Requisitions: From Start to Finish Evaluation Code 138 Brett Powell - University of Arkansas Cooperative Extension Service Tuesday, March 11 3:00 pm – 4:00 pm

2 Evaluation Code 138 Session Rules of Etiquette Please hold all questions until the end of the session Please turn off your cell phone/beeper If you must leave the session early, please do so as discreetly as possible Please avoid side conversation during the session Thank you for your cooperation!

3 Evaluation Code 138 Requisitions – From Start to Finish The purpose of this session is to familiarize attendees with: Requisition setup, including approval queues Requisition processing Potential problem areas with requisitions UACES approach to make requisitions more user friendly

4 Evaluation Code 138 Topics of Discussion User setup Approvals setup Requisition to Purchase Order processing Potential problem areas Making it friendly

5 Evaluation Code 138 UACES Background SCT Banner ® Finance 5.4 Over 80 offices throughout Arkansas Centralized purchasing function Historically all budget & finance operations centralized

6 Evaluation Code 138 Where Should You Begin? Review your policies first Consider who will actually enter and approve the documents Standardize the setup across departments Sell it!

7 Evaluation Code 138 Benefits of Electronic Requisitions Eliminates the transfer of paper documents, reducing processing time Eliminates duplicate data entry, reducing possibility for errors No additional duties for departments already submitting purchase requests Reduced data entry for purchasing staff frees up time for research, cost savings through better prices

8 Evaluation Code 138 System Maintenance System Control Settings (FOASYSC) Turn on approvals Implicit/Explicit approvals Fund/Organization security Rule class security Automatic buyer assignment Commodity or org

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10 Evaluation Code 138 Establishing Users Security class – limit access to forms necessary for requisitions GSASECR – set up new users Link to GOAEACC Who requests new users?

11 Evaluation Code 138 User Profiles User Profile setup (FOMPROF) Master Fund/Master Org Rule Group security (FOMUSRG) Fund security (FOMUSFN) Org security (FOMUSOR) Copying security profiles Security for initiators vs. approvers

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13 Evaluation Code 138 Approval Queues Approval Queue Maintenance (FTMAPPQ) Queue ID Queue limit Next Queue Approver levels Approver limits

14 Evaluation Code 138 Approval Queues Approval Queue Routing (FOMAQRC) Established after Queue ID Routing by: Document type Fund, fund type Org Account, account type Program

15 Evaluation Code 138 Setup Summary Determine new system settings Establish new users Determine Fund/Org security for initiators/approvers Establish Queue IDs & approvers Establish document routing for queues

16 Evaluation Code 138 Requisition Processing Forms Entry Form FPAREQN Query Form FPIREQN Validation Form FPIRQST Cancel Form FPARDEL Suspense List Form FPIREQS Open Requisitions by FOAPAL FPIORQF Document History Form FOIDOCH

17 Evaluation Code 138 Approval Forms User Approval Form FOAUAPP Document Approval Form FOAAINP Document Approval History FOIAPPH Approval History Form FOIAPHT

18 Evaluation Code 138 Processing Requisitions Automatic Buyer Assignment Commodity/Org Assigned on FTMBUYR Assigning documents FPAABUY By Commodity/Org/Document # Purchase order assignment form FPAPOAS

19 Evaluation Code 138 Potential Problem Areas Adding and deleting users Adding/modifying queues for new funds/orgs Commodity vs. document accounting Requisitions not liquidating Defect #50283

20 Evaluation Code 138 Potential Problem Areas (cont.) Lack of proxies Getting approvers to login – no notices SCT Banner complexities for end users Managing reqs once they reach purchasing

21 Evaluation Code 138 Make it User-Friendly Initiators Approvers Purchasing staff

22 Evaluation Code 138 Initiators Create a Personal Menu for them Default information from FOMPROF Simplified requisition entry form

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24 Evaluation Code 138 Approvers Remove Approval Notification Form FOIAINP notice of requisitions to approve Requisition commodity & accounting detail included in We SPOOL the results into a text file (just like a report). The records in the file are formatted such that all the requirements for a UNIX mail command are supplied. Then the file is changed to a run-able UNIX script which will send to UNIX each line of the script just as if one had entered them manually from a Telnet session.

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26 Evaluation Code 138 Purchasing Staff Train the end users! Give end users access to the information they are looking for FPIRQST, FOIDOCH Req # included on purchase order copies Reports on outstanding requisitions Completed reqs to be worked Incomplete or Unapproved reqs

27 Evaluation Code 138 Summary Sell it! Consider how your policies will impact the document flow Take time in laying out the approval queue routing Train end users Simplify as much as possible

28 Evaluation Code 138 Questions???

29 Evaluation Code 138 Brett Powell Please fill out the Evaluation Form Evaluation Code 138 Thank You!

30 Evaluation Code 138 SCT, the SCT logo, Banner, and PowerCAMPUS are registered trademarks and SCT OnSite is a registered service mark; SCT Plus, SCT Matrix, Campus Pipeline, Luminis, SCT PocketRecruiter, SCT Connected Learning, and the SCT e-Education Infrastructure diagram are trademarks; and SCT Services and SCT SinglePoint Solutions are service marks of Systems & Computer Technology Corporation. All other products and company names referenced herein are used for identification purposes only and may be trademarks of their respective owners. Copyright © 2003 Systems & Computer Technology Corporation. All rights reserved.