Requisition Overview Continued Blanket Order Alternatives And Requisitions with Specified Payment Terms

BLANKET ORDER ALTERNATIVES Currently in PMM today there are 8,174 active blanket orders for 2,490 suppliers associated to 8,174 blanket purchase orders. Below is a list of options by blanket order type and the equivalent Workday Option   Workday Function PMM Blanket Order Workday Non-Catalog Goods Requisition Workday Catalog Goods Requisition Workday Non-Catalog Service Requisition Create Requisition Against Contract Clinical Supply (i.e. medical supplies) Blanket Order Non Clinical Supply (i.e. lab supplies) Blanket Order Consultant/Independent Contractor Blanket Order Equipment Maintenance/Service Blanket Order 2

WORKDAY BLANKET ORDER ALTERNATIVES Quickly recreating Non-Catalog Goods Requisitions and Marketplace Requisitions. Users can create a template for Workday Services Requisitions for non-catalog items and services with start and end dates and an extended amount. Creating a contract and requisitioning against that contract. Doing this will by-pass Purchasing approval.

USING NEW REQUISITIONS IN PLACE OF BLANKET ORDERS Workday Goods Catalog and Non-Catalog requisitions have a much faster turn around time. Creating a new requisition for each order is much faster and allows for better reporting capability. Non-Catalog Goods requisitions have a current turn-around-time of just under 4 days. Marketplace Catalog orders turn around in under 1 day on average. Non-Catalog requisitions can be quickly copied from prior requisitions. Many Punchout Marketplace Suppliers allow users to create a list of “favorites” for quick and easy cart creation.

FAVORITES IN THE MARKETPLACE

Understanding Service Lines A Service request has a start date, an end date, and an extended amount. Invoices can be entered against the extended total just as they would for a Blanket PO. We are verifying that an email notification will be sent to the requestor when the expiration date approaches. Start and end dates should align with the pricing agreement for the service.

CONTRACTS IN WORKDAY Requisitions submitted against a Workday Contract do not need to come to Purchasing for approval. Once financial approvals are complete, a purchase order is generated and distributed. Contracts are valid for the entire University so that any requisitioner can requisition against it. Requisitioners CANNOT drill into the details of a contract. View Contract security MIGHT be available to rRequisitioners. IT is looking into this option. The Spend Category on a requisition does need to match the Spend Category on the contract. This information can be included in the contract title. The Procurement Contract Specialist Team will not be in the requisition workflow. Currently only the Contract Team can enter contracts into Workday.

CONTRACTS IN WORKDAY To prevent overspending: There is a Soft Warning for a requisitioner when spend is within 10% of a contract value. There is a Hard stop Custom Validation at 5% or $250 (whichever is less) over the value of the contract. The Dollar value is decremented from a contract with each requisition written against it. Attachments are required when creating contracts and are only visible to Purchasing. A Find Expiring Supplier Contracts report exists currently. There are no workflow steps on adding contracts. Contracts become searchable with a supplier once they are entered. Contracts can be amended by Purchasing.

CONTRACTS IN WORKDAY

Supplier Contracts “SPCxxxxxxxx”

CONTRACTS IN JAGGAER Jaggaer has Contract Compliance Tracker (CCT). This allows us to create certain types of contracts for our suppliers. We are working with Jaggaer to learn more about this capability and how we may be able to use this. In the sandwich model the use of CCT appears to require having contracts set up in both Workday and Jaggaer.

CONTRACTS IN JAGGAER

MILESTONE PAYMENTS Milestone payments are applicable for: Capital equipment orders when paying based on order placement, delivery, installation and acceptance. Service orders when payments are based on a Statement of Work (i.e. % upon contract execution, % upon first deliverable, Currently requisitions can be created using a combination of Goods Lines and Services Lines to order equipment and list milestone payments. We are considering creating a separate requisition type for Capital Equipment. A Quick Reference Guide will be developed to assist in creating requisitions and templates with milestone payments.

MILESTONE PAYMENTS

Demo Demo: Reminder: Hands On Session 12/21 11:00 – 12:00 Blanket Order Alternative for Services Requisition Non-Catalog Service Requisition Reminder: Hands On Session 12/21 11:00 – 12:00 12/21 1:00 - 2:00 Purchasing Main Conference Room