Purchasing & Training UpdatesS A R A H C H AV E Z

S E N I O R T R A I N I N G & C O M M U N I C AT I O N S P E C I A L I S T

V P C F O T R A I N I N G & C O M M U N I C AT I O N

Agenda

COVID-19 RESOURCES BUY.IU SYSTEM UPDATE: DOCUMENT SEARCH CHANGES

VPCFO TRAINING & COMMUNICATIONS WEBSITE

COVID-19 Resources

PPE Ordering ProcessStarting July 1, 2020, purchases of allocated items should no longer be made by individual departments using traditional procurement methods.

Instead…

What are considered allocated items? Review the PPE Ordering page for a full list.

Place order via FireForm

Order reviewed by

RC Fiscal Officer

Order fulfilled by central

warehouse

Items picked up by or

delivered to department

RC account billed using

MMS

RemindersOrder enough items to cover a biweekly period.

This allows Purchasing to monitor usage and warehouses to backfill items.

Facility Operations will continue to clean and provide products for common spaces.

Use FireForm to order supplies in addition to what they provide.

There is no charge back for cleaning/sanitization items.

PPE items (gloves, masks, gowns) are charged back to the RC at cost.

Accounting information collected on the FireForm can be used by RC to distribute, if desired.

Warehouses cannot guarantee brand, style, etc.

If you need a specialty item, request approval using the BUY.IU Support Form and PPE Ordering question type.

Independent Contractors

•Before submitting the requisition in BUY.IU, must obtain approval from an Executive Vice President or President McRobbie (determined by chart).

•Approval must be attached to requisition or it will be returned.

•Review the Independent Contractors section of the COVID-19 Resource Center for links to the appropriate FireForm.

Plexiglass Shields

•Order process depends on how plexiglass will be used.

•Review the Plexiglass Shields section of the COVID-19 Resource Center.

•This contains details on how to order, and a walkthrough of the BUY.IU ordering process.

Questions?•All the resources referenced are accessible in the COVID-19 Resource Center on Purchasing’s website.

•Review the Frequently Asked Questions page.• Q&A sorted by topic.

•Contact Purchasing using the BUY.IU Support Form.

BUY.IU System Update

Document Search Changes•BUY.IU will be updated on Monday, August 3.

•Significant changes are coming to the Document Search function.

Current: Search Documents

Future: All Orders

Highlights•Pin filters in the search

• Save settings such as an Org, Account number, document initiators, etc.• Apply pinned filters to different document types.

•Shared searches still available.• Current saved searches will carry over.

•Dashboard widgets are not going away.• Working with Jaggaer to determine which widgets will need to be re-established on existing

dashboards.

Webinar Schedule•Learn more about the new search and get hands on practice by attending a webinar.

•This webinar will be recorded and available for future viewing.

•Webinar dates and times (EST):• Monday, July 27, 2:30-3:30 pm• Wednesday, July 29, 10:30-11:30 am• Friday, July 31, 10:30-11:30 am• Tuesday, August 4, 9:30-10:30 am• Wednesday, August 5, 10:30-11:30 am• Thursday, August 6, 1:30-2:30 pm

Questions?•Contact the VPCFO Training & Communications team with questions about the upcoming webinars. • Email estc@iu.edu.

•After the update, contact Purchasing for support using the new functionality• Submit the BUY.IU Support Form.

VPCFO Training Website

VPCFO Training & Communications•An independent group that supports all VPCFO units in the areas of training development, mass communication, and documentation.

•As part of this effort, we will have our own website which will contain:• Training sign-up.• Written and video documentation.• Newsletters, stories, and subscriptions.

•VPCFO sites (such as Purchasing and Travel) will link to our consolidated training site.

•What’s the URL? • https://training.iu.edu• Note: this is not live yet! Coming soon

When will the site be live?•Starting in August, training registration will be available via our LiveWhale calendar.

• Infoshare registration is available now!

•Also in August, we will start migrating newsletter articles and documentation related to functional units in the Office of the University Controller.

•Over time, documentation from other division sites will migrate to our site.

Other updates•The following FMS emails have been retired:

• fmsnews@iu.edu• fmstrain@indiana.edu

•The askbuyiu@iu.edu inbox is in process of transitioning back to Purchasing.

•Use estc@iu.edu contact the VPCFO Training & Communication team.

Questions?

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