OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 1 eProcurement 8.8 (ePro) Requisition Preparer Training John Speros, Procurement

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 2 Class Agenda  Terminology  Procurement systems overview  Procurement Web site  eProcurement walkthrough  ePro step-by-step hands-on  Restricted Items training  Practice requisition with project split  Looking up ePro information  Requisition approvals  Reference Materials

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 3 Terminology

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 4 Terminology  Requisition  Purchase Order  Extended-Term Subcontract  Requester  Preparer (“Entered By”)  Approver  Certifier  Buyer / Subcontract Administrator  Distributed Procurement Unit (DPU)  PCard Order

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 5 Procurement Systems Overview

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 6 Procurement Systems Overview B2B FMS 8.8 (ePro, eBuy, Purchasing, PCard, AP, Receiving, GL, RAPID, Travel-TREX )

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 7 Procurement Web Site

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 8 ePro Walkthrough & Step-by-Step

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 9 Restricted Item Training

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 10 Item Categories List

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement ePro EH&S Requisition Approval/Review 11

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 12 What is A Restricted Item?  There are many types of restricted items… computers… furniture… services…  From an EH&S perspective, a Restricted Item: Has inherent safety hazards Requires special controls and/or authorizations, and If handled improperly, may: hurt people, harm the environment, damage equipment and result in citations or DOE Reportable Occurrences  For these reasons, purchasing Restricted Items needs to be controlled

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 13 Restricted Item List  Procurement Dept maintains the Restricted Item List The most current version available via LBNL Home Page “A to Z Index” Restricted Item List is subject to change  ES&H related items are grouped together EH&S Division POCs and phone extensions are listed Note: notification versus approval (more later)

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 14 What Do We Want You To Do? Ask the Requester if an item is Restricted/Sensitive/Hazard When you prepare a requisition:  Determine if item is on the Restricted Item List Go to LBNL’s A-Z index and select “Restricted Items List”LBNL’s A-Z index Use PDF binocular view to find item  Categorize item by selecting the most appropriate Category when filling out eProcurement Line Information

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 15 Conclusion  Requesters need to be aware of the Lab’s Restricted Item purchasing process They should already know this & that controls/authorizations are needed…but preparers can remind them  Check items against the Restricted Item List Use the Web based version for the current list Use the PDF binocular view to find the item on the list Still unsure? Contact EH&S  Correctly categorize items in ePro This is important - it flags materials that require approval

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 16 Practice ePro Requisition with Project Split

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 17 Requisitions Status & Reports

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 18 Manage Requisitions Navigation

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 19 Manage Requisitions

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 20 eProcurement PCard Information

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 21 IRIS Reports  Quick Reports on the right give you quick Requisition & PO Status on individual POs  IRIS Reports give you more details, better formatting, and more filters  IRIS is refreshed nightly

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 22 IRIS PO Information

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 23 IRIS PO Information

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 24 IRIS PCard Order Information

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 25 IRIS PCard Order Information

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement Approvals

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement Approvals arrives in Mozilla mail inbox The shows “Approval is Requested” in the subject area.

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement Approvals text Hyperlink to approval page

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement Approvals PeopleSoft 8.8 login

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement Approvals Click Approve or Deny

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 31 Advanced8.8 Approval Topics Requisition Details

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 32 Advanced 8.8 Approval Topics Add another Approver or Reviewer

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 33 Advanced 8.8 Approval Topics View All Approvals

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 34 Advanced 8.8 Approval Topics View All Approvals

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 35 Advanced 8.8 Approval Topics BLIS Approval

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 36 Advanced 8.8 Approval Topics Complex Approvals

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 37 Requisition Preparer Reference Materials

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 38 Requisition Preparer Training Materials  Quick Reference Guides  Web-based training through the “User Productivity Kit”  ePro Help x7774  Procurement Web Site:

OFFICE OF THE CHIEF FINANCIAL OFFICER CFO - Procurement 39