• Common Needs from the Supplier Registration and Management (SRM) Team During Fiscal Year-End
    Type: Basic page
  • IT Procurement Process Flows
    Type: Basic page
  • Check Operations Budget Balance
    Login to Summit Open UITS Dept. Mgt Dashboard Select Operations - Non-Payroll (top, left) Choose Dept ID/your department Apply See Budget, Actuals, Encumbrance and Balance (by Fund: CAS, BDL, etc.) View by Budget Category Select View "By Department & Budget Group" You see the same information BUT in more detail. Budget Group balance is what Buyways uses to determine sufficient funds View…
    Type: Basic page
  • Contingency Budget Process
    MPM requests BUD CAT Consulting $$ in DB Ops Budget - (MPM manages as CAS contingency) Budget Office approves FY Consulting budget EMT/SMT request funds from contingency MPM Approved If funds are for an existing project, treat same as $$ not for a project - these do not get added to a Project SpeedType Frank requests Budget Office move $$ to Dept SpeedType in appropriate Budget Category Frank…
    Type: Basic page
  • Evaluate Open POs
    Run Buyways query (see below) and export UITS Open POs Pivot by PO owner Frank will investigate valid reasons Review list with PO owner Close PO or zero out individual lines? No - Check again next month Yes Insert comment on PO and send to Frank Frank requests UPST close PO or Zero out individual lines UPST completes and funds are no longer encumbered
    Type: Basic page
  • Project Funding Process
    December - EMT request project $$ from MPM for specific projects MPM requests project $$ for specific projects MPM requests project $$ from the Budget Office (lump sum in GA under CAS Project Fund Code) EMT comes back when "ready to launch" If request receives MPM Approval: Frank request Project ID and Speed Type from Controllers Frank request Budget Office to move funds to that Speed Type Frank…
    Type: Basic page
  • Renewals Process
    Contractual obligation? Contractually obligated - Renewing Mgr. submits ToBuy - Reference Contract Not contractually obligated - Renewing Mgr. submits ToBuy - attach quote or order form Not Renewing a Contract Close Record in DB - Update Next FY Budget Frank - Create Req - Attach Contract, Quote or Order Form Frank - check requested budget Create PO - Send to Vendor - PO owner may get PO After…
    Type: Basic page
  • BuyWays Department Approvals
    EMT or ClO wants a change to an approval Email request to Frank Butler Frank speaks with manager to confirm request details Submit to ClO via email for approval If MPM approves, submit request to innovation@umassp.edu and case created (include MPM approval) Innovations team makes the change and email goes to requestor when closed Notify EMT/SMT that change was completed Frank updates IT…
    Type: Basic page
  • Concur Expense Process
    Enter Travel expenses into Concur - Bank Card transactions are preloaded Travel & Training Expenses: UITS - Use SpeedType 101066 (should be pre-approved) Other: use appropriate department SpeedType Concur budget validation - runs every 5 minutes (does not encumber $$) Fails budget validation: Email Sent to User Transaction Fails - Resolve Budget Issue - Add funds to dept OR use a different…
    Type: Basic page
  • Acceptable Use Guidelines
    The University of Massachusetts (UMass) President’s Office (UMPO) is committed to ensuring the integrity of university data, systems, work product and reputation related to use of Artificial Intelligence (AI). These guidelines detail the parameters UMPO employees must abide by when using artificial intelligence (AI) tools in the workplace. Purpose The purpose of these guidelines is to ensure UMPO…
    Type: Basic page