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
Interface into
Imaging System PS
6 1

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

No/But Using paper requisitions because too many

No Implementing issues with PS and cumbersome
11 2

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

Processing
Using Requisitions Jobs
BCM and Req
9 Close or Both

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

Processing
Yes Jobs
14 BCM, PO Close, PO Recon or a combination

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

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?

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

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
Non-encumbered contracts, master contracts, vendor contract to track
Yes JOCS and multi-year contracts and recurring payments
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

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

Yes No Description
5 16 Requisition Custom Front End (3)

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

Yes No
4 17 Description
Fiscal Delegation of Authority Mod (1)
PO Lifecycle Mod (1)
End Users Enter PO's (1)

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

Dispatch PO via integrated Fax Server (1)

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

Fax Email Hardcopy Use all Three

Integrated dispatch email or fax
3 2 10 6 Notes: (2)

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

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

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

Month Date Opening New

Closing Po's Roll BCM Errors Period None
5 2 1 1 12

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

Two and
Manual
Closing Reqs and Pos Obligations Various None
9 2 4 6 Various: BCM Errors (1)
Reconciliation (1)
SAM18 (1)
System wide Procurement
Reporting (1)

20. Are there any Requisition processes that currently are not available that you would find helpful? Please
be explicit.

Yes No Various: Workflow (2)

10 11 Attachments (2)
Printing (2)
Friendly Front End (1)
Req Loader (1)
Vendor Address (1)
Various (1)

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

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

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 1
Req 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?

Integrated
Asset
Integrated End User Enter Future Year Managem Custom
Additional UOMs Dispatch PO PO ent Reports PO Print None
1 1 2 1 1 1 1 13

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

No Interface to
Imaging PlanetBids Fax Server AP No
1 1 1 4 15

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

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 4
Open PO 3

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

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

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

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

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

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

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

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?

Automated
N/A Purchasing PS Analyst Security Req Setup
1 6 5 9 1

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

No Yes
Several campuses are using this functionality. Buyer setup
17 3 (security) needs to incorporate this set up.

42. Do you record/track Change Orders to a Purchase Order? What fields have you selected as "Track
Change" 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)

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?

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

Yes No
0 21

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

Decision to use next numbering has minimal effect on campuses,

Yes No only 5 are using it.
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

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

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

18 3

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

Campus 297,389
Student 1,096,035
EMP 11,204
Aux 29,804
Local % 33.7%

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

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