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Policies,Administrative,UWHC,Department Specific,Information Services

IS Requisitioning (AD-PRO-016)

IS Requisitioning (AD-PRO-016) - Policies, Administrative, UWHC, Department Specific, Information Services

AD-PRO-016


Administrative Departmental Procedure
This department-specific procedure applies to the operations and staff of the Information Services
Department of the University of Wisconsin Hospitals and Clinics Authority as integrated effective July 1,
2015.

Procedure Title: IS Requisitioning
Procedure Number: AD-PRO-016
Effective Date: 11/4/2016
Chapter: NA
Version: Original
I. PURPOSE
To establish workflow guidelines and requirements for the requisitioning of capital equipment
and operational expenses within the UW Health IS Department.


II. DEFINITIONS
Requisition: A request submitted for the purchase of goods, services, or equipment.

Capital Equipment: A single item of equipment with a cost of $5,000 or more and a useful life
of 2 years or more; OR a group purchase of similar items when the total cost exceeds $100,000,
upon review and approval.

Intangible Equipment: Items that do not have substance but that are factored into a requisition.
Examples include service agreements, non-capital software licensing, repair charges, labor costs,
etc.

Operational Expense: Routine costs for keeping a business running, but those not associated
with the direct production of a product and are not considered capital costs as defined previously.

Purchase Order: A contract to purchase goods, services, or equipment.

Tangible Equipment: Items that have substance, are material, and are able to be touched.

Statement of Work: A document provided by a vendor outlining the work to be performed, the
timeline for the work to be completed, and the total cost of the project.

III. PROCEDURE

A. UWHC Procedure

The requestor of the goods to be purchased is to obtain the following information and email to the
IS - Requisitioning-UWH Outlook mailbox. This information will be sent to both the IS
Business Operations Manager and the IS Administrative Team.
1. A copy of the quote made out to “The University of Wisconsin Hospital and Clinics
Authority” including the following information:

a. Account and cost center to be charged for operational requisitions or the
Approved Capital ID number for capital requisitions.
b. Maintenance Time Frame covered (if applicable).
2. For renewals, the previous purchase order number issued is to be denoted on the
quote and a copy of the current contract is to be obtained. (Note: The vendor should
be able to provide the previous purchase order on the quote they provide.)
3. If there is a reference to a previous agreement on the quote, a copy of the previous
agreement is to be obtained.
4. Statement of Work (if applicable).
5. Vendor Terms and Conditions along with a copy of the vendor’s W-9 (if a new
vendor).

The requestor is also responsible for reviewing the quote and determining if a Procurement
Services Request (PSR) needs to be submitted. If a PSR is needed, the requestor is responsible for
submitting the following information with the PSR request:
1. A copy of the quote for purchase denoting the previous purchase order number, if
applicable.
2. The requisition number of the purchase request.
3. A copy of the current contract with the vendor, if a quote requires a signature.
4. A copy of the previous agreement, if there is a reference to a previous agreement on
the quote.
5. A copy of the vendor’s Terms and Conditions, if a vendor requests UW Health IS to
agree to their Terms and Conditions.

A PSR Form can be found at the following location:

https://uconnect.wisc.edu/machform/view.php?id=71644

The IS Business Operations Manager and the IS Administrative Team are responsible for
inputting requisitions within 48 hours of original requestor submission, either into PeopleSoft for
operational requisitions or Stratajazz for capital requisitions. Once submitted, the IS
Administrative Team will email the requisition number to the original requestor and will also
copy the IS Business Operations Manager.

B. UWMF Procedure

The requestor is to determine if the goods to be purchased will be shared between UWHC and
UWMF:
1. If the item to be purchased had been previously requisitioned on the UWMF side, but
going forward will be shared by both UWHC and UWMF, the following functions
are to be performed:
a. Requestor is to submit a PSR Request and include the following information
within the request:
i. A quote made out to “The University of Wisconsin Hospital and
Clinics Authority” with the following information included on the
quote:
ξ Account and cost center to be charged for operational
requisitions or the Approved Capital ID number for capital
requisitions.
ξ Previous purchase order number, if applicable.

ξ Maintenance Time Frame covered , if applicable.
ii. The PeopleSoft requisition number for operational purchases or the
Stratajazz capital requisition number for capital purchases.
iii. A copy of the current UWMF contract.
iv. A Statement of Work (if applicable).
v. Vendor terms and conditions
vi. The vendor’s W-9 (if a new vendor).

b. Requestor is to submit a copy of the quote to the IS – Requisitioning-UWH
Outlook mailbox. The quote will be sent to both the IS Business Operations
Manager and the IS Administrative Team for requisitioning. The IS Business
Operations Manager and the IS Administrative Team are responsible for
inputting requisitions within 48 hours of original requestor submission, either
into PeopleSoft for operational requisitions or Stratajazz for capital
requisitions. Once submitted, the IS Administrative Team will email the
requisition number to the original requestor and will also copy the IS
Business Operations Manager.

2. If the requestor determines that the quote represents goods that will solely be utilized
by UWMF, the requestor is to decide whether the items being purchased are tangible
or intangible.
a. Tangible Items
i. Requestor to fill out a ServiceNow Hardware Request including
the following information:
ξ A copy of the quote with the proper cost coding for
operational purchases or the CADAF# for capital purchases.
ξ A copy of the approved CADAF form for capital purchases.
ξ An email will be issued to the requestor with the
ServiceNow ticket representing your order request.
b. Intangible Items
ξ Submit a quote made out to “UW Medical Foundation” to
the UWMF Administrative Analyst with the proper cost
coding.
ξ The requestor will receive an email from the UWMF
Administrative Analyst indicating the purchase order
number for intangible items within 48 hours of the original
request.

C. Post Request Follow-Up

Operational Requisitions for those with PeopleSoft Access:

To check the status of an operational requisition, click the following in PeopleSoft Financials:
UWHC Main Menu > UWHC Custom Menu > Purchasing > Req Status Look-Up. Next,
type your requisition number. The requisition number has four leading zeros.



Within the Worklist Req is Currently On tab, you are able to see whose worklist the requisition
is currently on within PeopleSoft. A workflow status of “Available” indicates who is able to
complete the next approval step.

Within the Req Workflow History tab, you are able to view who has already approved the
requisition and when. Once the requisition is reviewed and approved on an individual’s worklist,
the individual’s Workflow Status will change to “Worked.”







Once all the workflow statues have changed to a status of “worked” and the requisition is
approved, the next step is to check the status of the purchase order against the requested
requisition. To do this, click the following in PeopleSoft Financials: UWHC Main Menu >
Purchasing > Requisitions > Add/Update Requisitions.


After clicking Search, if a requisition has not yet received all approvals, you will see a status of
Pending, with a red X. At this point, a purchase order has not yet been issued for this requisition.




After clicking Search, if a requisition has passed all approvals, you will be able to see the details
of the requisition, such as who the requestor of the requisition is and how much the requisition is
for.



On the Status tab, you will see an On PO link. Click the link to go see the purchase order
assigned to the requisition.




The following screen shows the purchase order number, the status of the purchase order, and the
description of the products requisitioned by the purchase order. A status of “Dispatched” means
the purchase order has been sent to the vendor. A status of “Open”means that purchase order
remains with Procurement and requires additional attention before being dispatched to the
vendor.

If you would like to see which buyer from Procurement is assigned to the purchase order as well
as any supporting documents scanned to the purchase order, click the purchase order number link.



The Purchase Order number will automatically populate. Click Search.




In this example, you can see the buyer is Barbara A. Geissbuhler and the Status of the purchase
order is Dispatched. The Backorder Status states that the items to be purchased are not
backordered and the Receipt Status states that the goods have not yet been received.



To see any supporting documentation regarding the requisition, click the UWH Info link. Click
View Attach to open the file.



Capital Requisitions for those with Stratajazz Access:

To check the status of a capital requisition in Stratajazz, follow these steps: Click Financial
Planning > Capital Management and type the requisition number in the Search box. Capital
requisitions always start with the prefix “STR.”

Once the requisition number is entered, you will see two tabs at the top of the screen, one for
Project and one for Requisition. Click the Requisition tab.



Specific information regarding the requisition will appear. The following section shows a step of
“Approved,” which means the requisition has received all needed approvals and has moved to
Procurement for the assignment of a purchase order. If all approvals have not yet been given, the
Step column will indicate which approval step the requisition is currently at.



The next section shows the amount requisitioned, the total current budget for the capital project
being requisitioned against, the amount of funds released for the project being requisitioned
against, and how much has been paid by accounts payable to date on this requisition.



The last section shows the vendor being requisitioned, the requisition number, the purchase order
number assigned to the requisition, and the capital project ID. If the requisition has not been fully
approved in Stratajazz, the purchase order number will not be populated, as the requisition has
not yet been sent to Procurement.




If the PeopleSoft PO Number column is unpopulated, you can search to see what step the
approval process is at by doing the following:

1. Double-click the requisition line.
2. Click Routing Slip.



A green check mark indicates the approval step has been completed.
A blue arrow pointing downward indicates the step is unnecessary and can be skipped.
A blue arrow pointing to the right indicates the current step of approval.

Once all approvals have been made, the blue arrow should be pointing to the word Approved as
in this example.

If all approvals have not been made, you are able to see what step the approval process is at by
looking for the blue arrow pointing to the right immediately following the last green checkmark
noted.

In the following example, the approval step is currently at Draft Verification. Finance will need to
fund this project before it can be moved forward for purchasing.

Expand any category by clicking the triangle to the left of the category name. After expanding, a
list of approvers for that specific category appears, showing who is currently responsible for
completing the next approval step.




If the requisition has been fully approved and you would like to check the status of the purchase
order assigned to the requisition, log on to PeopleSoft Financials UWHC and click Main Menu >
Purchasing > Purchase Orders > Review PO Information > Purchase Orders. Type the
Purchase Order number into the Purchase Order field and click Search.



Follow the previous instructions to determine the status of the purchase order and to research
supporting documentation for the requisition.






Operational and Capital Requisitions for those without access to PeopleSoft and Stratajazz:

To check the status of an operational or capital requisition, a daily report will be auto-generated
from PeopleSoft and will be posted to the following location: Q:Drive > Analytics > PSFS > IS
Staff.

This report will provide you with the requisition number, either operational or capital, who
requested and submitted the requisition, the status of the requisition, the purchase order issued
from the requisition, the status of the purchase order, the Procurement buyer and what is being
purchased.

IV. FORMS (optional)
NA

V. REFERENCES
Purchases of Good, Services, Equipment and Approval of Invoices-Policy 11.12
UWMF Requisitioning Guide-Tangible and Non-Tangible Comparison Chart
PSR & LSR Flowchart for IS: U:\UWHealth\IS\SpecialShares\IS
Management\Directors\Management\Management Processes\Legal & Procurement Processes

VI. COORDINATION

Sr. Management Sponsor: SVP, Chief Information Officer
Author: IS Business Operations Manager
Reviewer(s): IS Director Group

Approval Committee: IS Directors Group

SIGNED BY:
UW Health CIO

Revision Detail:

Effective Date Next Review Summary of Changes Change Authors
11/4/2016 11/4/2017 Original release N. Nesbit