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

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

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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