WELCOME TO AGGIEBUY! OVERVIEW FOR DEPARTMENT ADMINISTRATORS

Transcription

1 WELCOME TO AGGIEBUY! OVERVIEW FOR DEPARTMENT ADMINISTRATORS NOVEMBER 2016 JIM HEWLETT ANALYST PROCUREMENT & CONTRACTING SERVICES

2 Who is the Department Administrator? In most departments, the Department Administrator is the Management Services Officer (MSO) or Business Manager

3 Dept Admin: Primary Responsibilities Ensure that the appropriate roles are assigned to AggieBuy users in their department; Roles should be reviewed at least twice a year Set up and manage Shared Favorites and Shared Cart Groups for their department(s) Review Shipping Addresses for Department to ensure they are correct; contact AggieBuy Help Desk if new one(s) should be added Ensure there is a back-up staff member who can fill in as Department Administrator if necessary

4 Dept Admin: At Which Level? Department Administrators are responsible for managing AggieBuy users within their Home Department

5 Review of Roles in AggieBuy ALL UC Davis employees (on active UCD payroll status) are automatically defaulted the Role of Window Shopper; gives user the ability to create a cart and assign to another user (Requester) to place order on their behalf A Requester role gives an AggieBuy user the ability to create a cart AND submit an order into routing for approval Department Approver is another (OPTIONAL) level of approval (prior to Fiscal Officer/Account Delegate) Organization Reviewer is optional, based on dollar amount tranches and occurs after Fiscal Officer/Delegate approval

6 What Roles Does a Department Administrator Manage? Requester Generally assigned to staff who fulfill primary procurement duties for the department (e.g., create KFS Requisitions, assigned as a Procurement Cardholder) Should be assigned to at least 2 AggieBuy users so that there is a back-up person available to submit orders if one of the users is unavailable

7 What Roles Does a Department Administrator Manage? Department Approver OPTIONAL; this is a person to whom the Requester can ad hoc route for approval if desired This person must be set up in the Department Approver role BEFORE they can be selected by the Requester NOT to be confused with Fiscal Approver routing; Department Approver routing occurs BEFORE Fiscal Approver routing; Fiscal Approver routing is always required

8 What Roles Does a Department Administrator Manage? Organization Review OPTIONAL; this is another level of routing that can be set up based on dollar amount ranges for the extended line amount on an order Routing takes place after Fiscal Officer/Delegate approval NOT to be confused with Organization Review routing in KFS; this level of routing is set up specifically in AggieBuy for application in AggieBuy

9 Initial Transition Plans to AggieBuy At go-live, employees that are assigned the Purchasing User role in the Kuali Financial System (KFS) will be set up as AggieBuy Requesters The Purchasing User role is the role that gives users the ability to create Requisitions and Purchase Agreement documents in KFS This will be a one-time upload of users (e.g. users who are assigned the Purchasing User role in KFS after AggieBuy go-live won t be automatically granted Requester access in KFS)

10 Initial Transition Plans to AggieBuy This approach will ensure that departments will be able to start purchasing in AggieBuy right away Going forward, Department Administrators will be able to assign additional employees as Requesters or inactivate those employees that should no longer be Requesters Since Department Approvers and Organization Reviewers are OPTIONAL approvers, they won t be initially defaulted at go-live

11 Other Information On AggieBuy Roles KFS or FIS DS access is not required to access and use AggieBuy. If an employee separates from the University/Affiliate period expires, their AggieBuy access will be automatically inactivated. If an employee transfers from one home department to another, any roles other than Window Shopper will be automatically inactivated. lf a formerly separated employee returns to the university, they will be assigned the default role of Window Shopper. Affiliates have to be manually set up by Department Administrators to use AggieBuy

12 AggieBuy Roles Application The Roles Application provides Department Administrators the ability to assign Requesters, Department Approvers, and Organization Reviewers in their department. You can also specify start and end dates when setting up users Let s take a tour of the Roles App now!

13 AggieBuy Roles Application The Roles Application provides Department Administrators with the ability to assign Requesters and Department Approvers in their department. You can also specify start and end dates when setting up users Let s take a tour of the Roles App now!

14 AggieBuy Roles Application The Roles Application provides Department Administrators with the ability to assign Requesters and Department Approvers in their department. You can also specify start and end dates when setting up users Let s take a tour of the Roles App now!

15 Let s look at Shared Favorites now

16 What are Favorites? Favorites are catalog items that you or your department order frequently You can save favorites to make the shopping experience easier; you don t have to search for the item every time You can give favorite items their own special names. For example, the toner cartridge that your department prefers to use could be named Preferred toner for Chemistry Department. Searches for items that include a favorite in the search results will be displayed at the beginning of the search results; makes it easy to locate the items that department prefers to purchase

17 Creating a Shared Favorites Folder Department Administrators have the ability to create a Department Shared Favorites folder that contains favorites that can benefit all of the AggieBuy users in their department This can be helpful for departments where multiple AggieBuy users are likely to purchase the same items on a regular basis The Department Administrator can add additional Shared Favorites folders at any time and inactivate existing ones.

18 How to Create a Shared Favorites Folder On the Home Page, in the Product Search section, click Favorites under the Shortcuts area

19 How to Create a Shared Favorites Folder On the left side of the screen, Add New allows you to create a new Favorites Folder. Any existing Favorites Folders will be displayed in the Personal and Shared sections

20 How to Create a Shared Favorites Folder Select Top level shared folder

21 How to Create a Shared Favorites Folder Enter a Name and Description for the Favorites Folder Add Access is generally done at the Department level; this means the folder will be accessible to all AggieBuy users in that department

22 How to Create a Shared Favorites Folder Three access levels from which to choose: Read-Only lets users choose items from folder to add to their cart, but they cannot add/edit/delete items within the Favorites folder Editor lets users modify the items within the folder (delete, add new) Admin lets users modify the folder name and description and delete the folder

23 How To Add a Favorite to a Favorites Folder Clicking on the add favorite link for an item in a hosted catalog, allows you to select from the Shared Favorites folders available to you

24 Where Do You View the Favorites in a Folder? On the Home Page, in the Product Search section, click Favorites under the Shortcuts area

25 Where Do You View the Favorites in a Folder? The name of the Shared Folder appears at the top of the list. Under Actions for Selected Favorites, the user can add the selected item(s) directly to their Shopping Cart!

26 Let s look at Shared Carts next

27 What is a Shared Cart? A Shared Cart User Group Folder can be helpful if you want to give your AggieBuy users the ability to share their shopping carts with another user(s) Sharing a cart can be helpful if you want others to edit the cart or review it before it s checked out and the routing begins When you share your cart, you still have the ability to edit and check out; sharing allows other users the ability to also edit and check out the cart It can be a great alternative to a Window Shopper assigning the cart to a Requester where it can get stuck if the Requester is unavailable

28 Creating a Shared Cart User Group Click on the Cart icon on the left menu, select Admin, and click Manage Groups for Shared Carts

29 Creating a Shared Cart The list of Shared Cart User Groups is displayed; if you wish to edit an existing one, click on the name of the group; click Create New Group to create a new Shared Cart

30 Creating a Shared Cart Group The Name should make it easy for users to know with whom they are sharing their cart, such as Chemistry Lab Managers, Dr. Smith s Teaching Center, etc. The Description field should be used to enter more details about what the cart should be used for

31 Creating a Shared Cart Group You can assign access to a Department(s) or to individual AggieBuy user(s).

32 How Do I Assign a Cart to a Group or Individual? Locate your active Shopping Cart Check the box next to Share my cart with others and click on the drop-down menu to view and select the groups for which you have been granted the ability to assign your cart In the example below, the cart is being shared with members of the UCD Veterinary Supplies group

33 How Do I Know if a Cart Has Been Assigned to Me? and system notification will alert the members of that group that a cart has been assigned to them To view the cart, click on the cart icon on the left menu, select My Carts and Orders, and click View Draft Shopping Carts

34 How Do I Know if a Cart Has Been Assigned to Me? The Drafts Shared With Me section identifies Shopping Carts that have been assigned to you Click on the Shopping Cart Name to open the cart You can then edit the cart and proceed to check out the cart

35 Dept Admin Best Practices Make sure your AggieBuy users know which Role(s) to which they are assigned Review your Shared Favorites and Shared Cart Groups folders on a regular basis and add/inactivate them as needed Encourage your AggieBuy users to review the training and help resources on the Procurement & Contracting Services website

36 Stay Informed! Visit the AggieBuy Department Administrator Informational Page at: Sign up for the procure-info user list at

37 Thank You for Your Time!