Process & Department Set-up

1. Process & Department Set-up How Marketplace works Roles Business Units Approvals)

2. Shopper & Buyer Roles Department Buyer III Department Buyer II Department Buyer I Index-Informed Shopper Window Shopper

3. Department Administrator Role • Department Administrators: • Each Department assigns its Department Administrator(s) • The Department Administrator is responsible for: • Maintaining the Department’s roles and Business Units through the “Business Unit Management” system • An example of a similar role would be DSAs • View-Only Department Administrator roles may also be assigned • Department Administrators have access to “Business Unit Management” (a tool in Finlink used to set up and edit the Department’s Configuration.) • Assign/Edit User Roles • Create/Edit Business Units • Approvers • Accounting Definition of Indexes Business Unit Management Note: You do not need to enter new employees into the system for them to be able to use Marketplace. All employees are Window Shoppers as soon as they have Single Sign-On.

4. Approvals (Business Units) Business Unit Approval Levels • Approvers can approve purchases against certain Index(es). • They are assigned to Business Units along with the Index(es) for which they can approve. • There are three dollar levels of approvals within each Business Unit. • $0 - $2,499 • $2,500 - $4,999 • $5,000 and above • The Approvers are assigned to different dollar levels. • It is recommended that back-ups be assigned to each dollar level, for absences as well as to approve another Approver’s requisition. • $0 – • $2,499 • $2,500 – • $4,999 • $5,000 • + above Index(es) Approvers (with back-ups) for each level • Note: These are not approval hierarchies with multiple approvers for a requisition. The cart is routed directly to the Approver for that dollar level. • Also Note: Approvers cannot approve their own requisitions. Another Approver will need to do so. 4

5. What are Business Units? BACKGROUND 3: Currently there is not an association between people and the Indexes they are responsible for BACKGROUND 2: All employees are associated with Home (Payroll) Departments • BACKGROUND 1: • All Indexes (accounting information) are associated with: • IFIS Chart of Accounts • FinancialLink Business Unit Index Index Index Index(es) Approver(s) People SOLUTION: Business Units associate Indexes with the people who can approve for those Indexes. Fund B Fund A Org 1 Project [Name] Home (Payroll) Departments FinancialLink Projects IFIS Chart of Accounts

6. How Does Marketplace Use Business Units to Approve Purchases? • Approvals • Shoppers’ carts are routed to the correct Approver (Business Unit) based on the Index used Shopping • Shoppers can select any Index(es) on campus* when requesting a purchase (“submitting a cart”). *(with proper authorization) Business Unit • Shoppers • Shopper’s Home (Payroll) Departments identified through the log-in process (Single Sign-On) • (Shoppers are NOT associated with Business Units) • Business Units • Indexes and their Approvers Approver(s) Index(es)

7. Steps for Setting up your Department This section is especially recommended for: Business Officers Department Coordinators Department Administrators

8. How to Fill in the Worksheet:1. Determine Department Identification and Assign Roles to people Home (Payroll) Departments • Decide on the name for the Department (can be different from the official name). • You can add additional payroll codes which roll up into this Department. • The Home Department assigns the following roles to its people: • Shoppers • Index Informed Shoppers • Department Buyers I, II or III • (The employees without above Shopper roles are Window Shoppers by default and do not need to be assigned). People • Department Administrators • View and Edit • View only Note: These roles are associated with their Home Department, NOT Business Units.

9. Department Information and Roles are entered in the Home Department Tab • Enter the name for the Department • Enter any additional payroll codes which roll up into this Department • Place X’s in the columns to assign the Role(s) to the employees

10. 2. Configure Business Units for Approvals The Home Department Configures its Business Units by associating Indexes with their Approvers. • Association is also established between • Business Units • and • Home Depts. Business Unit Index Index Index Approver(s) Index(es) Fund B Fund A Org 1 Project [Name] FinancialLink Projects IFIS Chart of Accounts 10

11. The Business Unit Information is entered in the Business Unit tab Enter the name of the Business Unit You may add: • Additional tabs for additional Business Units • Additional lines for additional Accounting Definitions

12. Methods for Defining Indexes in Business Units Note: The method chosen affects whether or not the Indexes are updated automatically. • Org • (Indexes update automatically • from IFIS Chart of Accounts) Index A1 Index B1 Index [Project] • Fund-Org • (Indexes update automatically from IFIS Chart of Accounts) Lowest Highest 3. Projects (Indexes update automatically from FinancialLink Projects) 4. Indexes (Indexes must be updated manually through Business Unit Management) Project [Name] Org 1 Fund B Fund A IFIS Chart of Accounts FinancialLink Projects

13. Implications of Accounting Definitions In order to avoid duplicate Indexes across Business Units, the Index will belong to a Business Unit based on the following rules: • The Business Unit to define the Index at the lowest level (e.g. Index) will own it. • Therefore, a higher definition may not be able to retain all its Indexes • The Business Unit to incorporate it first will own it

14. Delegation of Authority The roles of Department Buyer and Business Unit Approver require a completion of the Delegation of Authority Form and appropriate training. • If you have been assigned the role of Department Buyer or Business Unit Approver, you have received a re-delegation of authority to release purchase orders directly to suppliers through Marketplace, thereby committing the funds of the Regents of the University of California. • This re-delegation applies to purchasing activity through the Marketplace site only.