UCSD
CAMPUS NOTICE
University of California, San Diego
 

OFFICE OF THE ASSISTANT VICE CHANCELLOR -
BUSINESS AND FINANCIAL SERVICES
PURCHASING DIVISION
August 25,1995
KEY ADMINISTRATORS/KEY SUPPORT STAFF
SUBJECT: Paper-based Purchasing Process-Transition Target Dates
NOTE--IF YOUR DEPARTMENT CURRENTLY USES IFIS OR OTHER ELECTRONIC MEANS FOR LOW VALUE ORDERS AND HIGH VALUE PURCHASE REQUESTS, PLEASE DISREGARD THIS NOTICE. IF NOT, PLEASE READ ON:
Many of you are aware of the target dates for eliminating the paper-based portions of certain administrative processes, which were published in a notice from Assistant Vice Chancellors Larson and Davis dated October 3, 1994 and endorsed by all Vice Chancellors. The notice outlined the plan to transition many administrative support processes from paper based systems to electronic means via the campus network. Their message shows our continuing commitment to deliver quality services by leveraging the capabilities and functionality of our computing resources which places the decision making and requisite tools in the customers' hands.
The notice established the date of September 1, 1995 whereby central campus purchasing offices would no longer act as a "key entry" point for IFIS departmental low value orders and high value purchase requests. This target date compels campus units who continue to rely on central purchasing key entry services to take advantage of existing functionality by using the IFIS Purchasing module and other alternate procurement tools. Many of you are accessing IFIS directly and we applaud the commitment you have made to this method of processing purchasing transactions. We will work with all units not now using IFIS directly to prepare to make that transition just as soon after the above date as possible. In the interim, we will continue to support your procurement efforts.
The mechanism for recording low value purchase orders and high value purchase requests exists within IFIS and is comprised of "departmental 
     order" and "requisition" screens, each which have been used by the campus community since the inception of IFIS. A recent addition to our procurement toolbox is "Express Order" which operates as an alternative to the IFIS purchase entry process and eliminates manual entry of transaction into the IFIS financial data base whatsoever.
New tools are currently being designed that will further facilitate automatic recording of procurement business into the university's financial system without manual intervention by departmental representatives. These tools are expected to be available to the campus in the near future.
This notice is directed to those departments still utilizing the paper based procurement process. The information outlined on Exhibit A is a checklist of the steps required to take advantage of the available tools and resources which will allow you to gain access and entry proficiency to the IFIS Purchasing Module.
We hope this notice is beneficial as you prepare to meet the paperless processing target date for purchasing transactions. If you have any questions, or would like to arrange a meeting to discuss alternatives and recommended solutions for your specific department, do not hesitate to contact Purchasing at our e-mail address, purchasing_info@ucsd.edu, or call X43084.
Linda Collins
Purchasing Manager
--------------------------------------------------------------------- EXHIBIT A
IFIS PURCHASING MODULE: ACCESS, AUTHORIZATION AND TRAINING
HARDWARE AND TELECOMMUNICATIONS ACCESS TO THE IBM MAINFRAME: Contact your DSA- departmental systems administrator or UCSD ACT Client Services at X41853 for technical guidance for mainframe access.
AUTHORIZATION FOR OBTAINING AN IBM USER ID FOR MAINFRAME ON-LINE PROCESSING: Fill out "University of California, San Diego 
     Administrative Computing Access Request" form. Contact ACT Client Services at X41853 for a copy of the form.
PURCHASE PROCESS TRAINING: Access to the IFIS purchasing module screens will be granted once training and authorization forms have been completed. To obtain delegation of authority and to be issued a buyer code for use of the Purchasing module, complete an "IFS 
     Purchasing On Line User Authorization" form and forward to Central Purchasing, 0914. For those interested in obtaining a copy of this form, please send an e-mail to purchasing_info@ucsd.edu, or call X43084. If you already have a buyer code for off-line processing and now desire to gain on-line access to the IFIS purchasing module, follow the instructions below for the appropriate training mechanism which will satisfy your needs. There are a number alternatives to learning IFIS purchasing screens, which are outlined below:
Hands On Training Class: Training classes are available with personal instruction that teach navigation, entry, policies and procedures associated with IFIS purchase transactions. These classes are held twice a week for two consecutive days, four hours per day in the Purchasing offices located in Torrey Pines Center South, and provide interactive, hands-on training. For those interested in attending one of our classes, please send an e-mail to purchasing_info@ucsd.edu, or call X43091.
Training from departmental security administrators- DSA's--Train the Trainer: Many large academic departments have designated individuals, usually the IFIS departmental DSA, with knowledge of the purchasing module. These individuals are approved to instruct users in the purchasing functions, and provide them with training materials, policies and procedures. Departmental staff should contact their DSA to determine if this service is available 'in-house', or can contact purchasing directly to volunteer to become an in-house trainer.
CBT- Computer Based Training: A computer based training program will be available in the next few weeks which provides detailed, interactive self training. This tool can either be used alone or as a supplement to training received by formalized instruction from Purchasing or department staff. The CBT program is only available for use on DOS based systems, and therefore limits the important Macintosh users who access IFIS. We recommend this product for those users who will be interacting with IFIS frequently, and require detailed instructions in its use. The program takes approximately three hours to complete but can also be experienced in small segments at one's own pace, and as time permits. For those interested in gaining access to the DOS based CBT program, please send an e-mail to purchasing_info@ucsd.edu, or call X42557.
Management, Supervisor and /or Principal Investigator access to Purchasing screens for approval only: We offer alternative methods to training approaches specifically tailored to those who require minimum training in order to facilitate approval of transactions that are completed by others. This training can be accomplished by the responsible DSA within each department or can be presented in a personalized session with a member of the Purchasing staff. We recognize the time constraints of these individuals and will cooperate fully to ensure their needs are fulfilled with minimum disruption.
For those interested in information regarding manager, supervisor and/or principal investigator document "approval only" training, please send e-mail to purchasing_info@ucsd.edu, or call X43775.
On-line ACCESS TO PURCHASING RELATED SCREENS IN IFIS: On-line users have access to many purchasing related screens which are listed below. With this access template, on-line users can access information from their desktops. The type of access a user will be granted will be established based on the level requested on the Purchasing On Line User Authorization form.
PU PURCHASING MODULE: Departmental order, Purchase Requisition, High
Value Purchase Order, PO invoice list cross reference, Open purchase orders by vendor, UCID number PO cross reference
AP ACCOUNTS PAYABLE MODULE: Vendor History, Alpha Vendor List EX EXPRESS ORDER
GA Encumbrance activity, encumbrance detail activity
UT UTILITIES MODULE: Unapproved documents waiting for completion
and approval