Update Series III June, 2005

Implementation update EPIC was placed in production on June 16 th To date 6 orders have been placed –1 Southeast –2 South Bend –1 Northwest –2 Bloomington Kokomo and East implemented OnBase last week. Northwest implementing today? No invoices have been processed to date. Plan to begin processing later this week.

Workflow Terminology Overview TypeRequ ired EPIC field that is used MaintainedGroup or Ind Value of this route type What approver can change ContentNoChart/org in the Additional Panel of the requisition. WorkflowBothInitiators who are members of an organization that has setup this type of routing do not need to add accounting string. The entire requisition is updatable. Sub- Account NoChart, account and sub-account in the line item accounting string WorkflowBothSub-account managers can review purchases. Nothing – they can only approve or disapprove Fiscal Officer (or delegate) YesThe chart and account in the line item accounting string FIS (changes made here will not be available in EPIC for 30 minutes after the change is approved in the FIS) Individ ual Fiscal officers can be assured that they will see all requisitions with their accounts. The can update accounts that they are the fiscal officer of and/or add additional accounts that they are the fiscal officer of. Base Review (org) NoThe chart/org that is associated with the accounts in the line item account string WorkflowBothUsers at the org level can review requisitions for an entire organization. Nothing – they can only approve or disapprove Requisition over $10,000 where the initiator is also the only approver. YesThe total amount of the requisition. WorkflowBothThe institution can be assured that large dollar purchases are being reviewed by more than one person. Nothing – they can only approve or disapprove

1)Requisition document : Route levels: 1) Content (optional): Set-up rules & required workgroups in WORKFLOW 2) Sub Account Hierarchy (optional): Set-up rules & required workgroups in WORKFLOW 3) Fiscal Officer/Primary Delegate (required): Set-up delegates (primary & secondary) in FIS 4) Base Review Hierarchy (optional): Set-up rules & required workgroups in WORKFLOW 2)Purchase Order document: Route levels: 1) Internal Purchasing (data dependent): Set-up rules & required workgroups in WORKFLOW 2) C&G (data dependent): Set-up rules & required workgroups in WORKFLOW 3) Budget Office (data dependent): Set-up rules & required workgroups in WORKFLOW 3)Payment Request document: Route levels: 1) Sub Account Hierarchy (optional): Set-up rules & required workgroups in WORKFLOW 2) Fiscal Officer/Primary Delegate (required): Batch process will load existing primary and secondary delegates that are already in the FIS for the CREQ document for the new PREQ document 4)Additional Workflow set-up: –Set-up superusers for EPIC Routing set-up for June 16 EPIC Release

Rozzie/Steve will set up Your routing requirements In FIS and workflow and notify Purchasing when set up complete Determine if you should participate in the EPIC pilot Contact Rozzie/Steve for Your workflow setup spreadsheet Complete your workflow Setup spreadsheet Review workflow setup with Rozzie/Steve Contact Jennifer in purchasing to alert her that You intend to pilot Purchasing will add your Users to the ads group and Notify you that you are set to begin Begin Creating Requisitions in EPIC Department Rozzie/Steve Purchasing EPIC Departmental Pilot Checklist

The following check list should be used by departments in preparation for piloting EPIC 1) Determine if it is appropriate for your department to participate in the EPIC pilot implementation –Does your department do business with any of the following vendors: Canon IV Invitrogen Bell Tech.logix Science Pack vendors VWR Fisher Scientific LaserTech CDW 2) Contact Rozzie Gerstman (for BA and BL accounts) or Steve Keucher (for UA accounts) for your workflow setup spreadsheet. 3) Contact Jennifer Foutty on EPIC purchasing team to notify her that you intend to begin piloting soon.

EPIC Departmental Pilot Checklist 4) Complete the workflow setup spreadsheet for your department –Org level – content routing resides here – identify the members of the workgroup that will assign accounts and object codes to requisitions –Account level – Fiscal officer routing resides here – identify your delegates for REQS and PREQ documents. Also verify that active users and delegates are correct for your accounts. –Sub account level – Sub Account routing resides here – identify the members of the workgroup(s) for subaccount approvals for the REQS and PREQ. –Considerations: Content and sub account routing (org level and sub account level) will be used primarily for larger departments Workgroups rather than individuals are recommended for content and sub account routing Individuals are required for delegates in fiscal officer routing

5) Review your completed spreadsheet with Rozzie or Steve. 6) Rozzie/Steve will set up your routing requirements in workflow and FIS and notify purchasing once your area is set up and ready to go 8) Purchasing will add your users to the ads group enabling you to begin piloting and notify you that you are set to begin creating requisitions in EPIC. EPIC Departmental Pilot Checklist

Routing and separation of duties review Appropriate separation of duties means that at least two people from the department have been involved in the process of creating a requisition, approving a requisition and approving a payment request Purchasing and AP personnel do not count

Separation of Duties Quiz Initiated Requisition Approved Requisition Approved PREQ Proper Separation BobJane ( Fiscal officer ) Jane ( Fiscal officer ) Jane ( Fiscal officer ) Jane ( Fiscal officer ) Bob ( PREQ delegate ) Jane ( Fiscal officer ) Jane ( Fiscal officer ) Jane ( Fiscal officer )

PREQ Demonstration Finding PREQ’s that are awaiting approval –EPIC PREQ’s will be in workflow –TOPS CREQ’s will remain in FIS Approving a PREQ Placing a PREQ on Hold Taking a PREQ off of Hold Requesting that a PREQ be cancelled

PREQ Demonstration Changing the account on a PREQ Viewing the invoice image on a PREQ Printing a PREQ Identifying PREQ’s that are more than $5,000

Training Update Formal training sessions have not yet been established Expect Town Hall training sessions to begin between mid July and Mid August Once scheduled, training will be communicated through the list serve (EPIC-L)