As part of our continued efforts in operational efficiencies, we’d like to share some enhancements coming soon to the Requisition process in Workday that will be rolled out in two phases this year (July 1 and September 1). Phase 1 will simplify approvals, while phase 2 will roll out final workflow changes, fine tune some configuration and provide additional time to clarify responsibilities.
Phase 1 (July 1)
UNIV:
- For all purchases, either a Cost Center Manager or Grant Manager (if assigned) will need to review and approve the transaction
- Both roles will now be able to make changes to the transaction
- Service Center Leads will only approve requisitions high‑risk purchases (greater than $200) and larger non‑catalog purchases (greater than $2,000)
- Buyer approval limit will be increased to non-catalog purchases over $75,000
- Department Leader, Program Manager, and Project Manager will be removed from approval workflow for requisitions
- To maintain awareness and visibility to bypassed Department Leader approvals, a Negative Assurance Report will be sent via email on a weekly basis that shows all transaction activity. Cost Center Directors will also receive the email.
- For Supplier Invoice Requests (SIRs), the Department Leader will be removed from the workflow, and approvals will be replaced with a negative confirmation report via email. Cost Center Directors will also receive the email.
Medical Center:
- Project Manager will no longer be in workflow and instead transactions will be sent to the department leader for eBuilder project approval
- Program Manager will no longer be in workflow but can be ad-hoc’d into transaction, if needed.
Phase 2 (September 1)
UNIV:
- Requisitions
- Reduced approval workflow for BuckeyeBuy Purchases
- Charges exceeding $50 and >5% of the original expense will route to the CCM or Grant Manager for Change Orders replacing "or" logic.
- Match Exceptions
- Charges for freight, or exceeding $50 and >5% of the original expense, or line not on purchase order will route to the CCM or Grant Manager for Match Exceptions
- Due to the creation of the Synthetic Buyer for BuckeyeBuy purchases, match exceptions will not route to Sourcing Buyers but instead be worked using reporting. More to come in July/August Service Center Office Hours.
Training and Guidance
June, July and August Office hours for Service Centers, Procurement and Finance will run through these changes in more detail. Roles and responsibilities guidance and compliance best practices sessions to come in July.