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eProcurement 8.8 (ePro) Requisition Preparer Training

eProcurement 8.8 (ePro) Requisition Preparer Training. John Speros, Procurement. Class Agenda. Terminology Procurement systems overview Procurement Web site eProcurement walkthrough ePro step-by-step hands-on Restricted Items training Practice requisition with project split

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eProcurement 8.8 (ePro) Requisition Preparer Training

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  1. eProcurement 8.8 (ePro)Requisition Preparer Training John Speros, Procurement 1

  2. Class Agenda • Terminology • Procurement systems overview • Procurement Web site • eProcurement walkthrough • ePro step-by-step hands-on • Restricted Items training • Practice requisition with project split • Looking up ePro information • Requisition approvals • Reference Materials 2

  3. Terminology 3

  4. Terminology • Requisition • Purchase Order • Extended-Term Subcontract • Requester • Preparer (“Entered By”) • Approver • Certifier • Buyer / Subcontract Administrator • Distributed Procurement Unit (DPU) • PCard Order 4

  5. Procurement Systems Overview 5

  6. Procurement Systems Overview FMS 8.8 (ePro, eBuy, Purchasing, PCard,AP, Receiving, GL, RAPID, Travel-TREX ) B2B 6

  7. Procurement Web Site http://procurement.lbl.gov 7

  8. ePro Walkthrough & Step-by-Step 8

  9. Restricted Item Training 9

  10. Item Categories List 10

  11. ePro EH&S Requisition Approval/Review 11

  12. What is A Restricted Item? • There are many types of restricted items… computers… furniture… services… • From an EH&S perspective, a Restricted Item: • Has inherent safety hazards • Requires special controls and/or authorizations, and • If handled improperly, may: hurt people, harm the environment, damage equipment and result in citations or DOE Reportable Occurrences • For these reasons, purchasing Restricted Items needs to be controlled 12

  13. Restricted Item List • Procurement Dept maintains the Restricted Item List • The most current version available via LBNL Home Page “A to Z Index” • Restricted Item List is subject to change • ES&H related items are grouped together • EH&S Division POCs and phone extensions are listed • Note:notification versus approval (more later) 13

  14. What Do We Want You To Do? Ask the Requester if an item is Restricted/Sensitive/Hazard When you prepare a requisition: • Determineif item is on the Restricted Item List • Go to LBNL’s A-Z index and select “Restricted Items List” • Use PDF binocular view to find item • Categorize item by selecting the most appropriate Category when filling out eProcurement Line Information 14

  15. Conclusion • Requesters need to be aware of the Lab’s Restricted Item purchasing process • They should already know this & that controls/authorizations are needed…but preparers can remind them • Check items against the Restricted Item List • Use the Web based version for the current list • Use the PDF binocular view to find the item on the list • Still unsure? Contact EH&S • Correctly categorize items in ePro • This is important - it flags materials that require approval 15

  16. Practice ePro Requisitionwith Project Split 16

  17. Requisitions Status & Reports 17

  18. Manage Requisitions Navigation 18

  19. Manage Requisitions 19

  20. eProcurementPCard Information 20

  21. IRIS Reports • Quick Reports on the right give you quick Requisition & PO Status on individual POs • IRIS Reports give you more details, better formatting, and more filters • IRIS is refreshed nightly 21

  22. IRISPO Information 22

  23. IRISPO Information 23

  24. IRISPCard Order Information 24

  25. IRISPCard Order Information 25

  26. 8.8 Approvals 26

  27. 8.8 Approvals Email arrives in Mozilla mail inbox The Email shows “Approval is Requested” in the subject area. 27

  28. 8.8 Approvals Email text Hyperlink to approval page 28

  29. 8.8 Approvals PeopleSoft 8.8 login 29

  30. 8.8 Approvals Click Approve or Deny 30

  31. Advanced8.8 Approval Topics Requisition Details 31

  32. Advanced 8.8 Approval Topics Add another Approver or Reviewer 32

  33. Advanced 8.8 Approval Topics View All Approvals 33

  34. Advanced 8.8 Approval Topics View All Approvals 34

  35. Advanced 8.8 Approval Topics BLIS Approval 35

  36. Advanced 8.8 Approval Topics Complex Approvals 36

  37. Requisition PreparerReference Materials 37

  38. Requisition Preparer Training Materials • Quick Reference Guides • Web-based training through the “User Productivity Kit” • ePro Help x7774 • Procurement Web Site: http://procurement.lbl.gov 38

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