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

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

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

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

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

Last Updated: October 15, 20026

7 External Vendor Procurement Processes As-Is Additional Information 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. Return to Procurement Main Process

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

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

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