NewsLink Articles
Workday Unavailable Due to Planned Quarterly Maintenance - Sat. 5/20 from 2 a.m. to 1 p.m.
Workday will be unavailable due to planned quarterly maintenance on Saturday, May 20, from 2 a.m. to 1 p.m.
Kronos and external dormakaba time clocks will be available, but employees using Workday to clock in and out should enter their hours once Workday is available again.
Health System Supply Chain users should note important information contained in the full NewsLink post.
Changes to Buckeye Buy are Live
Changes to Buckeye Buy are now live! The job aids associated with ordering goods and services are now updated in the Supply Chain section of the Administrative Resource Center (ARC). For a list of updated job aids, view the list in a previous NewsLink article.
Now that we are live with the new ordering process, there are a few reminders to share including a comparison of the former requisition process with the new requisition process via the Workday Requisition Crosswalk and a few recorded demos of the new process. See the full NewsLink post for these details and more.
Buckeye Buy Unavailable 6-10 p.m. on May 6 for Transition to Ordering Within Workday
As part of the project to move ordering within Workday, Buckeye Buy ordering will be unavailable on Saturday, May 6, from 6 p.m. to 10 p.m. prior to the May 8 go-live. The downtime does not affect par orders or deliveries.
Health System Supply Chain users should note important information contained in the full NewsLink article.
Buckeye Buy Changes Coming May 8
We are a week away from implementing changes to Buckeye Buy. There are a few more items to share before we go live on May 8, 2023.
1. You will no longer go to Connect to Supplier Website and then Buckeye Buy to place orders. You will use the new Search Catalog link instead.
2. You will use Connect to Supplier Website to access punchout (formerly known as Roundtrip) suppliers (e.g., Staples, Fisher, etc.).
3. You will be able to see items that are in inventory and their approximate quantities on hand.
4. The Requisitions app will be the preferred method for placing requisitions.
Be sure to check out the full NewsLink post to view recorded demos showing some of the forthcoming changes with ordering before go-live.
Requisition Sourcing Changes in Workday
One of the changes associated with the move to ordering of goods and services into Workday is with requisition sourcing rules. Starting on Monday, May 8, when you create a requisition for multiple goods, some may be fulfilled from inventory, instead of from an external supplier. The intent behind these sourcing changes is to use any inventory on hand first before ordering more from the external supplier.
The experience of ordering from inventory should be no different from ordering through an external supplier. That said, one anticipated benefit of fulfilling from inventory is a requester receives a notification when backorders occur. See the full NewsLink post for details.
Coming Soon: Enhanced Workday Ordering Job Aid Updates
Multiple job aids in the Supply Chain and procurement space will be updated on May 8 to accommodate a new enhancement to Workday ordering that reduces the clicks needed to place an order. See the full NewsLink post for the job aids list.
Coming Soon: Changes to Non-Catalog Spend Category Name
In order to improve the Workday purchasing experience for end users, on Monday, May 8, the SC99999 spend category will be renamed from:
OFFICE USE ONLY - Do Not Change (SC99999) to *Do Not Know (SC99999)
This renaming allows for this spend category to default as the first selection option when Spend Categories are searched in transactions.
Please note, Service Center employees and Health System buyers will continue to verify that the correct spend categories are applied to non-catalog requisitions as a part of requisition processing. There are no changes to the approval process.
Required Information for Position Restriction and Job Requisition Business Processes
To continually improve the candidate recruiting experience, Workday updates were made last week to ensure all position information is captured during the edit position restriction and job requisition business processes. Both business processes will include validations as part of the submission process, which means if required fields are left empty or do not meet the necessary criteria, an error notification will appear. This knowledge article outlines the required information. If you receive the error message, provide the missing information and continue the process. Additionally, the validation that required job requisition compensation to be the same as default compensation is no longer necessary and has been removed.
It is important to accurately capture all position information and job descriptions for every position, including student employee jobs. This helps streamline the application process, improves job requisition data and gives candidates a better understanding of the role. Job aids are being developed to help with the creation of job descriptions and will be available in the coming weeks.
The compensation team will work with HRBPs and HRCs to help update and correct inaccurate information that currently exists in positions. More information will be shared as data is reviewed.
What you need to do:
- Review this knowledge article for additional information.
- Educate hiring managers about the information required when submitting a position restriction or job requisition in Workday.
FY24 UNIV Blanket Order Processing Time Period - April 17 to June 30
Blanket orders are used for transactions that occur very frequently (daily or multiple times a week), have a high variation of product types, have undetermined timing, and are not available in Buckeye Buy.
All FY24 UNIV blanket purchase orders must be issued outside of Buckeye Buy. Requestors should select the “blanket purchase order” requisition type and complete the request per the Create a Blanket Purchase Order job aid found in the Administrative Resource Center (ARC). Please note, the "Request Date" of the requisition should not be future dated. University funded blanket requisitions should align with the July through June fiscal year calendar.
FY24 blanket order requisitions must be received by Central Purchasing between Monday, April 17 and Friday, June 30 to allow for adequate processing time.
Please review the full NewsLink article for more details about Blanket Order guidelines.
Water Service Blanket Purchase Order Information for FY24
Water Service blanket purchase order information for FY24 (July 1, 2023 to June 30, 2024) is now available. Annual office water service purchase orders to Magnetic Springs (5 Gallon water service and water filtration units) must be placed outside Buckeye Buy and must be a single-line blanket type purchase order. Please do not create a create a separate line to contain the $0.00 charge for the 5 gallon water dispenser. See the full NewsLink post for FY24 the pricing.