One of the changes associated with the move to ordering of goods and services into Workday is with requisition sourcing rules. Starting on Monday, May 8 , when you create a requisition for multiple goods, some may be fulfilled from inventory, instead of from an external supplier. The intent behind these sourcing changes is to use any inventory on hand first before ordering more from the external supplier.
The experience of ordering from inventory should be no different from ordering through an external supplier. That said, one anticipated benefit of fulfilling from inventory is a requester receives a notification when backorders occur. See the full NewsLink post for details.
Multiple job aids in the Supply Chain and procurement space will be updated on May 8 to accommodate a new enhancement to Workday ordering that reduces the clicks needed to place an order. See the full NewsLink post for the job aids list.
In order to improve the Workday purchasing experience for end users, on Monday, May 8, the SC99999 spend category will be renamed from:
OFFICE USE ONLY - Do Not Change (SC99999) to *Do Not Know (SC99999)
This renaming allows for this spend category to default as the first selection option when Spend Categories are searched in transactions.
Please note, Service Center employees and Health System buyers will continue to verify that the correct spend categories are applied to non-catalog requisitions as a part of requisition processing. There are no changes to the approval process.
Blanket orders are used for transactions that occur very frequently (daily or multiple times a week), have a high variation of product types, have undetermined timing, and are not available in Buckeye Buy.
All FY24 UNIV blanket purchase orders must be issued outside of Buckeye Buy. Requestors should select the “blanket purchase order” requisition type and complete the request per the Create a Blanket Purchase Order job aid found in the Administrative Resource Center (ARC). Please note, the "Request Date" of the requisition should not be future dated . University funded blanket requisitions should align with the July through June fiscal year calendar.
FY24 blanket order requisitions must be received by Central Purchasing between Monday, April 17 and Friday, June 30 to allow for adequate processing time.
Please review the full NewsLink article for more details about Blanket Order guidelines.
We are less than a month from being able to order goods and services directly in Workday. Here are steps you should take to prepare for this transition:
Confirm/Update your default work space. “Work Space” is used as your deliver-to address for orders. It must include a floor and room number. If your work space is not correct or complete, you cannot submit the requisition. View the post on how to confirm and update your work space which was shared earlier this year. Add the “Requisitions” app to applications section. This app shows you the status of orders placed for you and on your behalf. See the full NewsLink article for steps on how to add the Requisitions app. Confirm/Request access to other companies as needed for your position.
Note that Supplier contracts are now company-specific. If you need access to view supplier contracts for other companies, submit an access management request for the companies needed. For more information on this change, read the earlier post which was shared in a prior edition of NewsLink.
A Catering Service line has been added to most of the drop-off service catalogs in the Catering Marketplace. This will allow users to enter a one-line order for event food, beverages, disposables, etc. as quoted by the supplier. Rooster’s, Chick Fil-A, and Mazah Mediterranean Eatery catalogs do not include this line yet but may in the coming days.
Contact The Marketplace Team at BF-Marketplace@osu.edu with questions about the Catering Marketplace.
A new university-wide contract for local accommodations and event space was recently awarded to 25 properties by the Sourcing Team. Sourcing has pre-negotiated terms and rates with local hotels and event centers for use by Ohio State as part of a competitive Request for Proposal (RFP). The scope of these contracts includes individual and group accommodations, meeting and event space, AV/TV service, food and beverage services, and additional services for events at each property. Pre-negotiated terms include pricing, cancellation, attrition, concessions, etc.
As part of the master agreement, individual and group rooms, and event reservations that require a signature must be made using pre-determined event exhibits. All awarded properties must complete the proper Exhibits and the requesting department needs to confirm the details prior to sending them for signature . Exhibits requiring signature are to be submitted through OnBase-Agreements. The requesting department is responsible for following all purchasing, travel, and PCard policies.
See the full NewsLink post for the full list of awarded properties and details about specific contract information and ordering instructions.
One way to prepare for bringing the Buckeye Buy experience directly into Workday is to confirm your work space (deliver-to address) is correct to ensure accurate deliveries. To confirm your work space, log in to Workday , navigate to your profile, and select Job from the menu. On the Job Details tab, locate the Work Space field below the Location field. If there is no Work Space field, one is not set up on your profile yet. To add or update your work space, refer to the How to Change Your Work Space job aid. Additionally, your building location in Workday must be correct to effectively change your work space. Confirm your building location on your account profile within the Job Details tab referenced above. If your building location is incorrect, ask your manager to update your building location. Only your manager can update that information. Managers can refer to the Change Job Details job aid for more information.
OSUP Employees should contact OSUP HR at OSUPHR@osumc.edu to update their default Deliver-to location.
Coming in May, we are making strides to improve the purchasing experience in Workday. See the full NewsLink post for a quick list of "What's Changing" and "What's Not Changing."
Coming in May, the Buckeye Buy shopping experience will transition from the current third-party website (GHX Procure) to being all self-contained within Workday.
Bringing the Buckeye Buy experience directly into Workday simplifies the “shopping” process for end users. It also allows end users to see the different stages of their orders through the procure-to-pay lifecycle. See the full post for more details and information about the benefits of this change.
