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Workday Fixes #3

June 5, 2018

As stated in Fixes #1 and #2, and as everyone recognizes there are challenges, problems, and “unintended consequences” that we’re all experiencing.  There are fixes coming from NSHE and/or from Workday, but in the meantime we need to continue to process our work.  These “Fixes” bulletins are intended to act as a vehicle to get the word out to all concerned about Procure-to-Pay matters.  Please let us know of any corrections or additions that need to be made, and please share any work-arounds that you have found to be helpful and we will spread the word.  Send your comments to bcnpurchasing@nevada.edu

  • With Fiscal Year 2019 (FY ’19) almost here, just a quick reminder, we want to eliminate Advantage purchase orders that were converted to Workday. The only converted purchase orders on the books after July will be on-going, long-term projects such as construction.
  • With the Workday 30 update, a new capability was added. Once implemented, Buyers will be in the requisition approval stream before the requisition is finalized.  This will allow Buyers to modify-correct certain fields without having to return the requisition to the requester.  The details of this business process are being tested and the feature should be in production soon.
  • BCN Purchasing is accepting and sourcing FY ’19 requisitions for issuance July 1, 2018. Remember to include-attach all back-up documentation, even if the order is a renewal of last year’s PO.  Last year, the documentation was on paper, and now we need to recreate new, complete records in Workday.
  • Reminder: fixed assets and/or sensitive equipment should not be purchased with a p-card or with a blanket purchase order.  All equipment should be purchased with a Workday requisition-purchase order so that it can be properly recorded. 
  • Effective July 1, 2018, NSHE institutions will be required to abide by the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200), commonly known as Uniform Guidance. The aspect of this that will have the biggest impact on the largest portion of NSHE faculty and staff will be a requirement that any purchase on Federal funds amounting to $3,500.00 or more must have at least two competitive quotations or be purchased under a competitively solicited contract. More detailed information will be forthcoming within the next few weeks.

Thank you and we hope this information is helpful.  Please pass it on to co-workers, and this will be added to BCN Purchasing’s website bcnpurchasing.nevada.edu, under News & Announcements.  Also take advantage of Workday training opportunities offered at your institution and/or NSHE. 

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Payment Registration - SReg Lite

April 23, 2018

The NSHE Payment Registration website was built catered to individuals needing to register with NSHE in order to receive payments. The term “individuals” refers to non-business entities or persons which would not be considered a supplier such as a guest speaker/lecturer, service provider/consultant, student, research participant, etc. 

This website is available at: https://suppliers.nevada.edu/lite/ 

See attachment for explanation and instructions.... 

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BCN PURCHASING-WORKDAY FIXES #2

March 20, 2018

As stated in Fixes #1, and as everyone recognizes there are challenges, problems, and “unintended consequences” that we’re all experiencing, there are fixes coming from NSHE and/or from Workday, but in the meantime we need to continue to process our work. These “Fixes” bulletins are intended to act as a vehicle to get the word out to all concerned about Procure-to-Pay matters. Please let us know of any corrections or additions that need to be made, and please share any work-arounds that you have found to be helpful and we will spread the word. Send your comments to bcnpurchasing@nevada.edu.

  • For ALL grant funded equipment, one of the following detail codes should be added as an additional worktag depending on whether it is capital equipment or not. The detail codes are only to be used for Grants because Award budgets have a different ledger to account for capital equipment. 
          Detail Code DC030: Capital / Equipment > $5,000
          Detail Code DC031: Equipment - Non Capitalized under $5000 
  • For change orders that involve the addition of a new line that wasn’t submitted on the original requisition, (e.g., billing a different account or adding a new item than was listed on the original requisition) a NEW requisition must be entered with a note in the Internal Memo box referencing the original PO the change order is related to. 
  • Several of the fixes coming from NSHE and/or from Workday that we talk about are close to being ready and should be rolled out by the end of April ’18. A few of the fixes will need to be held off until July when we start the new fiscal year. But your concerns are being listened to and addressed. 

Thank you and we hope this information is helpful. Please pass it on to co-workers, and this will be added to BCN Purchasing’s website bcnpurchasing.nevada.edu, under News & Announcements. Also take advantage of Workday training opportunities offered at your institution and/or NSHE. 

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Workday Purchasing Fixes #1

February 27, 2018

Workday Procure-to-Pay Challenges
As many of you have discovered (the hard way) there have been a number of “unintended consequences” resulting from how requisitions, purchase orders, receipts, and invoices are processed. As these unintended consequences are recognized, fixes or work-arounds are being developed, both at the NSHE and Workday levels. But these fixes are going to take time, and in the meantime we need to continue to do our work. In this and successive communication I hope to describe measures that BCN Purchasing is implementing that will help, or at least explain why we are doing things in a certain way.

The first issue is problems that are caused when requisitions are changed during the sourcing process. Up to now, when a problem with a requisition is uncovered, and the Buyer knows the solution, he/she fixes it-eliminates the problem. What we have discovered is that with Workday, almost any change to a requisition made during sourcing of the requisition will cause one or several consequences down the line that are almost impossible to fix. An example is if a Buyer adds a line item, the connection from the requisition to the purchase order is broken, resulting in the requisitioner not being able to create a receipt. Then people all up-n-down the processing stream have to spend hours fixing the problem. Unfortunately, until changes have been made in Workday the best solution (so as not to cause problems with creating receipts, inventory tags, etc.) is to close the requisition and the department must submit a new one. The buyer will alert you to the problem and let you know what needs to be changed and why. This process will take longer getting the requisition sourced correctly, but this time will be far less than the time spent trying to correct a problem on the back end.

A second issue, somewhat related, is how we process equipment purchases. We have been instructed that ALL requisitions for goods should be entered itemized to match the supplier’s quote. But when buying equipment, following that dictum frequently results in the equipment not being properly inventoried. The reason is that in Workday there is an inventory tag issued for each line item that meets the criteria. One simple example is a requisition submitted to buy one piece of equipment composed of three components; if the requisitioner copies the supplier’s quotation which has three components each on a separate line; and the purchase order, the receipt, and the invoice are all processed without changing anything, there will be three tags issued! This is an example of where a requisition should not be itemized to match the supplier’s quote. Buyers will scrutinize requisitions looking for situations like this that will cause problems down the line.  Requisitions that need to be changed will be closed and will need to be re-done by the requisitioner.

Next, we need to look at how we account for freight, shipping and delivery charges. Workday provides a totally new capability in that we are able to record and account for freight charges in the way we should have been doing it all along, as a separate category. On the Workday purchase order and the Workday invoice, freight is recorded in a separate field in the header of the document. But the Workday requisition does not have any separate place for recording freight.  Until a fix is found, requisitioners are asked to note freight charges in the Internal Memo field of the requisition. Buyers will add the freight to the PO in the Freight Amount in the header and Workday will process the transaction correctly. Please do not include separate lines for freight on the requisition. If separate lines are created for freight, the requisition may need to be closed and the entire requisition will need to be re-done. Having the Buyer put freight in the “Freight Amount” field allows freight to be properly allocated to all lines of the PO automatically.

Thank you and I hope this information is helpful. Please pass it on to co-workers, and this will be added to BCN Purchasing’s website bcnpurchasing.nevada.edu, under News & Announcements. Also take advantage of
Workday training opportunities offered at your institution and/or NSHE. 

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BCN Purchasing Launches New Website

February 1, 2018

After months of work, the Business Center North (BCN) Purchasing Department has rolled out a brand new website: bcnpurchasing.nevada.edu 

BCN Purchasing serves the purchasing, contracting, and asset management needs for five institutions of the Nevada System of Higher Education (NSHE).  These institutions include the Desert Research Institute (DRI), Great Basin College (GBC), Truckee Meadows Community College (TMCC), the University of Nevada, Reno (UNR), and Western Nevada College (WNC).  

The new website will provide all manner of information and instructions for the institutions's faculty and staff, for suppliers and contractors, and for the public.  This information will include news and announcements, contact information, policies and procedures, how-to-do-business, and other material. 

Please send you comments and suggestions to bcnpurchasing@nevada.edu

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New Buyer

December 1, 2017

Gary Livedalen is BCN Purchasing’s new technology buyer.

Prior to joining BCN Purchasing, Gary was a Senior Contract Specialist for the Navy Exchange Service Command for several years where he was responsible for their IT purchasing.  He also was a Buyer at NATO.  In addition, Gary has almost 15 years of experience on the “other side of the table” as Contracts and Order Administration Manager for technology companies.  In 2002 he received a Master’s Certificate in Government Contracting from The George Washington University School of Business and Public Management.

Gary and his wife Valerie are new to the Reno area and love it.  They volunteer for a nonprofit and that is what brought them here. Hiking and biking are two of their favorite activities. They have two married sons and two granddaughters ages 3 and 1.

Gary’s direct phone number is: (775) 784-1647 and his e-mail is: glivedalen@unr.edu

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Workday Is Here!

October 1, 2017

The Nevada System of Higher Education (NSHE) is doing something few state-wide systems have done before. Aided by cutting-edge technology, we are pooling our greatest resource, our people, to build a brighter future. Right now, project iNtegrate 2 is in full swing, bringing teams of people from across NSHE together to implement new, unified Human Resources and Finance systems using Workday enterprise software. iNtegrate 2 will reduce duplicate work efforts, uphold consistent and effective operating policies, and further enable deep collaboration between all eight NSHE institutions. iNtegrate 2 and Workday will empower us to focus better on NSHE’s core mission—serving the students of Nevada.

iNtegrate 2’s goal is to implement the industry’s best practices in business and administrative transactions and reduce unnecessary duplication of back office functions across all NSHE institutions, while ensuring consistent and effective operating policies.

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