PO Questionnaire Summary FINAL 083109

8/8/2019 PO Questionnaire Summary FINAL 083109

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PO Questionaire Summary: PO Campus Summary 1 of 9

Campus PO Interview Combined Responses -- information summarized from campus input

1. What is the percentage split using real time vs. nightly processing for Requisition processing?

Real time processing > 90% Nightly > 90%

5 5

2. What is the percentage split using real time vs. nightly processing for Purchasing processing?

90-100% are using real time processing

3. If you have an imaging system, does it interface with the PO PeopleSoft application?

Imaging System

6 1

4. Does your campus use PS online Requisitions? If not, what are you using? And why are you not using it?

No

11 2

Using Requisitions

9

Yes

14 BCM, PO Close, PO Recon or a combination

Yes Copy Calc and Create Both

10 6 3 1

8. How often do you close Requisitions? Do you close through the workbench or the Req Close job?

ImagingInterface into

PS

No/ButImplementing

Using paper requisitions because too manyissues with PS and cumbersome

5. Does your campus schedule any Requisition processing jobs (i.e. budget check, Req Close)? If so whatare they?

ProcessingJobs

BCM and ReqClose or Both

6. Does your campus schedule any Purchasing processing jobs (i.e. budget check, dispatch, PO Close)? Ifso, what are they?

ProcessingJobs

7. How does your campus source a Requisition? Do you se the Calculate and Create process or the Copyprocess?


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No. who close Nightly Workbench Req Close Both

10 50% 1/3 1/3 1/3

9. How often do you close Purchase Orders? Do u close through the workbench or the PO Close job?

Varies -- nightly and monthly preferred and majority use workbench

10. Do you use the Return to Vendor functionality? If so, describe your business process

Yes

1 Use for credit, exchange and replace

11. Do you use the Request for Quote functionality? If so, describe your business process.

Yes

2 Copy for Req and obtain quote

12. Do you use the Procurement Contracts functionality? If so, describe your business process

Yes

4

13. How are you recording Procurement Card transactions? If you have a mod, specify "Refer to Mod Log".

Interface Yes Interface No

16 5

Methods - Custom Mod - 11

Journal Upload 3

EDI - 2

Manual - 5

Yes No Description

5 16 Requisition Custom Front End (3)

Yes No

4 17 Description

Fiscal Delegation of Authority Mod (1)

PO Lifecycle Mod (1)

End Users Enter PO's (1)

JOCS and multi-year contracts and recurring payments

14. Does your campus have a unique Req process that you feel is a good business practice that you would like toshare?

15. Does your campus have a unique PO process that you feel is a good business practice that you would like toshare?


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Dispatch PO via integrated Fax Server (1)

16. How do you dispatch PO's? (email, Fax, hard copy).

Fax Email Hardcopy Use all Three

3 2 10 6 Notes:

17. What functionality do you find cumbersome or difficult in the PO application? Why?

18. What are the most difficult processes at Month End?

Closing Po's BCM Errors None

5 2 1 1 12

19. What are the most difficult processes at Year End?

Closing Reqs and Pos Various None

9 2 4 6 Various: BCM Errors (1)

Reconciliation (1)

SAM18 (1)

Yes No Various: Workflow (2)

10 11 Attachments (2)

Printing (2)Friendly Front End (1)

Req Loader (1)

Vendor Address (1)

Various (1)

Integrated dispatch email or fax(2)

Split distributions; changing a PO once a voucher is entered; changing chartfield numbers; contracts feature formulti-year contracts; changing accounting date; too many tabs

Month DateRoll

Opening NewPeriod

Two and

ManualObligations

System wide ProcurementReporting (1)

be explicit.


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Yes No Various Open PO's (1)

14 8 Discounts (1)

Expediting (1)

Print Preview (2)

Signature Imaging (1)

Freight (1)

Integrated Fax Dispatch (1)Attachments (2)

BCM Flag Reset (1)

Split Distribution (1)

Workflow (1)

Change Vendor on PO (1)

22. Is there anything else we should know about your campus Req business processes?

None 11

Enter Reqs in Two BU 1

Department Level Security 1

Syst Timeout 1Req Loader 1

Req Front End 2

Custom Mod 1

Workflow 2

Customized Req Template 1

End Users enter PO 1

Attachments 1

23. Is there anything else we should know about your campus PO business processes?

Additional UOMs PO Print None

1 1 2 1 1 1 1 13

Imaging PlanetBids Fax Server No

1 1 1 4 15

21. Are there any Purchase Order processes that currently are not available that you would find helpful?Please be explicit.

IntegratedDispatch

End User EnterPO

Future YearPO

IntegratedAsset

Management

CustomReports

24. Do you have any "non" (third party vendors) PS systems interfacing into PO? If so what are they andwhat is the business purpose?

No Interface toAP


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25. What PO PS delivered reports do you use regularly?

None 5

Reports mentioned:

Requisition Print 2

Receipt Delivery 2

Expedite 3

Budgetary Activity Report 5

Open PO Detail Activity Rpt 4

Various others by individual campus

26. What Baseline (PO CMS custom) reports do you use regularly?

PO Activity Rpt 13

SAM 18A 4

DVBE 13

Small Business 12

Recycle 12

Standard Contract 4

Public Works 4

Business Ownership 4Open PO 3

Custom Queries-Recon 5

Custom Queries-PO Activity 8

Refer to Mod Log 5

None 2

Various Mods: PO/Req Activity 9

28. Do you track Pre Encumbrances on department statements? Are these amounts important to your campus?

Yes 9

No 9

NA 3

29. Does Purchasing maintain the Vendor Master File?

Yes/PO 8

27. Have you developed a custom PO report or query to support a reconciliation? If you have customreports, specify "Refer to Mod Log". If you have queries used to reconcile, please provide a description andan example.


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No/AP 7

Share 6

30. Does your campus procure travel? If so, how are you doing it?

Encumber 3

No Encumbrance 18

31. How do you record freight on your PO's? As a line or in the PO header?

Header 6

Line 14

Both 3

32. Do you specify Sales and Use Tax at the Vendor level or at the PO level?

Vendor 10

PO 8

Both 3

33. Do you use the Miscellaneous Charges in purchasing?

Yes 9

No 12

One 2

Two 1

Multiple 18

35. Are you using the "CSU Predefined" Category Codes?

Yes 18

No 3 some added for their Auxiliaries)

36. Do you have more than one PO BU set up? If so, what are the others used for?

Yes 10 Aux's-6, Library-1,Travel-2

34. How are you using the Location Code? I.e.: one code represents the campus, or multiple codes torepresent multiple locations on the campus.


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No 10

37. Do you have any issues around the Receiving functionality?

No 19

Slow processing 1

Ability to add lines to receiver 1

38. Do you require Inspection on any of your received goods? If so, what are the goods?

No 14

Yes 7

39. Does your PS Purchasing System integrate with the PS Asset Management System?

No Yes

13 8

40. Who maintains the buyer and requestor setup?

N/A Purchasing PS Analyst Security

1 6 5 9 1

41. Are you using the Dashboard functionality? If so, what do you find useful about it?

No Yes

17 3

Yes No For PO Header, decision to use standard template (delivered) is supported.

16 5 For PO Line, decision to use standard template (delivered) is supported

PO Line Ship, decision to use standard template (delivered) is supported

43. Do you record/track Change Orders to a Requisition?

Yes No For Req Header, decision to use standard template (delivered) is supported.

4 17 For Req Line, decision to use standard template (delivered) is supported

Req Line Ship, decision to use standard template (delivered) is supported

44. Have you modified the PO or Req Change Order Template? If so, what change(s) have you made?

AutomatedReq Setup

Several campuses are using this functionality. Buyer setup(security) needs to incorporate this set up.

42. Do you record/track Change Orders to a Purchase Order? What fields have you selected as "TrackChange" in the PO change order Template? (Setup Financials/Supply Chain > Product Related >Procurement Options > Purchasing > PO Change Template > PO Hdr/PO Line/ PO Line Ship)


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Yes No0 21

Yes No

16 5

46. Do you use Standard Comments? If so, please provide (see tab)

Yes No

20 1 Supports decision to have standard comments maintained by campus

47. Do use Conversation Keywords? If so, please provide (see tab)

Yes No

21

48. How are your buyers organized - by commodity, by vendor, by dept, etc?

Commodity Misc

19 2 Based on this, defaults can be established at category level by buyer

No Yes Follow up with Pomona to check if OK that it appears on the req

18 3

Campus 297,389

Student 1,096,035

EMP 11,204

Aux 29,804

Local % 33.7%

45. Do you use the "NEXT" number for your PO's and Req's? Or does your campus change the numbersequence? If you do not use "NEXT" what is the business reason?

Decision to use next numbering has minimal effect on campuses,only 5 are using it.

49. Do you use Manufacturers? If so, how and why? (Setup Financials/Supply Chain > Product Related >Procurement Options > Purchasing > Manufactures)

50. How many Active Vendors do you have in each of you Vendor SetID's (specify # by SetId)? Whatpercent of your campus vendors are local vendors?


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Documents

PO Questionnaire Summary FINAL 083109