Coming in May, we are making strides to improve the purchasing experience in Workday.
What’s Changing:
Workday will be unavailable due to planned monthly maintenance on Saturday, March 4, from 2 a.m. to 9 a.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 online.
Health System Supply Chain users should note the important information listed below.
The first of Workday's two major releases in 2023 of enhancements and new functionality is scheduled to move to production on Saturday, March 11, from 2 a.m. to 5 a.m. Workday will be unavailable during the maintenance period.
Workday will be unavailable due to planned quarterly maintenance on Saturday, February 18, 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 online.
Supply Ordering: Order Friday, February 17 before 10 p.m. or after 1 p.m. on Saturday, February 18.
Please do not begin entering FY24 blanket purchase orders until April 2023. More information and detailed instructions on creating FY24 blanket purchase orders will be posted in a future Newslink article.
Coming in May, the Buckeye Buy shopping experience will transition from the current third-party website (GHX Procure) to being all self-contained within Workday.
Bringing the Buckeye Buy experience directly into Workday simplifies the “shopping” process for end users. It also allows end users to see the different stages of their orders through the procure-to-pay lifecycle.
What benefits will we get from doing this?
As we prepare to move ordering of goods and services into Workday, a change is coming for supplier contracts. Existing supplier contracts used for procurement in Workday as of February 10 may have a suffix of “Do Not Use” added to the contract name. A new contract with the original name will be created as of February 10. The original contract will remain open until fiscal year end close to allow open transactions to process against it, which means both the old and new contracts will be active and available at the same time.
As part of the project to move ordering within Workday, Buckeye Buy ordering will be unavailable on Monday, February 6 and Wednesday, February 8, from 5 p.m. to midnight each day.
Health System Supply Chain users should note the important information listed below.
Supply Ordering
In May 2023, ordering of goods and services will take place within Workday instead of being directed to GHX. Some changes will be made in Workday leading up to going live with the new process. One of those changes is how supplier contract information from MediTract and OnBase is loaded into Workday. Currently, when a contract transfers to Workday, it is put under the "Combined - The Ohio State University" company. This setup allows users with access to view any supplier contract negotiated for the University, the Health System, or OSU Physicians.
A new custom notification was implemented into Workday production on Friday, January 20. Specifically, this notification will be for the requisition requester and will relate to Blanket PO’s and invoice total amounts.
Anytime a Blanket PO is greater than or equal to 90% of the total invoice amount, a notification will go out to the requisition requester. This will allow the requester to add additional funds, if needed.
If you have questions on how to add funds to your purchase order reach out to your service center representative or buyer.