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New Procurement Procedures beginning June 1, 2012
Welcome to the VSU's eProcurement & GeorgiaFIRST Marketplace site. This web site has been designed to serve as a one-stop resource that can assist you in understanding the new online procurement system project being sponsored by The University System of Georgia. Valdosta State University is in the second group of the initial seven schools switching to this new system. Training for our campus will begin in March and will be rolled out steadily throughout the rest of the 2011 calendar year. In addition to this web site, people in the Business Services and Employee & Organizational Development departments are ready to guide you through this new product. Use the links below to navigate to the desired section to add to your understanding of eProcurement & GeorgiaFIRST Marketplace.
Project Information
IT ORdering Checklist
Training Schedule
Online Training Materials
Frequently Asked Questions
Additional Assistance
Project Information
What are eProcurement & GeorgiaFIRST Marketplace
eProcurement (ePro) is a module in PeopleSoft Financials that has a primary function of creating electronic requisitions and routing them for approval.
The GeorgiaFIRST Marketplace is an online shopping site that is accessed from PeopleSoft Financials. Through this online shopping site, users can shop online for contract items from a variety of state and institution approved vendors, including Staples, Grainger, HP, and Fischer Scientific. Users can select items by placing them in an online shopping cart. They assign these shopping carts to a designated requester when ready, and the requester then turns their shopping cart into an ePro requisition.
How does this differ from the current process?
Previously, you may have used paper requisitions (goldenrods), or some other form, to request an item to be purchased. That hardcopy requisition then had to be routed for approval signatures, and then sent to the Purchasing Office. The Purchasing Office then re-keyed the information into the system to create a Purchase Order to send to the vendor.
With ePro, much of this is completely automated. A requisition is created within ePro and then electronically routed for approval. The approval chain is dependent on the Department charged and item type, among other things. Finally, after the last electronic approval is made, the requisition can be copied into, or sourced into an official Purchase Order that is dispatched to a vendor.
What are the benefits of changing the current process?
There are many benefits of ePro & GeorgiaFIRST Marketplace such as a quicker workflow for purchases and a reduction in the need for Purchasing Card (P-Card) use. Additional benefits include:
Reduction in paper forms routing through different offices
Online browsing and shopping for items
Comparison shopping
You only need one login to shop from multiple vendors
You can request goods from multiple vendors through one shopping cart
All items in the GeorgiaFIRST Marketplace are contractually approved items
Faster routing for approvals
Ability to save items as ‘favorites’ in the GeorgiaFIRST Marketplace
What is my role?
For most of those that will be using ePro, one of three primary roles will be assigned by those within the department that manage the purchasing process. The roles to be aware of in your area are Shopper, Requester, and Approver. The primary function of these roles are described below, but you can learn more about these roles during training and by accessing the training materials on the state's ePro/GeorgiaFIRST Marketplace training web site.
Shoppers - Users with this designated role will select items from the "stores" included in the GeorgiaFIRST Marketplace and add desired items into a central shopping cart that will be viewed by Requestors who will turn the shopping carts into electronic requisitions to be processed within the designated work flow.
Requesters - Users with this designated role can also shop and place items into shopping carts, but their work flow role will be to create electronic requisitions from all the shopping carts created by Shoppers within their department. This role is similar to the employee who is currently responsible for ordering supplies and filling out goldenrods.
- Approvers - Users with this designated role serve as budget managers and electronically sign-off on all requisitions, approving them for purchase. Various factors dictate the number of people who serve as Approvers for each electronic requisition. These factors include department, project, agency fund purchase, account type, and requisition amount.
How do I access ePro?
For Shoppers - you will need an account in PeopleSoft Financials which is the same account you are using if you are currently working in PeopleSoft for travel expense reimbursements and flex reimbursements. The login to ePro will be the same.
If you do not have an account, you can create your new account by downloading the following step-by-step guide:
Establishing an Employee Self-Service Account for eProcurement
For Requesters & Approvers- you will receive a link once your access is established by Security Administration. If you have attended training and have not received an email with the required link, email epro@valdosta.edu. Requester and Approvers use the same user name and password as their Employee Self-Service Account. If you do not have an account, you can create your new account by downloading the following step-by-step guide:
Establishing an Employee Self-Service Account for eProcurement
IT Ordering Checklist
When completing orders for IT please include the following:
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Select existing or indicate a preferred vendor for Special Request (Non Marketplace Vendors) orders when possible.
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A category code is selected.
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The request needs to reflect the department, building room # and person who is receiving the item, or delivery needs to be indicated in the “modify shipping line” or in the comments.
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Quotes or invoices must be attached.
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Contact information where the Purchase Order needs to be sent…i.e. email or fax #.
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Hard drive requests must have business purpose stated in the “comments” to make sure we are PCI Compliant.
(For more information on external hard drive compliance click here)
Training Schedule
Training for ePro & GeorgiaFIRST Marketplace will begin for campus users beginning in the third full week of March and will be phased-in throughout 2011. Please be aware that all users must complete training before they will have access to the system. Shoppers and Approvers may accomplish their training using the online tutorials and once completed should email epro@valdosta.edu for access. Requesters are required to attend a classroom session. The current schedule for Fall Semester is listed below. To register for training go to Training and Development web site and click the Online Registration icon. Sessions will be offered once a month in 2012.
ePro Requester Training
This module is designed for VSU employees whose job responsibilities include completing processes to order goods and services for their department or grant. Training will cover how to create electronic requisitions in the eProcurement (ePro) module of PeopleSoft Financials and how to route them for approval. Additionally it will cover how to use the GeorgiaFIRST Marketplace as an online shopping site that is accessed from PeopleSoft Financials. Please note this training will cover the basic information needed for a requester who is also a shopper and will demonstrate the approval process.
Objectives Include:
- Review Requester responsibilities for ePro/GeorgiaFIRST Marketplace
- Establish Requester profile in GeorgiaFIRST Marketplace
- Differentiate the two types of requisition in ePro
- Create a Marketplace Requisition from a Personal Shopping Cart
- Identify the steps in creating an ePro Requisition
- Create a Marketplace Requisition from an Assigned Shopping Cart
- Create a Special Request Requisition
- Use the Manage Requisitions page to review, edit, and cancel a requisition
- Receive an item through Desktop Receiving
- Review the steps required for approval
Title |
Location |
Date |
Time |
|---|---|---|---|
| E-Pro Requester | Pine Hall Lab |
May 4 |
9:00 AM- 12:00 PM |
| Pine Hall Lab | June 12 |
9:00 AM- 12:00 PM |
|
Pine Hall Lab |
July 11 |
2:00 PM - 5:00 PM |
ePro Shopper
This module is designed for VSU employees whose job responsibilities include selecting goods and services for their business use and sends the information to designated departmental employee for processing. Training will cover how to use the GeorgiaFIRST Marketplace as an online shopping site which is accessed from PeopleSoft Financials. Through this online shopping site, users can shop online for contract items from a variety of state and institution approved vendors, including Staples, Grainger, HP, and Fischer Scientific. Users can select items by placing them in an online shopping cart. They assign these shopping carts to a designated requester when ready, and the requester then turns their shopping cart into an ePro requisition.
Objectives:- Introduce users to the GeorgiaFIRST Marketplace
- Log into the GeorgiaFIRST Marketplace as a Shopper
- Verify information in User Profile
- Set up default Requester
- Identify Marketplace home page content
- Navigate the GeorgiaFIRST Marketplace
- Search for items in the GeorgiaFIRST Marketplace using different methods
- Select items from the GeorgiaFIRST Marketplace using different methods
- Display active shopping cart
- Rename active shopping cart
- Update shopping cart
- Assign cart to a Requester
- Include comments on a shopping cart
- Indicated changes to chartfields for requester
Title |
Location |
Date |
Time |
|---|---|---|---|
| E-Pro Shopper | Pine Hall Lab | May 11 | 9:00-11:00 AM |
e-Pro Approvers
The training for Approvers is available online using the links below. If after reviewing the online material you feel further instruction is needed, please email Becky Murphy.
Online Training Materials
As part of this project, professionals at Information Technology Services have created some User Guides, Job Aids, and Online Training Lessons to help assist you in this process transition. The training material has been categorized here to help you find the materials that will provide assistance for the role for which you will be serving. These materials can be accessed at the USG ePro/GeorgiaFIRST Marketplace web site.
Frequently Asked Questions
When do we begin using the new system?
The "go-live" date for ePro is April 4. Using a phase in process, department will select when they begin using the new system in their area. The goal is to have all departments using electronic requisitions by September 6. You must receive training before you will be given access. Working with the system soon after training will help in learning the system more efficiently.
How do I get default accounting setup for all my ePro requests?
Send your ePRO username and desired default budget fields to epro@valdosta.edu. A default field must be set for the FUND, while DEPARTMENT, PROGRAM, CLASS, and PROJECT (Grant) can also be set to a default account if desired.
How do I order an item if it is not listed in a online catalog?
Requesters will use the Special Request feature in eProcurement.
How will the system look once it is live?
You will find some variation in the live system verses the training database. Click on this handout for more information.
What if special pricing is lower than the catalog price?
The process to obtain that pricing is controlled by the vendor. As a general rule, you would use the special request feature and attach the price quote to obtain special pricing.
If I am a Requester, can I shop too?
All requesters can shop and select the items for themselves or their department.
Do requesters need to attend Shopper Training?
It is not required since basic shopping features are covered in the Requester training. However some have found it useful to attend both to learn all shopping features available.
Who are the shoppers and requesters for my department?
Your Department Head or Budget Manager determines this access and emails ePro@valdosta.edu this information.
When ordering items for another department using my budget how do I make sure the items are received in that department?
It is recommended in these situations to provide the department with the appropriate account number and have them complete the request. The request will then be routed to you to approve as the budget manager. Otherwise you will need to change the Attention line when completing the requisition to that department so that items are received by the department.
How do I know where items are shipped?
If it is a purchase from a online catalog, then the item is shipped to Central Warehouse for distribution to the department. Make sure you check the attention label when completing the requisition. If it is a special request, you have the option of changing the shipping address to have it shipped to your department.
As a Requester/Approver- how do I get the Core link as a shortcut on my computer
You may contact the IT helpdesk at 245-4357 and they will assist you.
Can I use the PeopleSoft Financials Core link for travel expense?
No. Even though there is a Travel and Expenses section, you still use PeopleSoft Employee Self-Service to send in your travel expenses, and approve travel expenses.
Additional Assistance
If you would like additional assistance, please feel free to contact us.
Becky Murphy |
Bill Filtz |
Page last updated May 24, 2011
Some information contained on this page was provided by the ePro/GeorgiaFIRST Marketplace development team and Information Technology Services at the Board of Regents of the University System of Georgia.