Purchasing Goods and Services using UTShare www.utsa.edu/purchasing

1. Purchasing Goods and Services using UTShare www.utsa.edu/purchasing

2. Agenda PointPlus becomes eProcurement Create a Requisition * Interim Approval Process Front Desk Manual 4 1 2 3 5 7 7 6 UTShare Purchasing Terminology Course Objectives Summary & Resources Revised - 02/19/14

3. Business Process Impact (BPI) Interim Processes (IP) BPI An icon to indicate an interim process during Go-Live An icon to highlight a change to current business process Look for these icons on slides throughout the course Revised - 02/19/14

4. Course Objectives

5. 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. Revised - 02/19/14

6. UTShare Procurement Terms

7. UTShare Purchasing Terms • Module – a component within PeopleSoft, to be combined with other modules. • eProcurement (ePro) Module – a module within PeopleSoft to generate requisitions, punch-out catalog orders, and receive goods/services. • Desktop Receiving – a process of the eProcurement Module that allows end users to receive goods/services for orders. Revised - 02/19/14

8. 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. Revised - 02/19/14

9. 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. Revised - 02/19/14

10. ICON UTShare Purchasing Terms (Cont’) • Approval Workflow will not be available March 2014, an Interim Process will be used. Revised - 02/19/14

11. 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 pre-encumbrance is created. • When a Purchase Order is Budget Check, the pre-encumbrance is reversed and an the encumbrance is generated. Revised - 02/19/14

12. 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. Revised - 02/19/14

13. PointPlus becomeseProcurement* High level overview

14. PointPlus eProcurement to PointPlus Purchase Order = 2013C__ or 2013A__ Vendor ID - PointPlus = 2jxn598 025 (2jxn598 is Vendor EID, 025 mail code) Bid Invitation Number= 3130___ Document Type= PB0 or PB4 ePro ePro= UTSA1-0000000001 • UTSA1 is what differentiates UTSA from other components • 0000000001 is a ten digit PO number Vendor ID - ePro = 0000000001 (ten digit identification number) ePro has no bid number. ePro does not differentiate between small or large dollar requisitions. Revised - 02/19/14

15. PointPlus – Purchase Order Summary Revised - 02/19/14

16. UTShare- Review and Submit Revised - 02/19/14

17. PointPlus – Basic Information Revised - 02/19/14

18. UTShare - Define Requisition Revised - 02/19/14

19. PointPlus – Item Detail Revised - 02/19/14

20. UTShare – Add Items and Services Revised - 02/19/14

21. PointPlus – Commodity Code Search Revised - 02/19/14

22. UTShare – Category (Commodity) Code Search Revised - 02/19/14

23. 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) Revised - 02/19/14

24. 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/ Revised - 02/19/14

25. PointPlus – Vendor Search Revised - 02/19/14

26. UTShare- Vendor Search Revised - 02/19/14

27. PointPlus – Vendor Details Revised - 02/19/14

28. UTShare –Review and Submit Revised - 02/19/14

29. PointPlus - Accounts Revised - 02/19/14

30. UTShare - Accounts Revised - 02/19/14

31. PointPlus – Print Purchase Order Revised - 02/19/14

32. PointPlus – Purchase Order Example Revised - 02/19/14

33. UTShare - Print Purchase Orders Revised - 02/19/14

34. Purchase Order Example Revised - 02/19/14

35. PointPlus - Receiving Revised - 02/19/14

36. UTShare- Receiving Reports Revised - 02/19/14

37. 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? Revised - 02/19/14

38. Interim Requisition Approval Process

39. 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) Revised - 02/19/14

40. 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 Revised - 02/19/14

41. 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 mustbe 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 Revised - 02/19/14

42. Reviewing Front Office Manual Documents

43. 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 Revised - 02/19/14

44. 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 Revised - 02/19/14

45. Creating a UTShare RequisitionInstructor Lean using UPK’s* Note: Hands on Activity in a computer lab environment

46. Questionnaire • Name a new feature in eProcurement that is NOT available in PointPlus? • Is requisition creation easier or harder? • What feature(s) do you feel add value to your job? • What part(s) do you feel may present a challenge for you? • If you could change one thing about this training, what would you recommend? Revised - 02/19/14

47. Summary • In this course we covered: • New key concepts and how they are applied to the new UTShare purchasing processes • Discussed differences between the current system and UTShare • Reviewed the technical aspects of purchasing in UTShare • Reviewed the steps to create a UTShare requisition Revised - 02/19/14

48. Resources and Contacts

49. PeopleSoft Support and Sustainment CenterContact Us – Reaching the PSSC Your Single Point of Contact (SPOC) The PSSC is ready for your PeopleSoft questions! 3 ways to contact us: • Telephone: 210-458-SPOC (458-7762) • Go to UTShare Website: www.utsa.edu/UTShare, link to the SPOC icon for the PeopleSoft ticketing system • Email the PSSC: spoc@utsa.edu Questions raised now through post-go live helps PSSC establish a comprehensive knowledge base and appropriate Service Levels! Revised - 02/19/14

50. Training Resources • PeopleSoft Sustainment Center • UPK’s – ePro/Purchasing • Business Process Guides • Face-to-Face Classes • Purchasing Office • “How To” videos • Online reference material Revised - 02/19/14