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Update Series III

Update Series III. June, 2005. Implementation update. EPIC was placed in production on June 16 th To date 6 orders have been placed 1 Southeast 2 South Bend 1 Northwest 2 Bloomington Kokomo and East implemented OnBase last week. Northwest implementing today?

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Update Series III

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  1. Update Series III June, 2005

  2. Implementation update • EPIC was placed in production on June 16th • To date 6 orders have been placed • 1 Southeast • 2 South Bend • 1 Northwest • 2 Bloomington • Kokomo and East implemented OnBase last week. Northwest implementing today? • No invoices have been processed to date. Plan to begin processing later this week.

  3. Workflow Terminology Overview

  4. Requisition document: Route levels: 1) Content (optional): Set-up rules & required workgroups in WORKFLOW 2) Sub Account Hierarchy (optional): Set-up rules & required workgroups in WORKFLOW 3) Fiscal Officer/Primary Delegate (required): Set-up delegates (primary & secondary) in FIS 4) Base Review Hierarchy (optional): Set-up rules & required workgroups in WORKFLOW Purchase Order document: Route levels: 1) Internal Purchasing (data dependent): Set-up rules & required workgroups in WORKFLOW 2) C&G (data dependent): Set-up rules & required workgroups in WORKFLOW 3) Budget Office (data dependent): Set-up rules & required workgroups in WORKFLOW Payment Request document: Route levels: 1) Sub Account Hierarchy (optional): Set-up rules & required workgroups in WORKFLOW 2) Fiscal Officer/Primary Delegate (required): Batch process will load existing primary and secondary delegates that are already in the FIS for the CREQ document for the new PREQ document Additional Workflow set-up: Set-up superusers for EPIC Routing set-up for June 16 EPIC Release

  5. Department Rozzie/Steve Purchasing EPIC Departmental Pilot Checklist Determine if you should participate in the EPIC pilot Contact Rozzie/Steve for Your workflow setup spreadsheet Contact Jennifer in purchasing to alert her that You intend to pilot Complete your workflow Setup spreadsheet Purchasing will add your Users to the ads group and Notify you that you are set to begin Review workflow setup with Rozzie/Steve Rozzie/Steve will set up Your routing requirements In FIS and workflow and notify Purchasing when set up complete Begin Creating Requisitions in EPIC

  6. EPIC Departmental Pilot Checklist The following check list should be used by departments in preparation for piloting EPIC 1) Determine if it is appropriate for your department to participate in the EPIC pilot implementation • Does your department do business with any of the following vendors: • Canon IV • Invitrogen • Bell Tech.logix • Science Pack vendors • VWR • Fisher Scientific • LaserTech • CDW 2) Contact Rozzie Gerstman (for BA and BL accounts) or Steve Keucher (for UA accounts) for your workflow setup spreadsheet. 3) Contact Jennifer Foutty on EPIC purchasing team to notify her that you intend to begin piloting soon.

  7. EPIC Departmental Pilot Checklist 4) Complete the workflow setup spreadsheet for your department • Org level – content routing resides here – identify the members of the workgroup that will assign accounts and object codes to requisitions • Account level – Fiscal officer routing resides here – identify your delegates for REQS and PREQ documents. Also verify that active users and delegates are correct for your accounts. • Sub account level – Sub Account routing resides here – identify the members of the workgroup(s) for subaccount approvals for the REQS and PREQ. • Considerations: • Content and sub account routing (org level and sub account level) will be used primarily for larger departments • Workgroups rather than individuals are recommended for content and sub account routing • Individuals are required for delegates in fiscal officer routing

  8. EPIC Departmental Pilot Checklist 5) Review your completed spreadsheet with Rozzie or Steve. 6) Rozzie/Steve will set up your routing requirements in workflow and FIS and notify purchasing once your area is set up and ready to go 8) Purchasing will add your users to the ads group enabling you to begin piloting and notify you that you are set to begin creating requisitions in EPIC.

  9. Routing and separation of duties review • Appropriate separation of duties means that at least two people from the department have been involved in the process of creating a requisition, approving a requisition and approving a payment request • Purchasing and AP personnel do not count

  10. Separation of Duties Quiz

  11. PREQ Demonstration • Finding PREQ’s that are awaiting approval • EPIC PREQ’s will be in workflow • TOPS CREQ’s will remain in FIS • Approving a PREQ • Placing a PREQ on Hold • Taking a PREQ off of Hold • Requesting that a PREQ be cancelled

  12. PREQ Demonstration • Changing the account on a PREQ • Viewing the invoice image on a PREQ • Printing a PREQ • Identifying PREQ’s that are more than $5,000

  13. Training Update • Formal training sessions have not yet been established • Expect Town Hall training sessions to begin between mid July and Mid August • Once scheduled, training will be communicated through the list serve (EPIC-L)

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