OFFICE DEPOT. TOLEDO BLADE. AMERICAN EDUCATION. RESEARC

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BGSU/PeopleSoft

• FMS Purchasing 301
• Purchasing and Workflow Overview
• Updated 05/23/2007

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(No Transcript)
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Learning Objectives

• Identify and discuss the details of our four
  options for purchasing goods and services
• Understand the features and benefits of BGSU
  Suppliers Online website
• Understand the features and benefits of
  Inter-University Council (IUC) Purchasing Group
  of Ohio and State of Ohio Procurement

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Learning Objectives

• Cite our purchasing guidelines and procedures
• Understand electronic documentation and
  electronic workflow
• Discuss the various policies governing system
  security and the electronic workflow approval
  process

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Our Purchasing Options
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Four Ways to Purchase or Pay

• Procurement Card (P-Card)
• FMS Requisitions
• FMS Reserved PO s
• FMS Quick Invoices

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Procurement Card

• Planned/Unplanned
• High volume, low-dollar purchases
• Up to 1500 per transaction
• PaymentNet for reviews, approvals, and budget
  allocations

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Benefits

• Streamlines small-dollar purchasing process
• Reduces the use of petty cash funds
• Eliminates the need for employees to use
  personal funds for university business

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JPMorgan Chase VISA

• Access BGSU Website Homepage
• Select Offices
• Select Business Office
• Select Purchasing Card
• Review Manual, Get Card Application, View Vendor
  List Business Office Contact Chastity McCartney

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JPMorgan Chase Vendors

• BEE GEE RENTAL/SALES
• BIG LOTS
• KROGER
• OFFICE DEPOT
• TOLEDO BLADE
• AMERICAN EDUCATION
• RESEARCH CONFERENCE

• BEN FRANKLIN
• FAST COMPANY
• MID WOOD INC
• SENTINEL TRIBUNE
• AMERICAN AIRLINES
• HIGHER EDUCATION PUBLICATION

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FMS Requisitions
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FMS Requisitions

• Under 1500
• Over 1500
• Blanket
• Service
• Request-for-Quote (RFQ)
• Confirming Order

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Low Requisition LOW

• For planned purchases less than 1500
• Takes the place of the AFIN PDQ and PO1 documents
• Approved by requester if no special categories or
  if not project/grant related

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Online Requisition ONL

• For planned purchases greater than 1500
• Takes the place of the AFIN RXQ document
• Routed electronically for approvals

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Blanket Requisition BLK

• For planned purchases from a single vendor (Art
  Supplies from Ben Franklin)
• Dollar-based (within budget) for undefined
  products and quantities
• May be set up for maximum of 12 months ( or
  fiscal year)
• Routed electronically for approvals
• Reduces data entryone requisition just receive
  as required

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Service Contract Requisition (SVC)

• For planned purchases from a single vendor
  (maintenance agreement/lab equipment leased car)
• Quantity based for defined service fees
• May be set up for 12 months (or a fiscal year)
• Routed electronically for approvals
• Reduces data entryone requisition just receive
  as required

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Request for Quote Requisition RFQ

• For planned high-dollar purchases under bid
  threshold
• Ensures competitive pricing
• Requester initiates Purchasing dispatches RFQ
  and then modifies requisition with award
  specifics

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Confirming Order Requisition (CNF)

• For whoops situations practice will be audited
• Ensures timely vendor payment
• No payment of an invoice without an associated
  FMS online purchase order
• Must enter CNF Requisition

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Confirming Order Requisition (CNF) with Reserved
PO Number

• For planned purchases less than 1500. (for
  suppliers who dont take P-Card or for
  departments with no P-Card)
• No made up PO s
• Call Purchasing for an official FMS Reserved PO
  Give to Vendor online or on the phone
• Must enter CNF Requisition and write Reserved PO
  in the Description field.

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The Quick Invoice

• For reimbursements and store charges lt 100
  (e.g., Ben Franklins)
• Ensure timely vendor payment by sending receipts
  to central scanning

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BGSU Suppliers Online
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Prime Suppliers

• Sole Source Perry Corporation
• Digital Printers and Copiers
• Konica Minolta

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Preferred Suppliers

• Dell and Apple
• American Interiors
• Fisher Scientific
• Grainger/Superior Industrial Supply
• Stampers
• Laser Cartridge Express (Wood Lane Industries
  MRDD)

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Benefits

• Online Shopping Convenience
• Contractual Pricing Agreements
• Dedicated Account Representatives
• Next-Day Delivery in Many Cases

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BGSU Online Suppliers

• Access BGSU Website
• Select Offices
• Select Purchasing
• Select BGSU Suppliers Online
• Select Supplier Information (Fisher Scientific)

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IUC and State of Ohio Contracts
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Contractual Vendors

• Dell Marketing LP
• Global Govt Education Solutions
• American Interiors
• Community Seating
• Charlies Dodge Inc
• Toledo Hilton

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Benefits

• Contractual Pricing
• No Bid Process Required (if exceeds bid threshold)

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Our Purchasing Guidelines and Procedures
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Take Advantage of All Options

• No P-Card ? Get One
• Get a Login for BGSU Online Suppliers
• Familiarize yourself with IUC and State of Ohio
  Contracts
• Review last years purchases and set-up Blanket
  and Service Requisitions

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Requisition Policies

• Paper requisitions, paper receivers, and paper
  payments orders will not be accepted
• Departments must ensure that all invoices are
  remitted to the central scanning location
• Invoices that arrive at central scanning location
  with no associated FMS Purchase Order will be
  returned to the department for creation of a
  Confirming Order Requisition (CNF), delaying
  payment to the vendor

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Understanding Electronic Documentation and
Electronic Workflow
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Electronic Documentation

• Replaces paper-based processes
• Requisitions
• Receivers
• Payment Orders

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Benefits of Electronic Documentation

• Eliminates mailing or faxing of documents
• Eliminates photocopying of originals and filing
  of copies
• Simplifies document modifications
• Keeps desk clutter at bay
• Reduces need for filing cabinets, freeing up
  office space for other uses
• Simplifies the auditing process

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Document Imaging by OnBase
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Electronic Workflow Technology

• Replaces manual routing of documents for approval
  signatures

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Benefits of Electronic Workflow

• Speeds up approval process
• Permits approvers to designate replacement
  approvers for vacations and other types of leave
• Cuts down on phone calls regarding document
  status (can be easily verified through online
  searches)

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Policies Governing System Security and Electronic
Workflow Approval

• Training Required for FMS Access
• Signed Security Agreement and PeopleSoft Ethical
  Use Form
• Separation of Duties (Requesters Approvers)
• Checks and Balances
• Routine Audits of FMS Usage

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Approvers by Requisition Amount

• lt 1500 Requester
• (sourced immediately to a purchase order if not a
  special category or a project or a grant
  transaction)
• lt 10,000 Budget Administrator (Chair, Manager)
• lt 50,000 Senior Administrator (Dean, Director,
  Associate VP or Associate Provost)
• lt100,000 Vice President
• gt100,000 President, Provost, Senior VP of
  Finance
• and Administration

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Approvers by Categories

• Computers Information Technology Services (ITS)
• Computer Printers ITS
• Computer Software ITS
• Lasers Environmental, Health, Safety (EHS)
• Lab Alcohol Purchasing Department (only Biology
  and Chemistry can purchase)
• Radioactive Isotopes EHS
• Audio/Visual Equipment Instructional Media
  Services (IMS)
• Institutional Memberships Respective Senior
  Administrator

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Workflow Routing Rules
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Low Dollar Amount Requisitions

• Low-Origin Requisitions less than 1500
• Bypass requisition workflow
• Automatically approved by Requester
• Automatically sourced to a purchase order
• Readied for dispatch to the vendor

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Cost Sharing

• If a requisition is charged to more than one
  department (cost center) or to more than one
  grant
• Or is split between a department and a grant
• The workflow process will require approval from
  each department/grant approver

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Notifications

• Automatic Worklist Notification (Requesters and
  Approvers)
• Automatic Email Notification (Requesters,
  Approvers, Workflow Administrator)
• Manual Email Send Link to Page (Requesters and
  Approvers)

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Requisition Approval

• Requisition Is Approved by Approver
• System sends Email to requester
• System sends approved requisition to purchasing
  sourcing workbench
• Purchasing processes and dispatches to vendor

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Requisition Approval

• Requisition is Approved by Requester
• Requisition is lt1500 and is a special category
  (e.g., computer)
• Special Category approver approves and system
  sends Worklist Notification to requester for
  approval
• Requester accesses Requisition Approval Page from
  Worklist and approves
• System sources requisition to a purchase order
  and readies for dispatch to vendor

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Requisition Recycle

• Requisition Is Recycled By Approver
• System sends Worklist and Email notifications to
  Requester
• Requester accesses requisition and makes required
  changes
• Requester accesses Requisition Approval Page from
  Worklist and changes Approval Action from Recycle
  to Approve
• System launches requisition into workflow again

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Requisition Denial

• Requisition Is Denied By Approver
• System cancels requisition for all departments
  and project/grants
• System sends Worklist and Email notifications to
  Requester
• Pre-encumbrance is reversed (money is put back in
  budget)
• Requester must re-enter requisition
• Can use copy from feature to speed data entry

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Worklists Unchecked by Requesters/Approvers

• Unchecked for Three Business Days
• Gentle reminder Email sent to Requester/Approver
  with copy to Workflow Administrator

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Dollar Amount Approval Workflow
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Special Category Approval Workflow
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Grant Approval Workflow
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Summary

• Our Purchasing Options
• BGSU Suppliers Online
• IUC and State of Ohio Procurement Contracts
• Our Purchasing Guidelines and Procedures
• Electronic Documentation and Electronic Workflow
• System Security and Electronic Workflow Approval
  Policies

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For Inquiring Minds

• http//www.bgsu.edu/offices/services/purchasing.ht
  ml
• Select Purchasing Card Administration from menu
• Select BGSU Suppliers Online from menu
• http//www.iucpg.com (Inter-University Purchasing
  Group of Ohio)
• http//procure.ohio.gov/proc/help.asp (State of
  Ohio Procurement)

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For Inquiring Minds

• http//www.bgsu.edu/index.html
• Select Quick Links, scroll to Faculty and Staff,
  Select BG_at_100
• Select BG_at_100 Information Items
• Select FMS-005 (Discontinuing the use of Paper
  Requisitions, Receivers, and Payment Orders.)
• Select BG_at_100 Training
• View Course Description and select desired course

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For Inquiring Minds

• http//www.bgsu.edu/index.html
• Select Quick Links, scroll to Faculty and Staff,
  Select BG_at_100
• Select BG_at_100 Communications
• Locate Listproc
• Select cfuller_at_bgsu.edu

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Questions
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We Want Your Feedback

• Complete evaluation form and place on table near
  exit door

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Thank You!

• The BG_at_100 Project Team

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Certificate of Completionis hereby granted
to_______________to certify that he/she has
completed to satisfactionPurchasing and Workflow
OverviewDate Completed
Supervisor Signature and Title