Agenda

• Design Drivers• What is Changed? • User Productivity Kit• MSU Supplier Setup Maintenance (UPK)• Requisition Creation (Business Process ) • MSU Requisition Creation (UPK)• Requisition Approval – Non Grants (Business Process)• MSU Requisition Approval (UPK)• Requisition Creation – Grants / Capital Project (Business Process)• MSU Requisition Creation Grants / Capital Project (UPK)• Requisition Approval – Grants (Business Process)• MSU Manage Requisition (UPK)• MSU Change Request (UPK)• MSU Receipts RTV (UPK)

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Design Drivers

• Reduce/eliminate paper processing• Create an item master file with suppliers and pricing information• Make requisition readily available and transparent to requesters• Maintain comprehensive information about suppliers with respect to BRC,

Chapter 51, Additional Reporting Information, 1099 etc.

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What is changed?

Processes Current(Legacy) Future (Go Live)

Approvals Paper based Systemic approval of requisitions, purchase orders and vouchers

Attachment Physical copies Scanned documents can be attached in the system

Flexibility Paper based approvals Systemic ad-hoc approvers can be added to requisitions, purchase orders and vouchers

Options No punchout requisitions Punchout requisition creation with W.B Mason and Grainger

Tracking Multiple places to track the requisition lifecycle

Requisition life cycle from creation till payment tracked on one page.

Best Practice Receiving optional Receiving required on all goods and services procured

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User Productivity Kit (UPK)

• Computer Based Training for applications and processes

• Self-paced learning for end users

• Available via web access

• Accessible by campus users

• URL - https://pstraining.Montclair.edu/UPK1/data/toc.html

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User Productivity Kit (UPK)

Available Interactive Player Modes

See It! – watch a demonstration of a specific process

Try It! – shows each mouse click or keystroke to be made, and you click and keyboard through the process

Know It? – tests the user on how well they know the process

Do It! – view the steps of a process in a small window alongside the PeopleSoft page on which you are working

Print It! – hardcopy of the individual steps required to complete the process

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User Productivity Kit (UPK)

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MSU Supplier Setup Maintenance (UPK)

MSU Supplier Setup Maintenance (UPK)

Requisition Creation

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MSU Requisition Creation (UPK)

MSU Requisition Creation (UPK)

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Requisition Approval – Non Grants

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MSU Requisition Approval (UPK)

MSU Requisition Approval (UPK)

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Requisition Creation – Grants / Capital Project

5. Create Requisition (Grants and Capital Projects)

Com

mitm

ent C

ontro

l

ePro

cure

men

t SaveePro Requisition

Grants Requisition

* Budget check

Budget Check OK

Capital Projects Requisition

Valid & Budget

Checked Requisition

Yes

Adjust the Requisition Amount

Procurement Requester

Select items, item category

Distribution line: PC BU - MSU01, Project

ID and Fund Code related to Grants

Select items, item category

Distribution line: PC BU – MSUCP and

Project ID related to Capital Projects

Adjust / Transfer the budget amount

where budget doesn't exist

Budget Analyst

6. MSU_Requisition_Approval_Grants

* Technical issues while performing transactions or any batch errors will be addressed by IT Support team

IT Support

Adjust AmountNo

Adjust Budget Amount

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MSU Requisition Creation Grants / Capital Project (UPK)

MSU Requisition Creation Grants / Capital Project (UPK)

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Requisition Approval – Grants

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MSU Manage Requisition (UPK)

MSU Manage Requisition (UPK)

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MSU Change Request (UPK)

MSU Change Request (UPK)

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MSU Receipts RTV (UPK)

MSU Receipts RTV (UPK)