FAQ on e-Procurement Changes



Q: Do I use E-Procurement and Colleague to do my ordering?  I’m confused…
A: You might…E-Procurement replaces the requisition process in Colleague for the external ordering of goods and services requiring a purchase order. Depending upon circumstances and guidelines, you might use the P-Card or a check request. Consult your buyer when in doubt.

Q: What do I need to use to make it work? 
A: The use of the internet for access to E-Procurement, Colleague for ACBL budget check or for internal requisitions, and e-mail for receiving notices regarding the processing of your order.  If all three services are working at the same time, you will not experience further delay.  If one service is down for a time, when it resumes your transaction will be completed.

Q: Will there be more training? Can I get one-on-one training? 
A: New User and Refresher training will continue. One-on-one training will not be available.

Q: What are the changes?
A: These items change as follows:

  • Procurement web page - Many more updates and information on E-Procurement and training schedules will be provided.
  • Procurement manual - will be updated with E-Procurement references.
  • P-Card manual - will be updated with E-Procurement references.
  • Documents - Share Point Colleague documentation will be enhanced with E-Procurement links and documents.  Students must obtain and print documentation before class.
  • E-Mail and Communicator notices - Learner Web training and timely notices concerning E-Procurement processes will increase.
  • Email Notices, Use of Folders - Receipt of the new E-Procurement e-mail notices will provide valuable information and may be customized to your preferences. Use of folders is suggested to retain and manage different types of notices.
  • Required training to get sign-on for Colleague - the G/L training currently provided will continue (approximately 2 hours); the Colleague procurement section will be enhanced with E-Procurement training (approximately 6-1/2 hours).  Security will be assigned when both sections are completed.
  • Help Desk - in assisting a vendor who needs to register, refer them to the NC At Your Service Help Desk information shown at http://ncgov.com; for assistance with E-Procurement or Colleague, please contact your buyer until the Procurement Help Desk service is announced. The CPCC Help Desk at x5000 does not provide technical assistance with these processes.
  • Approvals - Your buyer is actually the first approver and may establish other approvers as necessary.
  • Budget check - Is not performed at the Requisition level; once the buyer has sent the requisition to Colleague, budget check is then performed. An “insufficient funds” message is then sent.
  • Purchase Order prefixes and types - E-Procurement does not use the “PO” and “BO” prefixes and types used in Colleague.  It uses “PR” for requisition and “CPCC” for purchase orders or blanket orders.
  • Requisition process - REQM process in Colleague remains the same for internal purchases and encumbrances (i.e., travel). Use E-Procurement for external purchase of goods and services not appropriate for P-Card or check request.
  • Use of “Vendor Not” - Does not exist in E-Procurement. Vendor field can be left blank if necessary and buyer will choose the vendor.
  • Vendor file - Procurement can no longer establish vendors for external use.  Vendors must establish and update their own vendor records through the state E-Procurement office.
  • Year-end processes - Any new changes will be announced before April.

Q: What stays the same?
A: These items do not change:

  • P-Card guidelines - continue use of P-Card manual at http://inside.cpcc.edu/procurement/Pcardmanual/default.htm
  • Bid guidelines - continue use of Procurement manual at www.cpcc.edu/procurement/
  • Check request - $1,000 limit remains; general guidelines still apply. Consult Accounts Payable for additional assistance.
  • Buyer’s Name on REQM - Entry is still required; when you receive the e-mail notice with the Colleague requisition number, you must enter buyer’s name on REQM, save, and update as usual.
  • Colleague routing to buyer - continues through use of buyer name on REQM and prior set-up of buyer as “supervisor” role for end user security.
    Colleague reports - remain the same.
  • Other Colleague processes - Accounts Payable, Shipping & Receiving, Inventory, General Ledger, Projects Accounting, Grants & Contracts processes do not change.

Q: Where can I get more information?
A: Please consult your buyer if you need further information.

 

last update: 08/29/05, smh