RANGER RESTART: Updates, resources, and FAQs

Project Updates

P2P: Procure to Pay Automation Project

The P2P Procure to Pay Automation Project is part of the system wide Administrative Transformation Project. The goal of the project is to increase automation and standardization in the purchasing process across UW system.

The system will be ShopUW+ although as you can see below it is much more than just a new iteration of Shop@UW. This cloud based system will automate workflows and eliminate paper transactions.

Phase One is launching Spring 2021.

P2P Project

The following table explains some of the  changes that are coming and compares the current and future state of the processes.

Current Name Future Name Current Format Future Format
Shop@UW ShopUW+ Limited to eCommerce

Requisitions
PO's
Contracts
Sourcing
Electronic Invoicing
Accounts Payable

XRG Requisition Generator PR or Requisition Paper and Signatures Electronic form with workflow approvals
DP Direct Payments Form Paper and Signatures Electronic form with workflow approvals
PIR Payment to Individual Form Paper and Signatures Electronic form with workflow approvals
Purchased Services Form  Form Paper and Signatures Electronic form with workflow approvals
EMF Encumbrance Management Form Change request form Paper and Signatures Electronic form with workflow approvals
Sole Source Justification Form Paper and Signatures Electronic form with workflow approvals
Contract Search Tool  Contract Module  Web Lookup 

Searchable
Integrated with requisitions
Phase 2 - electronic workflow approvals

W9 W9 Paper or FAX Phase 2 - vendor submission through electronic portal
Insurance certificate Insurance certificate Paper or FAX Phase 2 - vendor submission through electronic portal

 

Basic Roles

Every employee will automatically be a shopper. Shoppers can choose and put items to purchase in their ecommerce shopping cart or create requests for items and send to a Requestor to submit requisitions.

Each unit will identify a "requestor" who will review all requests for their unit. The Requestor will be responsible for choosing the funding strings and ensuring unit purchasing policy is adhered to. The Requestor completes the order or requsition and submits.

A Requestor has the authority to purchase up to $100 of items from a ShopUW+ catalog vendor without additional approvals. If the item is over $100, the request is forwarded to the Approver.

The Approver will review the purchase, the funding string, and approve the purchase.

There may be additional Roles based on the cost or type of item.

SHOPPER

  • Responsible for shopping for goods and services, creating carts, and assigning carts to requestors
  • Limited user access outside of shopping functionality and purchasing permissions
  • Automatically assigned to every UW Employee
  • Do not need to know funding string

REQUESTOR

  • Responsible for reviewing and cubmitting requisitions for approval.
  • Finalizing accounting/shipping information, providing attachments and submitting requisitions for approval
  • A natural progression from the shopper role

APPROVER

  • Responsible for reviewing all requisitions submitted for their specific approval
  • May be allowed to approve, return, reject, forward, or add comments to the requisition

Training and User Support

The Project team is creating training for all users of the new system. This video provides an overview on the support users can expect from the project team.

  • Training will provide Staff with knowledge and skills needed to transition to ShopUW+
    • Online role-based training will be provided
    • Self-paced, self-service learning
    • ShopUW+ Foundations
  • Based on their role(s) in the system, users will be aligned to a learning path that includes a variety of learning resources:
    • Job Aids
    • Self-paced e-learning & Micro-learning Modules
    • WebEx Interactive Knowledge Sessions
    • Peer Coaching
  • ShopUW+ Essentials, a central web-based training repository, will house job aids, training materials and other information
  • Single point of contact for Customer Service

Workflows
 

Business Process workflows are critical to any process improvement. As each process is rolled out, the project team will also provide process workflows.

Workflow Example
 

The following workflow is for the Shop@UW+ launch for Purchase Order creation.

CART CREATION

Shopping cart created and submitted for workflow

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AUTO RETURN OR REJECT
Step driven to reduce human interaction before approvals

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DEPARTMENT REVIEW

Approval step driven by financial or departmental threshold needs

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EXCEPTION REVIEW
Approval step driven by product flags or other exception criteria

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PURCHASING REVIEW
Approval step driven by set criteria prior to PO creation and distribution

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PURCHASE ORDER CREATION
PO created for dispatch/distribution

UW System Resources

YouTube Videos

The Administrative Transformation Program - ATP has a YouTube channel with videos on all aspects of the ATP project.

Additionally, there is a Procure to Pay (P2P) Automation Project channel. Videos are uploaded regularly as we approach the go live date.

Project Website

The Procure to Pay project has a dedicated website. You can link to the YouTube channel, read documents, follow the project progress and subscribe for updates.

Business Services

262-595-2207
businessservices@uwp.edu

900 Wood Rd.
Kenosha, WI 53144 
Tallent Hall 245
Parking: Lot T

Office Hours

  • SUNClosed
  • MONRemote
  • TUERemote
  • WED7:45 am to 4:30 pm
  • THURemote
  • FRIRemote
  • SATClosed

During the campus closure, our staff will be working remotely from 7:45 am to  4:30 pm. Please reach out to staff by phone, email, Skype, or Jabber.

Please note that documents you would send via intercampus mail can be  scanned and emailed to businessservices@uwp.edu

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