Procurement Workshop and Q&A February 23, 2023
Description: Procurement Workshop and QA February 23, 2023 Topics Procurement System Changes PCard Limits Gift Cards Surplus Property Denied Status Requisitions University Procurement University Procurement Caleb J. Muckala, Associate Vice President
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slide1. Procurement Workshop and Q&A February 23, 2023<br>
slide2. Topics Procurement System Changes
PCard Limits
Gift Cards
Surplus Property
Denied Status Requisitions<br>
slide3. University Procurement University Procurement
Caleb J. Muckala, Associate Vice President
Kira Reyes, Asst. Dir., OUHSC/Tulsa
Kim Helton, Asst. Dir., Norman
Jared Rakes, Asst. Dir., Supplier Relations
Stephen Krause, Manager, Property Control
Procurement work with Suppliers to buy, purchase, rent, lease or otherwise acquire Goods or Services using University funds. Additionally, we perform market analyses, identify sourcing opportunities, negotiate/prepare contracts, and track spending.
Support University’s mission, create value, ensure open and fair processes, and maintain accountability and transparency.<br>
slide4. Procurement Website www.ou/edu/purchasing
Up-to-date policies, templates, and contracts
Supplier information
Training Materials<br>
slide5. Requisition Processing Schedule - Reminder Renewals in PS will open at the beginning of March.<br>
slide6. Procurement Systems Update<br>
slide7. Updated Procurement System Updating procurement processing system to streamline supplier selection, sourcing, and contract management
Identify available suppliers the University uses based on the type of goods and services
Readily available quotes
Central contract repository
This does not affect financial and payment PS systems
In the design phase. More information to come.<br>
slide8. Procurement System Overview Request Sourcing Event Supplier Registration Award
Supplier(s) Contract Creation Execute Contract Post Execution Performance Sourcing Event Contracts+ Requisition Requisition Approval PO Creation & Dispatch Invoice Invoice Approval Sourcing Supplier Management Vetting and Approval Req to Invoice (PeopleSoft)<br>
slide9. PCard Limits<br>
slide10. PCard Limits Several requests for PCard limit increases above $5,000
Non-emergency related
Procurement and Accounts Payable working to provide guidance
Required Approvals
Procurement
Accounts Payable
Must have the appropriate level of signatory authority<br>
slide11. Gift Cards<br>
slide12. Buying Gift Cards University spends a significant amount on purchasing gift cards, especially for research purposes
Reviewing the process for obtaining gift cards to make the process more efficient and reduce operational burdens
One contracted supplier. Other gift card purchases are made using Pcards.
Greenphire – Limited uses, expensive, effective for long-term clinical trials<br>
slide13. Gift Card Solutions Procurement has identified a supplier that can provide physical or electronic gift cards
No cost to the University
Tracking and audit logs
Specified account invoicing
Access to more than 200 retailers, including Amazon, Walmart, Target, Apple, etc.
Allow departments to obtain gift cards through the requisition process, more compliance tracking, branding, etc., without increasing the cost to acquire
Procurement will pursue on trial basis<br>
slide14. Gift Card Solutions Procurement has identified a supplier that can provide physical or electronic gift cards
No cost to the University
Tracking and audit logs
Specified account invoicing
Access to more than 200 retailers, including Amazon, Walmart, Target, Apple, etc.
Allow departments to obtain gift cards through the requisition process, more compliance tracking, branding, etc., without increasing the cost to acquire
Procurement will pursue on trial basis<br>
slide15. Surplus Property<br>
slide16. Surplus Property Departments spend a significant amount of money on office furniture, filing cabinets, and other equipment
Using surplus property is an easy way to generate savings
Large, rotating stock of desks, cabinets, shelves
If you are updating or moving offices, please contact surplus property.
Replacing furniture
Disposing of furniture<br>
slide17. Denied Status Requisitions<br>
slide18. Click on Manage Requisitions. You can search for your denied requisitions by putting DENIED in the request state field. You will have to leave the date from blank to get all results.<br>
slide19. Select Edit in the dropdown box on the requisition line and click GO
Make the necessary changes to the requisition or add documents as requested in the denied comments.<br>
slide20. You must “reset” the requisition from denied status by adding a line item comment to every line on your requisition.<br>
slide21. Once user has made all corrections and added line item comments, you will click Save and Submit to send back through workflow.
Check the status on the confirmation page. If the status says SEE LINES then not all lines were reset and you’ll need to go back through the process. The correct status once corrected and resubmitted is PENDING.<br>
slide22. Additional Questions and Contact Procurement Questions:
AskPurch@ouhsc.edu
Purchasing Website:
ou.edu/Purchasing
Purchasing Staff Directory:
ou.edu/Purchasing/Staff_Directory<br>
slide2. Topics Procurement System Changes
PCard Limits
Gift Cards
Surplus Property
Denied Status Requisitions<br>
slide3. University Procurement University Procurement
Caleb J. Muckala, Associate Vice President
Kira Reyes, Asst. Dir., OUHSC/Tulsa
Kim Helton, Asst. Dir., Norman
Jared Rakes, Asst. Dir., Supplier Relations
Stephen Krause, Manager, Property Control
Procurement work with Suppliers to buy, purchase, rent, lease or otherwise acquire Goods or Services using University funds. Additionally, we perform market analyses, identify sourcing opportunities, negotiate/prepare contracts, and track spending.
Support University’s mission, create value, ensure open and fair processes, and maintain accountability and transparency.<br>
slide4. Procurement Website www.ou/edu/purchasing
Up-to-date policies, templates, and contracts
Supplier information
Training Materials<br>
slide5. Requisition Processing Schedule - Reminder Renewals in PS will open at the beginning of March.<br>
slide6. Procurement Systems Update<br>
slide7. Updated Procurement System Updating procurement processing system to streamline supplier selection, sourcing, and contract management
Identify available suppliers the University uses based on the type of goods and services
Readily available quotes
Central contract repository
This does not affect financial and payment PS systems
In the design phase. More information to come.<br>
slide8. Procurement System Overview Request Sourcing Event Supplier Registration Award
Supplier(s) Contract Creation Execute Contract Post Execution Performance Sourcing Event Contracts+ Requisition Requisition Approval PO Creation & Dispatch Invoice Invoice Approval Sourcing Supplier Management Vetting and Approval Req to Invoice (PeopleSoft)<br>
slide9. PCard Limits<br>
slide10. PCard Limits Several requests for PCard limit increases above $5,000
Non-emergency related
Procurement and Accounts Payable working to provide guidance
Required Approvals
Procurement
Accounts Payable
Must have the appropriate level of signatory authority<br>
slide11. Gift Cards<br>
slide12. Buying Gift Cards University spends a significant amount on purchasing gift cards, especially for research purposes
Reviewing the process for obtaining gift cards to make the process more efficient and reduce operational burdens
One contracted supplier. Other gift card purchases are made using Pcards.
Greenphire – Limited uses, expensive, effective for long-term clinical trials<br>
slide13. Gift Card Solutions Procurement has identified a supplier that can provide physical or electronic gift cards
No cost to the University
Tracking and audit logs
Specified account invoicing
Access to more than 200 retailers, including Amazon, Walmart, Target, Apple, etc.
Allow departments to obtain gift cards through the requisition process, more compliance tracking, branding, etc., without increasing the cost to acquire
Procurement will pursue on trial basis<br>
slide14. Gift Card Solutions Procurement has identified a supplier that can provide physical or electronic gift cards
No cost to the University
Tracking and audit logs
Specified account invoicing
Access to more than 200 retailers, including Amazon, Walmart, Target, Apple, etc.
Allow departments to obtain gift cards through the requisition process, more compliance tracking, branding, etc., without increasing the cost to acquire
Procurement will pursue on trial basis<br>
slide15. Surplus Property<br>
slide16. Surplus Property Departments spend a significant amount of money on office furniture, filing cabinets, and other equipment
Using surplus property is an easy way to generate savings
Large, rotating stock of desks, cabinets, shelves
If you are updating or moving offices, please contact surplus property.
Replacing furniture
Disposing of furniture<br>
slide17. Denied Status Requisitions<br>
slide18. Click on Manage Requisitions. You can search for your denied requisitions by putting DENIED in the request state field. You will have to leave the date from blank to get all results.<br>
slide19. Select Edit in the dropdown box on the requisition line and click GO
Make the necessary changes to the requisition or add documents as requested in the denied comments.<br>
slide20. You must “reset” the requisition from denied status by adding a line item comment to every line on your requisition.<br>
slide21. Once user has made all corrections and added line item comments, you will click Save and Submit to send back through workflow.
Check the status on the confirmation page. If the status says SEE LINES then not all lines were reset and you’ll need to go back through the process. The correct status once corrected and resubmitted is PENDING.<br>
slide22. Additional Questions and Contact Procurement Questions:
AskPurch@ouhsc.edu
Purchasing Website:
ou.edu/Purchasing
Purchasing Staff Directory:
ou.edu/Purchasing/Staff_Directory<br>