Process for Creating Special Request Requisitions in PeopleSoft eProcurement Changing July 1, 2007

Starting on July 1st, ePro Requesters will have expanded and meaningful item categories to choose from on Special Requests. Use of these predefined item categories will ensure that accurate information flows from the requisition and through purchasing and eventually is stored in the Asset Management module.

This communication provides information on the following topics:

• Impact to creating a requisition
• How the existing categories have been changed
• Where I can download job aids and view online tutorials

Will this slow down the process of creating a requisition?
No, it should actually speed it up a little for you. A new list of Item Categories has been developed and was created with ease of use in mind. Selection of the item category will pre-populate the account field string and in the case of Assets will pre-populate asset-related fields. New edits will help you to choose the correct Item Category and will prevent you from choosing incorrect account codes. Additionally, if you’ve ordered an item worth over $500 and didn’t use an Asset Item Category, you’ll receive a warning to choose an Asset Item Category which will have an asset profile associated with it.

How does the reconfiguration of Asset Management affect me?
The 000 All Items category and the 578 Miscellaneous categories have been removed. Users must select the correct category from the new Category list. The new Categories are easier to find and understand. It is very important for you to either run the video tutorial or read the detailed job aid to learn how to do these ePro orders correctly. Once you try it, you’ll see how easy it really is, over the way it used to be.

Who is going to help me with the new procedures for creating a requisition?
The IT Training team has developed a series of job aids and online tutorial demonstrations to assist you with learning more about item categories and their use within the ePro module.

• The Ordering Special Request Items with Asset Management job aid is available for download from the PeopleSoft Training website. Click here to download this document.
• The Category List for Special Request Items job aid will help you select the correct category when creating a special request order. This job aid will help you identify the correct category by providing a list of descriptions and corresponding account codes. The job aid is color-coded by category type. Using a color printer is recommended but not required. Click here to download this document.
• If you run into trouble while using this new method for submitting special requests, please review the Asset Management Troubleshooting job aid. Click here to download this document.
• Knowledgebase article #767 provides a description of Asset Management in eProcurement.
• A PeopleSoft Online Tutorial has been created to step you through the process of submitting special requests with Asset Management. Click the Help link to the right of any page in PeopleSoft, then select the PeopleSoft Online Tutorials link to access a list of existing online content. This online tutorial is titled Asset Management Special Requests. Click here if you need assistance accessing this tutorial.

Please contact Robin Hoffpauir with questions regarding creating a requisition (858-522-5805).

Attention Timekeepers! Good News!

PeopleSoft now automatically sets the combo code to 5570-00010-00-2358-15-00-01-0000 for classified substitutes when the absent employee (or vacant position) is funded with resource code 00010, and the substitute works a full day (based on the absent employee's regular hours). The policy for using this combo code was set in place in January of this year. Until now, timekeepers had to manually change the combo code to this number in Time and Labor. Now, timekeepers will no longer need to manually change the combo code in Time and Labor for these classified substitutes, as PeopleSoft sets it automatically.

Please note that classified substitutes for absences due to worker's compensation, comp day, extra help, or long term extra help are not charged to this combo code. Please also remember that classified substitutes for employees that are not regularly charged to the 00010 resource should be charged to the resource code and department of the absent employee.

If you have any questions regarding this, please contact your budget analyst.

PeopleSoft Financials Upgrade - New Features Available Soon!

New improvements to eProcurement, Travel Expenses, and other tasks in PeopleSoft Financials will be available to district employees in Fall 2007.

What has been accomplished so far?
Representatives from school sites, Finance, and IT have completed the process of reviewing the new application. The group has:

• Identified changes to the existing application and developed strategies for providing you with training and support on the new application.
• Reviewed new features to determine which ones can be implemented to help you become more efficient.

What is Asset Management?
Starting July 1st the district will implement the first phase of a reconfiguration of the Asset Management module. Asset Management is a PeopleSoft module designed to track and report on non-consumable goods (things like computers, projectors, furniture, etc.) that are worth more than $464.00 per unit.

How does the reconfiguration of Asset Management affect me?
Starting on July 1st, ePro Requesters will have expanded and meaningful item categories to choose from on Special Requests. Using these item categories will reduce delays in processing orders by helping the Purchasing Department efficiently route the requisition to the correct buyer. When the requester selects the item categories, key pieces of the chart field string will be pre-populated into the requisition. Additionally the use of these predefined item categories will ensure that accurate information flows from the requisition and through purchasing and eventually is stored in the Asset Management module.

Will this slow down the process of creating a requisition?
No, it should actually speed it up a little for you. The IT Department is streamlining the process by reorganizing the category list into a logical order.

Who is going to help me with the new procedures for creating a requisition?
The IT Training team is developing a series of job aids and online tutorial demonstrations to assist you with learning more about item categories. Stay tuned for more information!

How can I learn more about Finance 8.9 during the summer so I’ll be better prepared for fall?
We will continue to distribute informational emails twice a month.

Who should I contact with questions?
Please contact Jessica Youngs, PeopleSoft Development Coordinator, at jyoungs@sandi.net.