UTSA from other components 0000000001 is a ten digit PO number Vendor ID - ePro = 0000000001 (ten digit identification number) Bid Invitation Number = 3130___ ePro has no bid number. Document Type = PB0 or PB4 ePro does not differentiate between small or large dollar requisitions. 14 Revised - 02/19/14 PointPlus – Purchase Order Summary 15 Revised - 02/19/14 UTShare- Review and Submit 16 Revised - 02/19/14 PointPlus – Basic Information 17 Revised - 02/19/14 UTShare - Define Requisition 18 Revised - 02/19/14 PointPlus – Item Detail 19 Revised - 02/19/14 UTShare – Add Items and Services 20 Revised - 02/19/14 PointPlus – Commodity Code Search 21 Revised - 02/19/14 UTShare – Category (Commodity) Code Search 22 Revised - 02/19/14 NIGP becomes UNSPSC • NIGP (National Institute of Government Purchasing) coding is a method to categorize goods and services. NIGP is primarily used in Public Procurement agencies. Codes were 5 digits: • 3 Digit Class Number (Grouped by Function) • 2 Digit Item Number (Product or Service) 23 Revised - 02/19/14 NIGP becomes UNSPSC (con’t) • UNSPSC (United Nations Standard Products and Services Code) coding will be used in UTShare. This coding system is a global standard for categorizing goods and services. Codes are now 8 digits: • 2 Digit Segment (Aggregation of Families) • 2 Digit Family (Familial Grouping) • 2 Digit Class (Grouped by Function) • 2 Digit Commodity (Product or Service) UNSPSC Website: http://www.unspsc.org/ 24 Revised - 02/19/14 PointPlus – Vendor Search 25 Revised - 02/19/14 UTShare- Vendor Search 26 Revised - 02/19/14 PointPlus – Vendor Details 27 Revised - 02/19/14 UTShare –Review and Submit 28 Revised - 02/19/14 PointPlus - Accounts 29 Revised - 02/19/14 UTShare - Accounts 30 Revised - 02/19/14 PointPlus – Print Purchase Order 31 Revised - 02/19/14 PointPlus – Purchase Order Example 32 Revised - 02/19/14 UTShare - Print Purchase Orders 33 Revised - 02/19/14 Purchase Order Example 34 Revised - 02/19/14 PointPlus - Receiving 35 Revised - 02/19/14 UTShare- Receiving Reports 36 Revised - 02/19/14 Mini Quiz • Tell me what a Module is? – Name two modules • T or F, UTShare requires end users to create two different types of requisitions for </=$5000 and >$5000. • Vendors in UTShare will be categorized by: – A. UT EID – B. Ten Digit Vendor ID • What is a SpeedChart? 37 Revised - 02/19/14 Interim Requisition Approval Process Interim Process for Requisition Approval • Departments will need to obtain signature approval to purchase a good or service before generating a requisition. – End users will be responsible for processing a PeopleSoft requisition for all orders under or equal to $5,000. – Requisitioners will also be responsible for obtaining and documenting signature approvals within a Department Purchasing file using: 1. Requisition Approval Log (manual process) 2. UTShare Requisition Approval Form (electronic process) 39 Revised - 02/19/14 Interim Process for Requisition Approval • Requisition Transactional Log – End users can use a manual process to obtain requisition signature authority. Just like Pro-Card, users can reconcile small dollar purchase orders on a daily, weekly, or monthly basis. – Approvals must be recorded using the “Requisition Transactional Log” which can be found on the Purchasing Website at: www.utsa.edu/purchasing 40 Revised - 02/19/14 Interim Process for Requisition Approval • UTShare Requisition Approval form – End users can use an electronic approval form to obtain requisition signature authority. UTShare Requisition form can be found at: www.utsa.edu/utshare – UTShare approval form will route automatically and must be used when placing orders for: • Lasers or X-Ray equipment • Fleet related purchases • Heavy Construction • Laboratory Animal and related purchases • Funding using Grants • Foreign Vendor purchases 41 Revised - 02/19/14 Reviewing Front Office Manual Documents Front Office Manual • Print out’s of: – UPK’s • Creating a Requisition • Printing an approved purchase order • Desktop Receiving – “How To” Handouts • • • • • Create a requisition Searching for a category code Splitting Chart of Accounts on a requisition Setting requisition line defaults Adding line item comments and attaching document 43 Revised - 02/19/14 Front Office Manual • Print out’s cont. – – – – Outline of the Interim Requisition Approval process Outline of Purchase Order Correction process Outline of the Return (items) to Vendor process Flowcharts of PeopleSoft Purchasing Processes • • • • • Procure Goods & Services Under $5,000 Procure Goods & Services Over $5,000 Requisition Workflow Sourcing for Under or Equal to $5,000 Requisitions Sourcing for Over $5,000 Requisitions 44 Revised - 02/19/14 Creating a UTShare Requisition Instructor Lean using UPK’s * Note: Hands on Activity in a computer lab environment Questionnaire 1. Name a new feature in eProcurement that is NOT available in PointPlus? 2. Is requisition creation easier or harder? 3. What feature(s) do you feel add value to your job? 4. What part(s) do you feel may present a challenge for you? 5. If you could change one thing about this training, what would you recommend? 46 Revised - 02/19/14 Summary In this course we covered: 1. New key concepts and how they are applied to the new UTShare purchasing processes 2. Discussed differences between the current system and UTShare 3. Reviewed the technical aspects of purchasing in UTShare 4. Reviewed the steps to create a UTShare requisition 47 Revised - 02/19/14 Resources and Contacts PeopleSoft Support and Sustainment Center Contact Us – Reaching the PSSC Your Single Point of Contact (SPOC) The PSSC is ready for your PeopleSoft questions! 3 ways to contact us: 1) Telephone: 210-458-SPOC (458-7762) 2) Go to UTShare Website: www.utsa.edu/UTShare, link to the SPOC icon for the PeopleSoft ticketing system 3) Email the PSSC: [email protected] Questions raised now through post-go live helps PSSC establish a comprehensive knowledge base and appropriate Service Levels! 49 Revised - 02/19/14 Training Resources • PeopleSoft Sustainment Center – UPK’s – ePro/Purchasing – Business Process Guides – Face-to-Face Classes • Purchasing Office – “How To” videos – Online reference material 50 Revised - 02/19/14 Contacts • Purchasing Office – Call: 458-4060 – Email: [email protected] – Purpose: answer questions related to requisition business processes • Central Receiving – Call: 458-4127 (Main Campus) 458-2780 (DT or ITC Campus) – Email: [email protected] – Purpose: answer questions related to receiving business processes 51 Revised - 02/19/14 Questions 52 Revised - 02/19/14 Thank You!