External Vendor Procurement Main Processes As-Is

1. External Vendor Procurement Main Processes As-Is Purchasing Order Main Process Bid Main Process Begin Begin Create Encumbrance Prepare Bid Requisition Auditing Publish Bid Create POs System Process of POs & Related Files Evaluate & Award Bid Create CORs End End Last Updated: October 15, 2002

2. External Vendor Procurement Processes As-Is Create Encumbrance This process map depicts the basic approval process of encumbrance. Actual process may vary by departments or divisions. Dept. Authorizes to Create Requisitions Dept. Chair Approves Requisitions Route Requisitions to Dean’s Office Dept. Fills Out Req. Form Begin Dean’s/Dept Office Enters Req. # and Funding in 3270 (EPRQ) Dean’s/Dept Office Create Encumbrance Dean’s Office Reviews & Approves Req. Return to Procurement Main Flow Last Updated: October 15, 2002

3. Pre-AuditRequisition Auditing Receive Requisitions from Dean’s Office Verify Class Code is Appropriate for Item Verify Description Is Complete Verify Accompanying Documentation Verify Both Dept. & Dean’s Approvals Begin Verify Req. Is for UW Business Return to Dean’s Office OK? No Yes Approve Requisitions Route Reqs. To Purchasing Other Requisitions. Return to Procurement Main Process Fund 133 Class Codes 4Ks, 2Ks, 3221, 3227 & 3228? Yes Route to RSP Postage Req. System Generates Voucher, Remittance Copy, Prelist in CARDS Verify VO Entry Create VO in VPAM No RSP Reviews & Approves Class Code 4Ks? No Confirming Req w/ Invoice Attached (<$5,000) OK? Yes Route 4Ks & 2Ks to Purchasing Yes No Property Control Returns Req. Property Control Verifies Req. Correct in VPAM Editing & Check Printing Distribute Checks Issue Other Reqs. Under RSP Negotiated Contracts End Reference Original Equipment PO # and Property Control # if Purchase is a Component of Capital Equipment. Last Updated: October 15, 2002 End

4. External Vendor Procurement Processes As-Is Create Purchase Orders Note: At beginning of each month, the legacy system loads funding source and expiration dates to the Purchasing System. EPRQ: Fund, Account, UDDS, Activity, Class Code. Legacy System Nightly Loads Req. File to Purchasing System Purchasing Enters Remaining Req. Form Data to Purchasing System Purchasing System Updates Vendor File Begin Purchasing Assigns Req. to Purchasing Agent Purchasing Creates Req. in Purchasing System Reqs. Under $5,000 or from Delegated Agent All Other Reqs. Agent or Prog. Assist. Releases PO Agent Defines Invoice/PMT Handling Agent Creates PO from Req. in Purchasing System Purchasing Agent Reviews & Sources Vendor Wait for Vendor Response Return to Procurement Main Process • Bid • Quote • RFP • Waiver • Contract Processes Order Status = R Last Updated: October 15, 2002

5. External Vendor Procurement Processes As-Is System Process of POs and Related Files Cancelled, Closed or Non-Exist Reqs. Begin Legacy System Populates Legacy Tables Used by Accrual Accounting (INQP) Purchasing System Loads Updated Vendor File to Legacy (ADDI) Purchasing System Loads PO File to Legacy (INQP) Legacy System Creates Req. Error Report Purchasing System Nightly Prints POs at DoIT List of Reqs with over ±$100 Variance To vendor, Dept. Accounting, etc. Legacy System Creates Entry Change Report Distribute PO Copies Vendor File Load Error? No Return to Procurement Main Process Yes Legacy System Creates Vendor File Load Error Report Last Updated: October 15, 2002

6. Last Updated: October 15, 2002

7. Additional Order Information Use of Commodity Code on each order line item PO Type assigned to each PO (Types of contracts, blanket POs, pricing method etc.) Purchase Authority by PO (Waiver, Contract, etc.) Print Format Type (Also drives payment process) Positive or negative approval of invoice Freight destination code (Could be defined at order line) Payment terms Stored text messages Reference PO to contract number (via Authorization, no direct link) Vendor Number. Triggers of Change Orders Department request Invoice amount (Accounting routes invoice to Purchasing, who reviews with department for approval.) Vendor request due to item change or price changes. Vendor Addresses Remit to address Bid address Order address: This is loaded to the legacy system. Purchasing Agent Information Purchasing Agent information is used as source data by INQP. It is entered directly to TREV (Buyer) in the legacy system by Purchasing every time a new Purchasing Agent is hired. The Accrual Accounting System uses this data to link a PO to a buyer. Receipt of Goods No receipt documents Evidence of receipt is not required for payment processing No RMAs. Vendor Names A vendor may use one name on PO and another on invoice; A vendor name may have alias; Matching of vendor names is a manual process. External Vendor Procurement Processes As-Is Additional Information Return to Procurement Main Process Last Updated: October 15, 2002

8. External Vendor Procurement Processes As-Is - Prepare Bid Return to Procurement Main Process Last Updated: October 15, 2002

9. External Vendor Procurement Processes As-Is - Publish Bid Return to Procurement Main Process Last Updated: October 15, 2002

10. External Vendor Procurement Processes As-Is – Evaluate & Award Bid Return to Procurement Main Process Last Updated: October 15, 2002