NewsLink Articles
Getting Ready for Upcoming Buckeye Buy Changes
We are less than a month from being able to order goods and services directly in Workday. Here are steps you should take to prepare for this transition:
- Confirm/Update your default work space. “Work Space” is used as your deliver-to address for orders. It must include a floor and room number. If your work space is not correct or complete, you cannot submit the requisition. View the post on how to confirm and update your work space which was shared earlier this year.
- Add the “Requisitions” app to applications section. This app shows you the status of orders placed for you and on your behalf. See the full NewsLink article for steps on how to add the Requisitions app.
- Confirm/Request access to other companies as needed for your position.
Note that Supplier contracts are now company-specific. If you need access to view supplier contracts for other companies, submit an access management request for the companies needed. For more information on this change, read the earlier post which was shared in a prior edition of NewsLink.
Catering Service Line Added to Most Drop-off Catering Marketplace Service Catalogs
A Catering Service line has been added to most of the drop-off service catalogs in the Catering Marketplace. This will allow users to enter a one-line order for event food, beverages, disposables, etc. as quoted by the supplier. Rooster’s, Chick Fil-A, and Mazah Mediterranean Eatery catalogs do not include this line yet but may in the coming days.
Contact The Marketplace Team at BF-Marketplace@osu.edu with questions about the Catering Marketplace.
New University-Wide Contract – Local Accommodations and Event Space
A new university-wide contract for local accommodations and event space was recently awarded to 25 properties by the Sourcing Team. Sourcing has pre-negotiated terms and rates with local hotels and event centers for use by Ohio State as part of a competitive Request for Proposal (RFP). The scope of these contracts includes individual and group accommodations, meeting and event space, AV/TV service, food and beverage services, and additional services for events at each property. Pre-negotiated terms include pricing, cancellation, attrition, concessions, etc.
As part of the master agreement, individual and group rooms, and event reservations that require a signature must be made using pre-determined event exhibits. All awarded properties must complete the proper Exhibits and the requesting department needs to confirm the details prior to sending them for signature. Exhibits requiring signature are to be submitted through OnBase-Agreements. The requesting department is responsible for following all purchasing, travel, and PCard policies.
See the full NewsLink post for the full list of awarded properties and details about specific contract information and ordering instructions.
Encumbrances for Blanket Purchase Orders
Encumbrances for blanket purchase orders associated with fiscal year 2024 will first post to fiscal year 2023 until a manual job is run at month-end to move the encumbrance into fiscal year 2024. The process will look for any blanket purchase orders created after 4/17/23. It is also important to review the Creating a Blanket Purchase Order job aid in the Administrative Resource Center (ARC).
Enhancement to "Positions for Planning" Report
In order to continue to improve the end user experience, the “Positions for Planning" report now contains the columns listed below.
- Expenditure Treatment
- Prorated Annual Salary for Position
Enhancement to "OSU – Find Assets" Report
An enhancement has been added to the "OSU – Find Assets" report. The output of this report now displays the primary work email address for the Asset Coordinator listed for the asset.
Fiscal Year-End Support: Travel Working Sessions
The Travel Office is offering two open working sessions to assist with Year-End responsibilities to ensure Expense Reports are completed and Spend Authorizations are cancelled and/or closed by the end of the Fiscal Year (June 30, 2023). Check out the full Business and Finance Travel post for more details and links for joining each session.
Contact the Travel Office with questions at travel@osu.edu or 614-292-9290.
Fiscal Year-End Support: PCard Working Sessions
The PCard Office is offering two open working sessions to assist with year-end responsibilities to ensure PCard transactions are processed with an approved Expense Report by the end of the fiscal year (June 30, 2023). Check out the full Business and Finance PCard post for more details and links for joining each session.
Contact the PCard Office with questions at pcard@osu.edu or 614-292-9290.
Important Request to Verify Area System Users for 2023
Data stewards, unit security contacts, and administrative system contacts will be receiving an email from the Digital Security and Trust Access Management team with information and instructions on how to verify their area’s Financials, Human Resources, Medical Center Financials, and Student Information System (SIS) users for the coming year. Your attention regarding this mandated annual activity is very important. The email will be sent during the week of May 8, 2023, with a requested deadline to confirm area users by Friday, June 30, 2023.
Participate in Upcoming Institutional Data Drafting Sessions
The OTDI Data Governance team is excited to announce the next four drafting sessions in our definitions initiative.
Check the full blog post for registration information to attend a drafting session from Friday, April 14 through Wednesday, May 31. Specific terms will be discussed during each session. Approved and finalized definitions can be found on the Approved Institutional Definitions webpage.
Feel free to share this information with team members who communicate about student data and may have interest in this project.