EProcurement 8.8 ePro Requisition Preparer Training

1. 1 eProcurement 8.8 (ePro)Requisition Preparer Training John Speros, Procurement Welcome to ePro Requisition Training I am � We will show you how to enter requisitions into the Lab�s eProcurement system. (Part of FMS 8.8) A few days after the class, we will add the eProcurement access to your eProcurement (ePro) login.Welcome to ePro Requisition Training I am � We will show you how to enter requisitions into the Lab�s eProcurement system. (Part of FMS 8.8) A few days after the class, we will add the eProcurement access to your eProcurement (ePro) login.

2. 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 Attendance sheet Restrooms / Candy machines 3 Classes in one: 1) ePro, Purchasing 1A, & Restricted Item training (EHS0012) We will go over �.. [above] Step-by-step will be the requisition from hell Attendance sheet Restrooms / Candy machines 3 Classes in one: 1) ePro, Purchasing 1A, & Restricted Item training (EHS0012) We will go over �.. [above] Step-by-step will be the requisition from hell

3. 3 Terminology

4. 4 Terminology Requisition Purchase Order Extended-Term Subcontract Requester Preparer (�Entered By�) Approver Certifier Buyer / Subcontract Administrator Distributed Procurement Unit (DPU) PCard Order [DRAW REQ CYCLE]: User ? ePro ? PO ? Receipt ? Invoice ? Voucher ? Certification ? Payment (Requester) Req (optional) (vendor) (AP) (optional) Requisition a way to request goods or services. (old paper) First the terms Purchase Orders (POs), Agreements, Subcontracts, and Contracts are used interchangeably. They are entered into the system as PeopleSoft POs. The PCard system has PCard Orders. Extended Term Agreements are also called blanket subcontracts, blanket orders, or type 2 orders. They typically cover services or materials from a vendor over a number of months and are usually setup for 2-way matching (PO-Invoice match) with certification. Regular POs (not blanket) are setup with 3-way matching (PO-Receipt-Invoice match) without certification. Requester: Someone who needs something. Requesters can be any of the 5186 people at the Lab with Employee ID #s and an email address. Guests with LBNL Email can be requesters Requisition Preparer: An employee who attended a Req Preparer class and has access to Create Requisition in FMS/Procurement (ePro) system. Preparers enter requisitions into ePro and show up as the �Entered By� person in ePro screens. There are 464 Preparers. eBuy can be accessed by all 5,186 people. Approver: An Authorized Signer in the Signature Authorization System with enough dollar approval to approve a requisition. There are 658 of them. Certifier: A division employee who has been designated in a requisition to certify invoices before they can be paid. Normally only services, extended-term, or blanket orders have certifiers. Buyer / Subcontract Administrator: A Procurement employee who is authorized to issue purchase contracts. The DPU is a group of 9 Procurement buyers who handle low-value purchases and have Procurement Cards (PCards) A PCard order is a purchase made using the PCard system and paid using a PCard.[DRAW REQ CYCLE]: User ? ePro ? PO ? Receipt ? Invoice ? Voucher ? Certification ? Payment (Requester) Req (optional) (vendor) (AP) (optional) Requisition a way to request goods or services. (old paper) First the terms Purchase Orders (POs), Agreements, Subcontracts, and Contracts are used interchangeably. They are entered into the system as PeopleSoft POs. The PCard system has PCard Orders. Extended Term Agreements are also called blanket subcontracts, blanket orders, or type 2 orders. They typically cover services or materials from a vendor over a number of months and are usually setup for 2-way matching (PO-Invoice match) with certification. Regular POs (not blanket) are setup with 3-way matching (PO-Receipt-Invoice match) without certification. Requester: Someone who needs something. Requesters can be any of the 5186 people at the Lab with Employee ID #s and an email address. Guests with LBNL Email can be requesters Requisition Preparer: An employee who attended a Req Preparer class and has access to Create Requisition in FMS/Procurement (ePro) system. Preparers enter requisitions into ePro and show up as the �Entered By� person in ePro screens. There are 464 Preparers. eBuy can be accessed by all 5,186 people. Approver: An Authorized Signer in the Signature Authorization System with enough dollar approval to approve a requisition. There are 658 of them. Certifier: A division employee who has been designated in a requisition to certify invoices before they can be paid. Normally only services, extended-term, or blanket orders have certifiers. Buyer / Subcontract Administrator: A Procurement employee who is authorized to issue purchase contracts. The DPU is a group of 9 Procurement buyers who handle low-value purchases and have Procurement Cards (PCards) A PCard order is a purchase made using the PCard system and paid using a PCard.

5. 5 Procurement Systems Overview

6. 6 Procurement Systems Overview In August 2002, we implemented PeopleSoft eProcurement 8.0 and PeopleSoft Purchasing 7.5. In June 2005, we upgraded it plus all the other LBNL PeopleSoft financial applications to version 8.8. The Lab�s Financial Management System (FMS) 8.8 includes ePro, Purchasing, Receiving, Payables, Grants (RAPID), General Ledger, Projects, Accounts Receivable, & Travel (TREX) Requisition Preparers created 23,376 ePro (non-eBuy) requisitions for FY09 55,000 orders were issued last year for $300 Million eBuy is a subset of ePro. 31,000 eBuy POs worth $13.8 Million The Procurement Card (PCard) system Was moved into FMS on 6/17/08 It keeps track of purchases made by Procurement DPU Cardholders. 16,600 PCard transactions (bank charges) occurred last year for $12 Million. (5% of dollars) B2B There are 7 B2B contracts with companies like McMaster Carr, Airgas, & Alameda Electric Any employee can order over the Web or FAX for most of these 9,000 B2B transactions last year for $2.6 Million. Moving to eBuy.In August 2002, we implemented PeopleSoft eProcurement 8.0 and PeopleSoft Purchasing 7.5. In June 2005, we upgraded it plus all the other LBNL PeopleSoft financial applications to version 8.8. The Lab�s Financial Management System (FMS) 8.8 includes ePro, Purchasing, Receiving, Payables, Grants (RAPID), General Ledger, Projects, Accounts Receivable, & Travel (TREX) Requisition Preparers created 23,376 ePro (non-eBuy) requisitions for FY09 55,000 orders were issued last year for $300 Million eBuy is a subset of ePro. 31,000 eBuy POs worth $13.8 Million The Procurement Card (PCard) system Was moved into FMS on 6/17/08 It keeps track of purchases made by Procurement DPU Cardholders. 16,600 PCard transactions (bank charges) occurred last year for $12 Million. (5% of dollars) B2B There are 7 B2B contracts with companies like McMaster Carr, Airgas, & Alameda Electric Any employee can order over the Web or FAX for most of these 9,000 B2B transactions last year for $2.6 Million. Moving to eBuy.

7. 7 Procurement Web Site http://procurement.lbl.gov The Procurement Web site has good stuff to know about buying things. Navigate to it by: http://procurement.lbl.gov You can get to it by typing �Procurement� in your browser You can get to it through main Lab Web site in the A-Z Index Contents: Make a Purchase has: Step-By-Step Buying Guide eProcurement (links to Preparers list, Documentation, ePro site) eBuy B2B Contracts FAQ (ePro) Forms (ePro Worksheet, Sole Source, Consultant, Refrigerator forms) Helpful Links (Staff) Restricted Items List The Procurement Web site has good stuff to know about buying things. Navigate to it by: http://procurement.lbl.gov You can get to it by typing �Procurement� in your browser You can get to it through main Lab Web site in the A-Z Index Contents: Make a Purchase has: Step-By-Step Buying Guide eProcurement (links to Preparers list, Documentation, ePro site) eBuy B2B Contracts FAQ (ePro) Forms (ePro Worksheet, Sole Source, Consultant, Refrigerator forms) Helpful Links (Staff) Restricted Items List

8. 8 ePro Walkthrough & Step-by-Step First you can just watch while I will do a quick demo to give you an overall view of entering a requisition. After that you will enter a simple requisition to give you a false sense of security. We�ll have Restricted Item training then Break. We�ll do the requisition from hell and a blanket requisition. See Quick Reference for Creating Requisitions for the main steps.First you can just watch while I will do a quick demo to give you an overall view of entering a requisition. After that you will enter a simple requisition to give you a false sense of security. We�ll have Restricted Item training then Break. We�ll do the requisition from hell and a blanket requisition. See Quick Reference for Creating Requisitions for the main steps.

9. 9 Restricted Item Training This part of the training will give you credit for EHS0012 Restricted Item Training This part of the training will give you credit for EHS0012 Restricted Item Training

10. 10 Item Categories List Handout The Item Categories List 78 Item Categories It is critical that the items be properly categorized Items are automatically sent to EH&S reviewers and approvers IF properly categorized Get proper category from requester ** Link to this in ePro screens Items in Red need special review/approvals Handout The Item Categories List 78 Item Categories It is critical that the items be properly categorized Items are automatically sent to EH&S reviewers and approvers IF properly categorized Get proper category from requester ** Link to this in ePro screens Items in Red need special review/approvals

11. ePro EH&S Requisition Approval/Review

12. 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 [Read above][Read above]

13. 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) The Restricted Item List is in the handout at the end Restricted Items have special requirements that must be met before purchasing them The Restricted Item List is in the handout at the end Restricted Items have special requirements that must be met before purchasing them

14. 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� Use PDF binocular view to find item Categorize item by selecting the most appropriate Category when filling out eProcurement Line Information

15. 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

16. 16 Practice ePro Requisitionwith Project Split Create a Requisition to Dell and split the projects.Create a Requisition to Dell and split the projects.

17. 17 Requisitions Status & Reports

18. 18 Manage Requisitions

19. 19 Manage Requisitions [ GO TO PRD ] General Requisition Information is available for all ePro requisitions. All the search criteria must be true to see requisitions. Entered By, etc. The main Manage Requisition page has a Requisition Status that shows if the requisition is Open, Pending, Approved, PO Dispatched, Received. PCard: Their requisition status will stay at Approved since they don�t get an FMS PO. The PCard Order # will be displayed as soon as the DPU Buyer Is assigned to the requisition from their supervisor and Chooses to put it on a PCard Next to the PC Order is the PCard System Status. (Entered=in the system, Reconciled, Canceled. Etc.) You can drill-down further to the line item descriptions and �Requisition Schedule and Distribution� where you can see project IDs. If you click the Green 360 icon, you will see part of the procurement cycle. This shows real-time PO, Receiving, and Payment information and. You can further click on the lit-up PO icon and get the PO# and Buyer. Click on the yellow Approval Status icon to see who approved the requisition. ATTACHMENTS[ GO TO PRD ] General Requisition Information is available for all ePro requisitions. All the search criteria must be true to see requisitions. Entered By, etc. The main Manage Requisition page has a Requisition Status that shows if the requisition is Open, Pending, Approved, PO Dispatched, Received. PCard: Their requisition status will stay at Approved since they don�t get an FMS PO. The PCard Order # will be displayed as soon as the DPU Buyer Is assigned to the requisition from their supervisor and Chooses to put it on a PCard Next to the PC Order is the PCard System Status. (Entered=in the system, Reconciled, Canceled. Etc.) You can drill-down further to the line item descriptions and �Requisition Schedule and Distribution� where you can see project IDs. If you click the Green 360 icon, you will see part of the procurement cycle. This shows real-time PO, Receiving, and Payment information and. You can further click on the lit-up PO icon and get the PO# and Buyer. Click on the yellow Approval Status icon to see who approved the requisition. ATTACHMENTS

20. 20 eProcurementPCard Information After clicking on the 360 you get the PCard Order Inquiry screen It has a live link to the PCard system which shows the Buyer, Place Date, Vendor, Receiving information, and Prices. After clicking on the 360 you get the PCard Order Inquiry screen It has a live link to the PCard system which shows the Buyer, Place Date, Vendor, Receiving information, and Prices.

21. 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 Quick Reports:� Use the IRIS reports on the right-side of the main IRIS page to get quick information about Requisitions, POs, and Authorized Signers for requisitions. (Requisitions do not appear in IRIS until they have been approved by the authorized signer.)Quick Reports:� Use the IRIS reports on the right-side of the main IRIS page to get quick information about Requisitions, POs, and Authorized Signers for requisitions. (Requisitions do not appear in IRIS until they have been approved by the authorized signer.)

22. 22 IRISPO Information Here is an example of the �Purchase Requisitions� Quick Report. You can drill down to the PO #Here is an example of the �Purchase Requisitions� Quick Report. You can drill down to the PO #

23. 23 IRISPO Information Here is the IRIS REQINFO report (you can enter many filters) IRIS Reports:� For detailed PO and Requisition information, click on IRIS Reports on the upper left then click on the + next to "Purchases" and the + next to "PO" to get to the six PO reports. POB - Purchasing Blanket Contracts & PSAs POPR - Purchases by Project POPR_TREE - Purchases by Project Tree PORD - Purchase Order Lookup by PO# POS - Purchasing Summary REQINFO - Requisition DetailsHere is the IRIS REQINFO report (you can enter many filters) IRIS Reports:� For detailed PO and Requisition information, click on IRIS Reports on the upper left then click on the + next to "Purchases" and the + next to "PO" to get to the six PO reports. POB - Purchasing Blanket Contracts & PSAs POPR - Purchases by Project POPR_TREE - Purchases by Project Tree PORD - Purchase Order Lookup by PO# POS - Purchasing Summary REQINFO - Requisition Details

24. 24 IRISPCard Order Information Here is the results of the PCard2 Orders IRIS Quick Report You can drill-down to individual POs. You can enter a PCard Purchase Requisition and drill down to the PCard order.Here is the results of the PCard2 Orders IRIS Quick Report You can drill-down to individual POs. You can enter a PCard Purchase Requisition and drill down to the PCard order.

25. 25 IRISPCard Order Information Here is the PCard2 Order report in the IRIS reportsHere is the PCard2 Order report in the IRIS reports

26. 26 8.8 Approvals

27. 27 8.8 Approvals

28. 28 8.8 Approvals Click hyperlink to go to the PeopleSoft login screenClick hyperlink to go to the PeopleSoft login screen

29. 29 8.8 Approvals Login with your email (LDAP) User ID & Password OR If you already have a PeopleSoft login (8 characters or less), use that instead.Login with your email (LDAP) User ID & Password OR If you already have a PeopleSoft login (8 characters or less), use that instead.

30. 30 8.8 Approvals Click the Approve or Deny button If you deny, put in a comment to let preparer know what happened. You are done. Just Sign-out For more information, click on links to see additional informationClick the Approve or Deny button If you deny, put in a comment to let preparer know what happened. You are done. Just Sign-out For more information, click on links to see additional information

31. 31 Advanced8.8 Approval Topics Check an item and click the �View Line Details button� to see full Project information Click on the item�s blue link to see a complete description Click on the Speech Bubble to see attachments.Check an item and click the �View Line Details button� to see full Project information Click on the item�s blue link to see a complete description Click on the Speech Bubble to see attachments.

32. 32 Advanced 8.8 Approval Topics Approvers can also add additional Approvers and Reviewers Approvers can also add additional Approvers and Reviewers

33. 33 Advanced 8.8 Approval Topics Approvers can see all of their ePro approvals on one page Go to the Manage ApprovalsApprovers can see all of their ePro approvals on one page Go to the Manage Approvals

34. 34 Advanced 8.8 Approval Topics Click on the blue link to be taken to the requisition�s approval page (same as you saw above)Click on the blue link to be taken to the requisition�s approval page (same as you saw above)

35. 35 Advanced 8.8 Approval Topics BLIS Portal will have an ePro Requisition Approval (PRP Work Queue Reminder) channel All pending reqs for the user will show here. Clicking on a link, takes you to PeopleSoft.BLIS Portal will have an ePro Requisition Approval (PRP Work Queue Reminder) channel All pending reqs for the user will show here. Clicking on a link, takes you to PeopleSoft.

36. 36 Advanced 8.8 Approval Topics Here we have an Inserted Approver, Ops Director Approver (for >$500K), & EH&S Review for item 2 (Laser) Green for Approved, Red for DeniedHere we have an Inserted Approver, Ops Director Approver (for >$500K), & EH&S Review for item 2 (Laser) Green for Approved, Red for Denied

37. 37 Requisition PreparerReference Materials

38. 38 Requisition Preparer Training Materials Quick Reference Guides Web-based training through the �User Productivity Kit� ePro Help x7774 Procurement Web Site: http://procurement.lbl.gov

39. 39 You can stay after for more help. Please complete your class evaluation We�ll be in touch with your login.You can stay after for more help. Please complete your class evaluation We�ll be in touch with your login.