TCM: Submit your Contracts – Final Bagel Giveaway

Posted November 16, 2016 in Financial Services, Procurement and Supply Management and tagged .

Thank you to those who have submitted their contracts to Purchasing.  Your efforts will help us have a successful implementation of TCM!

The winning department of our final bagel giveaway is Biochemistry.

For those still unaware, these efforts are in anticipation of the implementation of “Total Contract Manager” (TCM) which will be a central repository for all University of Utah procurement-related contracts. TCM provides electronic access to your departmental contracts, features a quick search function, as well as provides powerful reporting capabilities. TCM also has the ability to preset notifications in advance of a contract expiration date to allow sufficient time to finalize a new contract.

It is the approved intent to gather all contracts into TCM, and departments should share their contracts with Purchasing ASAP to join this important endeavor.

Submit your contracts now using this form.

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Have you completed your EOR?

Posted November 15, 2016 in Financial Reporting and Accounting, Financial Services, Grants and Contracts Accounting and tagged .

Beginning with the June 2016 Management Reports, FS implemented procedures to comply with a new Management Report Review Guideline which states that each PI/Account Executive (or their appropriate review delegate) MUST use Evidence of Review (EOR) tools to indicate their review is complete, and that this review should be done within 30 days of the close of the month, and required to be completed no more seldom that quarterly.

It has been 30 days since the close of the first quarter of this fiscal year, and we will be monitoring EOR for compliance.  Reports of areas of non-compliance will be provided to the cognizant Dean or Vice President.

How do I access and use EOR?

EOR is accessed through CIS.  Reviewers may complete a paperless review of their Management Report online, or they may request a PDF bundle of the Management Reports if a paper-based review enhances their ability to complete the requirements.

NOTE: Once review is complete, reviewers MUST use one of the buttons at the bottom of the EOR page to indicate the review is complete.  This image highlights some of the navigation points within EOR:

Other Resources:

If you have questions please contact Financial Reporting & Accounting using our ASK US form.

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Reminder: Surplus and Salvage Pick Up Timelines

Posted November 7, 2016 in Financial Services, Surplus & Slavage.

University Surplus and Salvage wants to remind departments of surplus order pick up timelines:

Pickup truck sized orders are the fastest to schedule for pick up and are usually completed within one week as Surplus typically has 15 to 30 pending orders at any one time. PLEASE NOTE: Larger orders may take up to three weeks to complete.

The size and quantity of the orders ahead of your work order will dictate the speed of completion. On average, Surplus picks up 5,000 pieces of property per month, or an equivalent of 3 to 5 household loads of property each day. Many departments expect that their order will be picked up within couple of days, but this is not always possible. Guaranteed next day pickup is not available due to the limited number of trucks, limited number of personnel and prior orders.

This reminder is being sent at this time in anticipation of the scheduled tear down of Milton Bennion Hall and many other department moves planned during the December break and throughout the Spring Semester. The upcoming months will be an extremely busy time for Surplus. If a department has an emergency order they can always use the Heavy Equipment and Moving Department to deliver the property to Surplus or University contracted movers.

To schedule a surplus order pick up, complete a work order request on the Surplus website.

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Coming December 2016: Electronic Payment Request (ePR)

Posted November 3, 2016 in Accounts Payable, Financial Services, UShop and tagged .

FS is excited to announce another step toward our objective to eliminate paper-based processes…

We have been hard at work in conjunction with UIT developers to design and build a new application we will call “ePR,” as it is an online, electronic Payment Request system.

Beginning Spring Semester, ePR will be used by all our users to replace all payments currently initiated with the paper Payment Request. This new application will be accessed from within UShop, and will compliment the efficient procurement processes available through the marketplace. ePR payments will use electronic workflow steps and notifications similar to UShop transactions and will also allow easy online submission of supporting documents.

We plan to release three initial payment types (Employee Reimbursement, Non-employee Reimbursement, and Direct Payment), each of which will utilize the least number of workflow steps as possible for the given payment type. Eventually, the “Direct Payment” payment type will be further refined to simplify other processes, such as: Honorariums, Guest Lecturer Payments, License Renewals, etc.

More information regarding implementation dates, access and training will follow as the release date draws near. Users are encouraged to continue use of the NoPO form within UShop, or the paper Payment Request form until they gain access to the new ePR application.

Once we finalize ePR implementation strategies, Accounts Payable will publish a date after which paper forms will no longer be processed.

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TCM Bagel Giveaway: Submit your Contracts

Posted November 2, 2016 in Financial Services, Procurement and Supply Management and tagged .

Thank you to those who have submitted their contracts to Purchasing.  Your efforts will help us have a successful implementation of TCM!

For those still unaware, these efforts are in anticipation of the implementation of “Total Contract Manager” (TCM) which will be a central repository for all University of Utah procurement-related contracts. TCM provides electronic access to your departmental contracts, features a quick search function, as well as provides powerful reporting capabilities. TCM also has the ability to preset notifications in advance of a contract expiration date to allow sufficient time to finalize a new contract.

It is the approved intent to gather all contracts into TCM, and departments should share their contracts with Purchasing ASAP to join this important endeavor.

Submit your contracts now using this form, and you will be eligible for our next giveaway!

Congratulations to the Biology department for winning bagels for their office.

Our next giveaway will be during the week of November 14th!

For more information regarding TCM and the bagel giveaway, refer to this post.

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TCM Bagel Giveaway: Submit your Contracts

Posted October 19, 2016 in Financial Services, Procurement and Supply Management and tagged .

Thank you to those who have submitted their contracts to Purchasing.  Your efforts will help us have a successful implementation of TCM!

For those unaware, Total Contract Manager (TCM) is a central repository for all procurement related contracts. TCM provides electronic access to your departmental contracts, features a quick search function, as well as provides powerful reporting capabilities. TCM also has the ability to preset notifications in advance of a contract expiration date to allow sufficient time to finalize a new contract.

Submit your contracts using this form, and you will be eligible for our next giveaway!

Congratulations to the Ophthalmology department for winning bagels for their office.

21 contracts were submitted for this giveaway – our next giveaway will be on October 31.

For more information regarding TCM and the bagel giveaway, refer to this post.

 

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Total Contract Manager – Learn more, Submit your Contracts & Win Bagels!

Posted September 29, 2016 in Contracts, Financial Services, Procurement and Supply Management.

The Procurement & Contracting Services Department has started the implementation of a new electronic “Total Contract Manager” System (TCM) as part of the campus wide UShop Marketplace System.

We are asking departments to use this form to tell us about the contracts in your area and to upload a copy of your completed contracts to the Purchasing Department for the TCM system.

We will be drawing a name from the submissions for office bagel give-aways every other Monday until Thanksgiving. We appreciate your help with this project!

What will TCM do?

This new system will act as a central repository of purchasing related contracts, which will enable departments and business units quick and easy electronic access to their contracts. Pre-set ‘alerts’ can be set in the system to give advance notice of the contract expiration date or other date sensitive requirements such as term renewals along with many other features to assist departments to manage their contracts. As we begin implementation, our department will be outreaching to departments and business units to obtain a copy of their procurement based contracts so that we may input them into this new system.

As the implementation of TCM progresses, the procurement department will be outreaching to departments and business units to obtain copies of their procurement based contracts, as each contract will be input into the new system. In addition to this outreach, departments and business units are being asked to utilize the TCM web page, as an easy and convenient way to provide detailed contract information with a resource for uploading copies of each contract.

The request for all procurement based contracts will begin on October 3, 2016 and we ask for your expedient response. If your department or business unit would like more information, please call the Department of Purchasing at 801-581-7243 and ask to speak with Michael Smith or Joe Bryant.

More information about this new system can be found on our Purchasing Home Page under Total Contract Manager.

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Remember to Return Your Paper LPO Forms!

Posted September 28, 2016 in Accounts Payable, Financial Services, Procurement and Supply Management.

As the month is coming to a close, we ask that you still return any unused paper LPO forms to Accounts Payable.  We will be transitioning to a paperless process effective October 1st.  In most circumstances, LPO invoices received by Accounts Payable after September 30th will be returned to the originating department for processing on a UShop NoPO form.  Please submit any questions or concerns to our Ask Us form.

We appreciate all the support we have received from the many departments who have returned their paper LPO forms!

Friday, September 23rd, marked the last day to be eligible to win bagels for your office by returning your paper LPO forms – and the final winning department is Geology & Geophysics!

See what paper processes will be eliminated next…

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Real Property Leases: Create and Renew with UShop

Posted September 22, 2016 in Financial Services, UShop.

What is new?

The process for creating and renewing real property leases has been transformed from a paper-based process to a paperless process that is initiated through UShop.

Please read our quick reference guide on creating and renewing your real property lease(s), and if you have any questions please feel free to call the Purchasing office at 801-581-7241 or by sending an email to askme@purchasing.utah.edu.

How do I access this new lease process?

The Real Property Lease form can be accessed in the uPurchases section of the UShop Marketplace, see below.

How can I get access to UShop?

If you haven’t been introduced to UShop until now there are several ways you can get to know this new e-procurement system. To learn more you can visit the UShop website. All new users to UShop will be required to complete training. You may choose to either complete online tutorials or attend in-classroom training. You may find all of your training resources on the UShop Training Page. Users may also access  many UShop reference materials to learn more about maximizing the many benefits of the system.

Once you have completed training and your UShop role has been activated, you may log into UShop with your uNID and CIS password to create your requisitions online. If you have completed training and still have questions working in the system, we have additional training resources available to you. UShop Hands-on Help and Q&A sessions are held from 1:00-2:30 on Tuesdays in the Park Building and Wednesdays in the Annex Building. Click here to register for Hands-On Help and Q&A.

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Exciting new changes to EDR/ePAR

Posted September 22, 2016 in Compliance Oversight and Reporting, Cost Accounting and Analysis and tagged , , .

EDR/ePARBased on your valued feedback and suggestions for the EDR/ePAR application, we have put in some new enhancements on Wednesday, September 21. They include:

  • K Award and HHS Cap reminder popups
  • The ABA displayed at the top of the EDR or ePAR report is effective as of the report dates
  • Employee PAR list—see a drillable list of all ePARs for an employee
  • A more noticeable Certify button

We really appreciate your help in making EDR/ePAR even better. Thank you for continuing to provide us with comments and insights to help us improve the app. To see a version history, click here.

Ask UsPlease contact Craig Merritt in Compliance Oversight and Reporting with any questions, or… Ask Us!

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