SC110 Umoja Requisitioning Overview Umoja Requisitioning Overview Version 14.2 Last Modified: 23 July 2015

Transcription

1 SC110 Umoja Requisitioning Overview Umoja Requisitioning Overview Version 14.2 Last Modified: 23 July

2 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Requisitions Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 2

3 Course Overview The purpose of the Umoja Requisitioning Overview course is to explain the Requisitioning process in Umoja. This course will also explain the concept of Shopping Carts and introduce the concept of Low Value Acquisitions (LVAs). Prerequisite Review You should have completed the following prerequisite course: Umoja Overview Umoja Master Data & Coding Block Overview Umoja Material Master Data Overview Umoja Funds Management Overview Umoja ECC Navigation Umoja SRM Navigation Course Duration: 2 hours 3

4 Course Objectives After completing this course, you will be able to: Identify the important changes and benefits of Umoja for the Requisitioning process Describe the impact of Umoja Supplier Relationship Management (SRM) on the Requisitioning process List the key Enterprise Roles and responsibilities in the Requisitioning process Describe the concept and use of Shopping Carts Identify the different types of Master Data relevant for requisitioning Describe the new process for Low Value Acquisitions (LVAs) 4

5 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Requisitions Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 5

6 Module 1 Objectives After completing this module, you will be able to: Identify the important changes and benefits of Umoja for the Requisitioning process Describe the impact of Umoja SRM on the Requisitioning process List the key Enterprise Roles and responsibilities in the Requisitioning process 6

7 Key Terminology Key Term Contract Catalog ERP Central Component (ECC) Goods Receipt Low Value Acquisition (LVA) Material Master Description It is a searchable database of goods and services sourced from the existing Systems and Local Contracts from which Requisitioners can add items to their Shopping Carts. The main Umoja component comprising various modules. It is a document generated to acknowledge the receipt of delivered goods. It is a Purchase Order (PO) used for requirements that not exceeding $4,000 USD, issued without the direct involvement of Procurement. This replaces the current Short Form PO and Direct Expenditure processes. Material Master records contain all the information about the materials that the UN procures, stores and ships (Product Categories, Product IDs, etc.). The integration of all information about a material into a single record eliminates redundancy and makes it possible to store material data for all relevant system components in a single, central database. It is used to populate Shopping Carts, identify the goods required and is used in many other Supply Chain and Finance processes. 7

8 Key Terminology Key Term Product Category Product ID RFx Service Master Shopping Cart Supplier Relationship Management (SRM) Description Represents the general type of product or material and is part of the Material or Service Master Record. Product categories are a subset of United Nations Standard Products and Services Code (UNSPSC) classifications. A Product Category usually contains multiple Product IDs. It is the unique, specific ID number of a particular material or service that is a sub-set of a Product Category. This is identical to the Material or Service Number fields in ECC and is part of the Material or Service Master Record. The Product ID is not derived from the Product Category, but created by the UN during codification. It is a generic term for a Solicitation document. The x signifies that the solicitation document could either be an RFQ, RFP or ITB. Is equivalent to the Material Master, but is for all services procured by UN. Service Master Records are also stored in the same central database as Material Master Records. It is a term used in Umoja SRM for what is currently referred to as a Purchase Requisition. It is a Web-based Umoja application/component used specifically for procurement and requisitioning activities. 8

9 Roles & Responsibilities The following Umoja Source to Acquire (SA) Enterprise Roles are involved in the Requisitioning/Procurement process: Requisitioner (SA.01a & SA.01b) Requisitioner Direct Procurement (SA.02) Approver (SA.07a, SA.07b, SA.07d & SA.11) SA.01a Creates: Shopping Carts (previously referred to as Purchase Requisitions) for goods (for consumption) and services; Reservations for items to be obtained from inventory; and Service Entry Sheets for receipt of services in ECC. SA.01b - Creates Shopping Carts for Consultants and Independent Contractors; and Service Entry Sheets for receipt of services in ECC. Same transactions as the Requisitioner Role, however, can also create Shopping Carts for goods that will go into inventory. Reviews and approves or rejects supply chain documents: - SA.07a: Shopping Carts, Low Value Acquisition Purchase Orders (POs) and Service Entry Sheets. - SA.07b: Solicitation Documents, POs and contracts. - SA.07d: Letters of Assist (DFS, NY Only). - SA.11: MOU POs/Contracts (FBFD, DFS, NY only). * Appropriate delegations of authority is required 9

10 Roles & Responsibilities The following Umoja Enterprise Roles are involved in the Requisitioning process: Low Value Acquisitioner (SA.08) Buyer (SA.03) Buyer Supervisor (SA.06) Buyer LOA (SA.05) Creates Purchase Orders under the Low Value Acquisition (LVA) process for requirements not exceeding $4,000 USD. Creates Service Entry Sheets in ECC for the receipt of LVA services. Processes Shopping Carts through solicitations, POs and contracts and submits for approval. Manages groups of Buyers; performs workload redistribution; and allocates Shopping Carts to Buyers. Creates Purchase Orders for Letters of Assist (DFS, New York staff only). MOU Purchaser (SA.12) Creates Purchase Orders for goods and/or services under military MOUs (FBFD, DFS, NY only). 10

11 Requisitioning in Umoja The Requisitioning process is a self-service supply chain process wherein an authorized User identifies the need for goods or services and initiates a procurement request in the form of a Shopping Cart (replaces the previous Purchasing Requisitions ). For goods, this process is initiated only after the User confirms that requirement will not be issued from existing stock. The Requisitioning or Requisitioning Direct Procurement Enterprise Role is required to create Shopping Carts for procurement action in Umoja. This process is designed to empower authorized Users to be more self-sufficient and leverage existing contracts. This will expedite the procurement actions and allow the procurement staff to focus on strategic procurement activities. Umoja provides Requisitioners with the functionality to search on-line for goods or services that are covered in existing UN Systems and Local Contracts through the use of the Contract Catalog. 11

12 Major Changes A summary of the major changes in the UN Requisitioning and Procurement processes as a result of the Umoja implementation is given below: System Change One integrated system for all procurement activities that replaces disparate procurement systems (Mercury, ProcurePlus) that do not communicate, and allows real time financial integration, removing need for duplicate entry in legacy applications (SUN, IMIS) Workflow Approvals Workflows in Umoja SRM route documents and enable Approvers to have full visibility of all items that are awaiting their approval in the Work Overview screen. This reduces the need to follow up manually with the Requisitioners. LVAs The new Low Value Acquisition process enables the direct creation of Purchase Orders for requirements not exceeding $4,000 USD Automatic PO Generation Goods and services on existing contracts (Systems/Local Contracts) are stored in the Umoja Contract Catalog. Requisitioners can add these items directly to their Shopping Carts. When approved, a PO is automatically generated for review/ release by buyers. 12

13 Major Benefits The Umoja implementation will empower authorized users to be more self-sufficient in the Requisitioning process. The benefits for procurement are as follows: Increase the speed of procurement and improve efficiency and consistency Provide an integrated procurement environment across the Secretariat Build and maintain compliance through improved internal controls and reporting Enable intuitive and web-based requisitioning Facilitate easy access to the internal UN Contract Catalog containing all items from Systems and Local Contracts Maximize the use of automated Requisition to PO processes where a specific source of supply (existing contract) is available 13

14 Umoja SRM Functionality Umoja uses the SRM application for all requisitioning and procurement related activities excluding Service Entry Sheet which is created/approved in ECC. Umoja SRM is accessed through a Web-based portal (via internet browser). Umoja SRM uses Shopping Carts instead of the current Purchase Requisitions. Umoja SRM is used to: Create Shopping Carts Create LVAs Create RFxs Create Contracts Create POs Approve all SRM Documents* Requisitioner Low Value Acquisitioner Buyer and Buyer Supervisor Approver Note: Documents are routed to Approvers via workflow based on their configuration in the SRM organizational structure. A Delegations of Authority is required for the Approver Role i.e. approve Shopping Carts/LVAs/Service Entry Sheets (Certifying delegation) OR RFxs, POs and Contracts (Procurement delegation) etc. 14

15 Requisitioning Process in Umoja SRM - Summary UN Contract Catalog Items Published to the UN Contract Catalog UNGM Vendors Requisitioning (Create & Approve a Shopping Cart (SC)) Material/ Service Master No Contract Exists Re-occurring (Unfunded SC) Contract Exists (Funded SC) No Contract Exists One Time Buy (Funded SC) Buyer Receives the SC and Creates an RFx (Solicitation) Buyer Receives an Automatically Populated Purchase Order Buyer Receives the SC and Creates an RFx (Solicitation) Buyer Creates an Unfunded Contract that is Approved Purchase Order is Approved and Released Purchase Order is Approved and Released Receipt, Invoice & Payment Processing With the introduction of the UN Contract Catalog and integrated Master Data, the Requisitioning process will be more streamlined: For re-occurring requirements (Systems Contracts, multi-year contracts etc.), items can be solicited and published to the Contract Catalog (includes vendor, price, Incoterms etc.) Contract Catalog items are added to the Shopping Carts and upon approval (SA Approver), Umoja generates a populated Purchase Order (vendor, Product Category, ID, item, price etc.) that is forwarded to the Buyer for review, approval (SA Approver) and release For items that are not Contract Catalog items, Material and Service Master Data allows Requisitioners to add goods/services to Shopping Carts for solicitation Upon approval, a Shopping Cart is forwarded to the Buyer for issuance of an RFx and resulting PO 15

16 Material and Service Master Data The Material and Service Masters are Master Data objects that contain information about all services and products procured, stored and shipped by UN and are searchable in Umoja. A Product ID and corresponding Product Category are selected in Umoja to describe all goods and services: i.e. Digital Projector in Umoja = Product ID (Projector: Dig) and Product Category (Projectors, Supplies). Product IDs are linked to a Product Category and have defined Material Characteristics i.e. unit of measure, Physical and Financial Characteristics in the Material and Service Masters that cannot be changed by the Requisitioner. Type of material/service based on the UNSPSC classification Product Category Example: (Projectors, Supplies) Unique ID of a material/service linked to a Product Category Characteristics to enable Material Management Product ID Example: (Projector: Dig) Material Characteristics Example: Unit of Measure Material/Service Master Data Records Other Physical or Financial Characteristics Example: G/L Account 16

17 Learning Checkpoint 1 In Umoja, the LVA process generates what type of document(s): Select all that are correct. A. Purchase Requisitions B. Shopping Carts C. Purchase Orders D. Solicitations 17

18 Learning Checkpoint 1 In Umoja, the LVA process generates what type of document(s): Fill in the blank with the correct option. A. Purchase Requisition B. Shopping Cart C. Purchase Order D. Solicitation Option C is the correct answer. The LVAs bypass the need for a Shopping Cart and are processed as Purchase Orders. 18

19 Module 1 Summary The key points covered in this module are listed below: Umoja SRM is used to create Shopping Carts, LVAs, solicitations, purchase orders and contracts Umoja SRM s Shopping Cart feature will be used for requisitioning Workflow in SRM automatically routes the documents The Approver s Work Overview screen in Umoja SRM reduces manual follow-up for approving requisitions The LVA process will be used for requirements not exceeding $4,000 USD The key components of the Material/Service Master include Product ID, Product Category, Material Management characteristics and other physical or financial characteristics 19

20 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Shopping Carts Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 20

21 Module 2 Objectives After completing this module, you will be able to: Identify the main ways to add items to a Shopping Cart (previously referred to as Purchase Requisitions) Select account assignments and funding for a Shopping Cart Describe the approval process for Shopping Carts 21

22 Key Terminology Key Term Account Assignment Account Availability Check (AVC) UNSPSC (United Nations Standard Products and Services Code) Workflow Work Overview Description It is the funding information that is needed for all Shopping Carts/LVAs (includes applicable Funds and Funds Centers) before being submitted for approval. Refers to an automated check conducted before Shopping Carts are ordered to verify if the required funds are available. If funds are not available, the Shopping Cart cannot be submitted for approval. It is a UN system used by Umoja to classify products according to their category. It refers to Shopping Carts or other financial/procurement documents being automatically routed to the appropriate person(s) for review and/or approval. It is the screen in Umoja SRM that lists all the tasks that require an action by a user, such as approvals (Approver) or required revisions to Shopping Carts (Requisitioner). 22

23 Requisitioning vs. Reservations Requisitioner Inventory Manager Check Stock Requirement List Create Reservation Check Stock Requirement List Approve Reservation Goods Issue or Goods Transfer Similar to the current business practice, a Requisitioner should always determine if the required material/goods are already available, locally, in their Plant's inventory/stock prior to commencing a procurement activity (i.e. raising a Shopping Cart, previously referred to as a Purchase Requisition ). In Umoja, the Requisitioner can run a Stock Availability Report (Stock Overview) in ECC (T-Code: ZLE_STCK_OVRVW) to verify the availability of a material at their Plant, on the required date. Additional policies and/or guidance maybe issued in this respect by the responsible authority. If the material is available at their Plant, the Requisitioner can create a Reservation to request issuance of the material from stock. More information on the steps to create a Reservation is available in the Job Aid Creating a Reservation and in the Umoja Local Inventory Goods Movement course. If local stock is not available, the Requisitioner can then raise a Shopping Cart to commence procurement action.

24 Requisitioning Process Flow Estimate Total Value Create Shopping Cart Order Shopping Cart Approve Shopping Cart The diagram above depicts the process flow for creating a Shopping Cart in Umoja SRM. As previously mentioned, the Requisitioner or Requisitioner Direct Procurement Enterprise is required to create a Shopping Cart in Umoja. The Requisitioner determines the need for a good or service. Recall, that prior to creating a Shopping Cart the Requisitioner must ensure that the requirement (goods) will not be satisfied through existing inventory and that procurement action is required. The Requisitioner determines the quantity and estimates the total value over the lifetime of the requirement: If the estimated cost value is not exceeding $4,000 USD, the LVA process could be an option. The LVA process is described in more detail later in the course. If the item is being added from the Contract Catalog (Systems or Local Contract) the unit pricing is typically fixed and is automatically added to the Shopping Cart 24

25 Requisitioning Process Flow Estimate Total Value Create Shopping Cart Order Shopping Cart Approve Shopping Cart The Requisitioner creates the Shopping Cart by adding items to it. The User must enter the item specifics such as estimated price (unless the item is added from the Contract Catalog), quantities and delivery date, as well as, Account Assignment information, such as the Cost Center and the Fund. 25

26 Requisitioning Process Flow Estimate Total Value Create Shopping Cart Order Shopping Cart Approve Shopping Cart The Requisitioner then orders the Shopping Cart. Umoja SRM will perform an Account Availability Check (AVC) to determine if funds are available. A Shopping Cart cannot be submitted for approval if the required funds are not available.* The Shopping Cart is then routed to the appropriate Approver (Certifying Officer) through Workflow. Workflow is configured in Umoja prior to go-live based on discussions with the entities and appropriate delegations of authorities. The Approver reviews and either accepts or rejects the items (line by line) in the Shopping Cart. The Approvers use the Work Overview screen in Umoja SRM to see an up-to-date list of all items waiting for their approval. Note: * It is also possible to create an Unfunded Shopping Cart. These do not have budget impacts and replace the current $1 Purchase Requisitions used for the creation of Systems Contracts for example. 26

27 Adding Items to a Shopping Cart The three main ways to add an item to a Shopping Cart are as follows: Contract Catalog Search Internal Goods/Services Old Shopping Carts and Shopping Cart Templates 27

28 Umoja UN Contract Catalog Search UN Contract Catalog Search Internal Goods/Services Old Shopping Carts and Shopping Cart Templates Searching the UN Contract Catalog for an item is the easiest and most efficient way to requisition many goods and services. Items can be searched based on Product Category, product description, Contract ID or other criteria. Typically, all items in the Contract Catalog are identified/defined by a combination of the appropriate Product ID (very specific description) linked to a Product Category (higher level generic description) All items in the Contract Catalog are tied to existing Systems Contracts, including Local Contracts (multi-fiscal period requirements etc.) After these Shopping Carts are approved, a PO will automatically be generated and sent to the buyer to review/release. The PO could be to undertake procurement action or to add funding to a multi-fiscal period contract such as a lease, catering contract etc. If there are multiple contracts available for an item, the Requisitioner has the option to select the contract to be used 28

29 Internal Goods/Services UN Contract Catalog Search Internal Goods/Services Old Shopping Carts and Shopping Cart Templates If an item is not available from the Contract Catalog or if the items in the Contract Catalog are not appropriate, a Requisitioner can search for the Product ID and corresponding Product Category using the Material and Service Masters and add it to the Shopping Cart for solicitation Because the description and coding of items is standardized, identifying a product using the Material or Service Master enables faster processing of Shopping Carts through procurement and supports downstream process (e.g. goods receipt, inventory) and reporting. The Umoja SRM system will display a warning if the selected good/service is available through the Contract Catalog. Umoja will allow the Requisitioner to choose to select the item from the Contract Catalog or not. Note: Umoja provides the functionality to facilitate easy online searches of the Material and Service Masters. 29

30 Old Shopping Carts and Shopping Cart Template UN Contract Catalog Search Internal Goods/Services Old Shopping Carts and Shopping Cart Templates It is also possible to add items to a Shopping Cart by copying old Shopping Carts. The items can be modified as required prior to ordering the new Shopping Cart. If particular items are requisitioned on a regular basis, a Shopping Cart Template can be created with the items and saved to be used as a starting point for the creation of a Shopping Cart in the future. A Shopping Cart Template will pre-populate most of the required fields for the user. 30

31 Complete Item Details (Account Assignment) In order to determine the funding source, all Shopping Carts need to have accurate Account Assignment information before they can be ordered. The key fields that the Requisitioner needs to validate for Account Assignment are: Account Assignment Category Specifies what type of object in Umoja is being charged (for example Cost Center, Internal Order, WBS, Unfunded etc.) for the Shopping Cart. Fund Generally the same across an entity (example: UNIFIL = 20OLA). Funds Center Generally, the same across a self-accounting unit. All Cost Centers have an identical Funds Center. The Funds Center is prepopulated based on the Cost Center, which is defaulted based on the user profile. Recall that when the Requisitioner attempts to submit a Shopping Cart for approval, Umoja SRM will perform an AVC to verify if sufficient funds are available to cover the total value of the Shopping Cart. If funds are not available the Shopping Cart will not be submitted for approval. Only after the Funded Shopping Cart has been approved will there be budgetary impacts (i.e. a 'Pre-commitment' of funds). 31

32 Account Assignment Categories While the default Account Assignment Category of Cost Center is typically used in many offices for the majority of Shopping Carts, it may be necessary to select another option. The key Account Assignment Categories to be familiar with are: Cost Center Used for the majority of Shopping Carts, this option will charge the selected Cost Center (defaulted based on the Requisitioner s user attributes) for the estimated amount i.e (Supply Section). Asset An item defined as an Asset under IPSAS i.e. valued at $20,000 USD ( $5,000 USD for specified smaller entities) and for certain items (i.e. vehicles) valued at $5,000 USD. WBS (Work Breakdown Structure) Order (Internal Order) Used to collect costs and revenues for a specific event/simple project that has defined start and end dates and is usually temporary in nature and where costs should be segregated from other events or on-going operations to enable more detailed monitoring. Users would be advised when to requisition against an Internal Order. Used only for larger projects associated with the Project Management module of Umoja. Users would be advised when to requisition against a WBS. Unfunded Unfunded Shopping Carts are typically used to initiate the solicitations process to create an Unfunded Contract i.e. Systems Contract, multi-year contract, BPO. A funded Shopping Cart will subsequently be required to issue a PO to procure items or add internal funding. 32

33 Learning Checkpoint 1 The Account Availability Check is performed by the Umoja SRM system to check: Select the correct option. A. The availability of a Systems Contract B. The history of previous Purchase Orders C. The workflow needed for approval D. The availability of funds 33

34 Learning Checkpoint 1 The Account Availability Check is performed by the Umoja SRM system to check: Select the correct option. A. The availability of a Systems Contract B. The history of previous Purchase Orders C. The workflow needed for approval D. The availability of funds Option D is the correct answer. The Account Availability Check is performed to check whether the specified Fund is sufficient to cover the estimated value of the Shopping Cart. 34

35 Learning Checkpoint 2 Which of the following methods is NOT a method that can be used to add an item to a Shopping Cart? Select the correct option. A. Work Overview B. Internal Goods/Services C. Contract Catalog Search D. Old Shopping Carts and Shopping Cart Templates 35

36 Learning Checkpoint 2 Which of the following methods is NOT a method that can be used to add an item to a Shopping Cart? Select the correct option. A. Work Overview B. Internal Goods/Services C. UN Contract Catalog Search D. Old Shopping Carts and Shopping Cart Templates Option A is the correct answer. The Work Overview screen displays all items that require action for the user. It cannot be used to add items to a Shopping Cart. 36

37 Module 2 Summary The key points covered in this module are listed below: Umoja SRM automatically performs an Account Availability Check (AVC) to determine if funds are available for the Shopping Cart Shopping Carts will not be submitted for approval if funds are insufficient Three ways to add items to a Shopping Cart are: Contract Catalog search; Internal Goods/Services (Material/Service Masters); and Old Shopping Cart/Shopping Cart Templates The Approver s Work Overview screen in Umoja SRM lists all the items pending for approval 37

38 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Requisitions Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 38

39 Module 3 Objectives After completing this module, you will be able to: Describe when and how LVAs are used 39

40 Key Terminology Key Term Low Value Acquisition (LVA) Description It is a PO used for requirements not exceeding $4,000 USD, issued without the direct involvement of Procurement. This replaces the current Short Purchase Order Form and Direct Expenditure processes. 40

41 Low Value Acquisitions - Overview The Low Value Acquisition (LVA) process is used for ad-hoc requirements that do not exceed $4,000 USD. LVAs should typically not contain Contract Catalog Items, meaning those items linked to an existing Systems or Local Contract. The exception is if the item is a Contract Catalog Item from a Blanket Purchase Order (more to follow on this). The Low Value Acquisitioner Enterprise Role is required to undertake the LVA process in Umoja An approved LVA is a Purchase Order (PO) for goods or services and replaces and automates the current Short Form Purchase Order and Direct Expenditures processes Once approved by the Approver (Certifying Officer of the Cost/Fund Center selected), the PO can be issued to the Supplier directly without the involvement of the Buyer/Procurement 41

42 Low Value Acquisitions - Overview The Low Value Acquisitioner Enterprise Role can use the Low Value Acquisition (LVA) process to create a Purchase Order under the following conditions (in green below): - the item (good/service) does not exceed $4,000 and the item is not a contract catalog item (on an existing contract) OR - the item (good/service) does not exceed $4,000 and the item is a Blanket Purchase Order Contract Catalog Item (discuss further with the Procurement Office) Note only the scenario in green below is for action by the Low Value Acquisitioner Role. The red scenarios are for action by the Requisitioner or Requisitioner Direct Procurement Roles only. Order $ No Existing Contract* Use Low Value Acquisitioner Role LVA Process Order $ Contract Exists* Use Requisitioner Role * Excludes items from BPO Contracts Shopping Cart with Catalog Item * Items from BPO Contracts can be accessed using the LVA process Order >$4000 Use Shopping Cart Requisitioner Role 42

43 Purpose of LVAs The LVA process is designed to make users self-sufficient in procuring goods and services that are not exceeding $4,000 USD. The LVA process Reduces paperwork and processing times for LVAs Enables tracking and reporting of all LVAs across UN. This will improve visibility and allow for enhanced internal controls. It will also allow for a more detailed analysis of low value spending, potentially leading to the creation of new Systems Contracts 43

44 LVA Process LVAs can only be created by users with the Low Value Acquisitioner Role If a User does not have this Enterprise Role, they will not be able to create an LVA in Umoja SRM If a User has both the Requisitioner and Low Value Acquisitioner roles, they will have access to create both a Shopping Cart and an LVA The Supplier must be assigned when creating the LVA Generally, there are two sets of vendors available All vendors registered through the United Nations Global Market Place (UNGM) are available for both the LVA process and the regular Requisitioning and Procurement processes There is a separate set of vendors available for only the LVA process. These vendors did not enter through UNGM registration. More information on this subject is provided in the detailed LVA course. 44

45 LVA Process During the creation of an LVA, the user can attach documents or enter details related to the informal quotations received from the vendors and/or other documentation required as specified by the appropriate authority. The LVA process results in the automatic creation of a PO. This has two implications: A vendor must be assigned to the LVA prior to submission for approval When the LVA is approved, a Funds Commitment (i.e. previously referred to as an obligation) is created since a PO is created. This is different from a Shopping Cart which creates only a Funds Pre-Commitment on approval and upon the approval of a PO, a Funds Commitment is created. 45

46 Learning Checkpoint 1 Which of the following is true regarding the LVA process: Select the correct option. A. The LVA process creates a Shopping Cart that is approved by the Buyer as long as the cost does not exceed $4000 USD B. A user with the Requisitioner Enterprise Role can create an LVA as long as it does not exceed $4000 USD C. The Low Value Acquisitioner can create a Purchase Order up to $4,000 that is approved by the Approver (Certifying Officer) and issued directly to the supplier D. The LVA process creates a Purchase Order that is approved by the Approver (Certifying Officer) and the hard copy Purchase Order must be signed by the Buyer 46

47 Learning Checkpoint 1 Which of the following is true regarding the LVA process: Select the correct option. A. The LVA process creates a Shopping Cart that is approved by the Buyer as long as the cost does not exceed $4000 USD B. A user with the Requisitioner Enterprise Role can create an LVA as long as it does not exceed $4000 USD C. The Low Value Acquisitioner can create a Purchase Order not exceeding $4,000 that is approved by the Approver (Certifying Officer) and issued directly to the supplier D. The LVA process creates a Purchase Order that is approved by the Approver (Certifying Officer) and the hard copy Purchase Order must be signed by the Buyer Option C is the correct answer. LVAs are POs and once approved (by Certifying Officer) are issued directly to the supplier with no required involvement from Procurement. 47

48 Module 3 Summary The key points covered in this module are listed below: LVAs are forms of Purchase Orders The new LVA process enables tracking and reporting of all LVAs Vendors selection must be finalized for the LVA process 48

49 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Requisitions Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 49

50 Course Summary The key points covered in this course are listed below: Umoja SRM is used to create Shopping Carts, LVAs, solicitations, purchase orders, contracts and for approvals Umoja SRM s Shopping Cart feature will be used for Requisitioning LVA can be used for most requirements not exceeding $4,000 USD Umoja SRM automatically performs an AVC to determine if funds are available to fund the Shopping Cart prior to releasing for approval Key components of the Material/Service Master include: Product ID, Product Category, Material Management Characteristics and other physical or financial characteristics Three ways to add items to a Shopping Cart are: Contract Catalog; Internal Goods/Services; and Old Shopping Carts/Shopping Cart Templates The Approver s Work Overview screen in Umoja SRM lists all the items pending for approval The LVA process enables tracking and reporting of all LVAs Supplier selection must be finalized for the LVA process Upon approval, funds are committed in the LVA process as opposed to a pre-commitment in the Shopping Cart process 50

51 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Requisitions Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 51

52 Course Assessment Now that you have completed all the modules in this course, you can test your knowledge by completing the Course Assessment. To receive credit for completing this course, you must pass this assessment with a minimum score of 80%. To complete the assessment you must return to the Learning Management System: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course assessment 5. Click the Submit button once you have completed the assessment 52

53 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Requisitions Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 53

54 Course Survey Your feedback is important to the continuous improvement of our training program. Please complete the evaluation for this course using the following steps: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course survey 5. Click the Submit button once you have completed the course survey 54

55 Congratulations! You have successfully completed the Umoja Requisitioning Overview course. 55