07 1 / 2014

It’s a New Year! How’s it been so far? Good? Bad? Ugly? Queen’s Procurement has jumped head first into 2014 and there’s no sign of slowing down (unless winter keeps its recent streak up, then we’ll all be booking Cuba vacations).
Cheers to a memorable year!

It’s a New Year!

How’s it been so far? Good? Bad? Ugly?

Queen’s Procurement has jumped head first into 2014 and there’s no sign of slowing down (unless winter keeps its recent streak up, then we’ll all be booking Cuba vacations).

Cheers to a memorable year!

17 10 / 2013

10,000

I wish it meant my winnings from a lottery ticket, but don’t worry, it’s signifying something equally as thrilling.

We’ve just about reached 10,000 Purchase Requisitions & Purchase Orders created in PeopleSoft…!

I know - hold on to your hats, try to simmer down with the “Wahoo”s and the “Heck Yes”s - your colleagues are gonna think you actually won the lottery.

But this is fun.. To generalize:

10,000 orders in 4 yrs
2500 orders a year
208 orders a month
48 orders a week
7 orders a day

I could have gone into hours, minutes & seconds - but I’ll let you tackle that one in your free time ;)

PeopleSoft presented a monumental shift in how aspects of Queen’s functions, so the fact that we’ve created 10,000 Requisitions & POs is worth acknowledging!

Were they all created perfectly? Hmm, no! Were they all fully sourced to POs and fully invoiced? Negative Nancy! Did we learn how to use the system more effectively and bring more unity to Queen’s? You bet!

Pat yourself on the back 10,000 times, give your boss 10,000 high fives or hit your Easy Button 10,000 times - whatever you want to celebrate this milestone.

Watch out 20,000 - we’re comin’ for ya!

24 5 / 2013

For the past 4 weeks we’ve had the University in a Research Purchase Requisition Blackout, in order to process our year-end functions.

Yesterday, it lifted.

Patience, knowledge & recollections have been put to test. That is the TRUTH… 40 min phone calls, failing processes, constant documentation review/updating and MUCH more vodka consumption. <— J/K….?

It’s rewarding when the process completes successfully - the best accomplishments come from the dedicated work you’ve put into it, right?

"You want a happy ending, but not such a ridiculous happy ending that is doesn’t mean anything to anybody" - Paul Feig

Paul knows what’s up.

Now comes the review/improve stage. From which there is only one direction to move - UP.

The little cherry that always gets requested to be put on top of something awesome, would be for summer to show up any day now. I am IMpatiently waiting for it. 

I hope you are celebrating endings/accomplishments too - your life deserves it.

20 2 / 2013

The fact that we are approaching another year-end already, is blowing my mind a little bit. 

Has it really been a year?!

And so it begins… reminder notifications, procedure prep, document review, etttt-cetera..!

In some off-beat/warped kind of way, I look forward to this time of year. I can only assume it’s the anticipation of starting a big challenge and knowing there will ultimately be a feeling of accomplishment at the end of it. That’s not so unreasonable, is it?!

It takes an army, folks. Or a village. You choose. Either way, teamwork is KEY.

Ready!

30 1 / 2013

We’ve posted some pretty handy tips on completing/submitting P0001 forms. Make sure you check them out here.

As always, let us know if you’ve got any burning questions!

18 12 / 2012

This week is one for reflection, celebration, regular routines and cramming.

It’s the last week before Queen’s Christmas break, and Christmas in itself!

Attendance is slightly lower than usual, which means some of those left to man the ship might have a few extra tasks on their plate this week.

Our group is 100% dedicated….. to keeping our lunch reservations this afternoon. This is where the celebration part of the week kicks in.

When we’re not lunching, reflecting on my PeopleSoft Procurement 2012 calendar year occupies some of my brain space. It’s been a productive 12 months, covering topics from requisition training sessions to year-end processing, exploration of improving business processes to solidifying new working relationships… It all has contributed to constant learning and growth within the working role I occupy.

As we gradually knock off the days this week, the time left before the break gets smaller. POs require quick approvals (in order to meet deadlines), invoices need to approve & release for payment, Requestor inquiries need to be answered and I need to finish my Christmas shopping….. one of these things doesn’t belong…?

I wish you a safe and happy holiday! Hoping you get a bit of a break from your busy work life, enough of one to enjoy celebratory moments with your family & friends.

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Cheers to 2013 - I think it’ll be an exciting year :)

23 10 / 2012

Ever since the beginning of PS, we’ve experienced a regular (as well as sporadic) batch process failure in relation to the approval of Pending Purchase Requisitions.

I use terms such as regular and sporadic because this failure has been happening ever since PS go-live but might occur anywhere from 3 times in one day to only once a week, etc. To sum, I can’t really predict it.

Delightfully, a theory has been suggested by my brilliantly technical colleague, as to why this failure happens. I’ve done some field work to confirm this theory, and it appears everything jives.

Revelation: This batch process failure happens when a Requestor submits their purchase requisition exactly on the hour (ie. 9am, 10am, 11am, 12pm, etc.), which happens to be the exact moment the batch process is scheduled to run (every hour on the hour).

These two events (submitting the Req and approving the Req) cannot seem to co-exist peacefully, so in order to ensure smooth waters within the Requisitioning process it looks like we’ll want to avoid contact between them.

Ie. If you are ready to submit your Purchase Requisition try waiting until the hour change has passed (ex. 10:01).

Another mystery solved… I feel like I should request detective badges for our team.

12 10 / 2012

Even though this week has been a short one (coming off the long Thanksgiving weekend), it has been filled with challenge and entertainment!

There’s been one burning question I’ve been presented with on several occasions this week:

"Why do we need to submit a Purchase Requisition (PO)?"

I went on a slight rant about this topic in a previous post (Cheque Requisitions vs. Purchase Requisitions), but I think it deserves a second chat.

At Queen’s, we are fervently attempting to eliminate Cheque Requisitions for purchases of goods and services. In the efforts to acheive that lofty goal there are other options Queen’s departments have (and are recommended to utilize) in order to still acquire and pay for their departmental purchases:

Visa Procurement Card or Purchase Order

There are loads of benefits within each option (i.e. Visa Procurement Card purchases are typically instantaneous in the sense that you order the product and “pay” for it right away; PO’s are completed online as opposed to printing and having to obtain signatures on a form, and are considered a “contract/agreement” in a sense between Queen’s and the vendor).

In both scenarios, paying with personal cash/dealing with reimbursement is not something to worry about. What’s not to love about that?

I spent a couple mornings over at Botterell Hall this week, giving condensed training sessions on Purchase Requisition entry. The goal was to present another option to the attendants, for dealing with the purchasing of goods/services.

My hope is to have the above ramblings answer the question posed in this post.

If I haven’t, as always give me a shout - nicole.mundell@queensu.ca.

Happy procuring!

12 9 / 2012

I have Requisition Email Notification news. Do we want to hear the positive or the not-so positive news first?

I tend to request the not-so positive news first, so the information-unloading can end on a somewhat uplifting note. Hope I’m not alone in this train of thought.

Not-so positive news:

Lately, PeopleSoft has been testing my patience. The email notification process has decided to take a little stay-cation, if you will.

This issue is still somewhat mysterious to us – but we do have a few answers. One aspect seems to be that of unmatched email addresses between PeopleSoft databases (FIN, HR, etc). If the email addresses were unmatched, an email notification related to Requisition matters would not send.

When I say Requisition matters, I’m referring to:

-          Your Requisition being sourced into a Purchase Order

-          A Requisition requiring Amount Approval

This issue seems to also have a few more layers to it however, so we’re still attempting to decipher all the factors.

Good news:

I haven’t pulled all my hair out.

That’s not it, don’t worry.

As always, you can still find out your Purchase Order ID w/o waiting for that email notification to come through. Look your Requisition back up in PS, once open click on the Document Status link you will find on the page of the order. This will open a new window, which will contain details of all the documents that correspond with your Requisition (ie. Purchase Order, Vouchers, Payments, etc.).

My dedication to you guys is to continue to work with the highly intelligent technical people on our team and clear this up.

Stay with me.  

Nicole.mundell@queensu.ca

01 6 / 2012

Exciting update from Procurement!
 
We&#8217;re so pleased to announce our first centrally organized Preferred Supplier Show!
 
The excitement begins on Tuesday June 26th from 9am-5pm. Queen&#8217;s Community (yeah, you guys!) are invited to meet several of our recently announced Preferred Suppliers from the furniture realm and the chemicals/solvents/bio lab supplies world.
 
Furniture Fair will take place in Grant Hall (will continue into June 27th), as the Chemical, Solvent and Biological Lab Supplies Show will take place in Ban Righ Hall.
 
Please spread the word! We look forward to seeing you there!

Exciting update from Procurement!
 
We’re so pleased to announce our first centrally organized Preferred Supplier Show!
 
The excitement begins on Tuesday June 26th from 9am-5pm. Queen’s Community (yeah, you guys!) are invited to meet several of our recently announced Preferred Suppliers from the furniture realm and the chemicals/solvents/bio lab supplies world.
 
Furniture Fair will take place in Grant Hall (will continue into June 27th), as the Chemical, Solvent and Biological Lab Supplies Show will take place in Ban Righ Hall.
 
Please spread the word! We look forward to seeing you there!