Process & Department Set-up

How Marketplace works• Roles• Business Units Approvals)

+ Able to buy up to $5,000 with Home Department’s Indexes without further departmental approvals

+ Able to buy up to $2,500 with Home Department’s Indexes without further departmental approvals

+ Able to buy up to $500 with Home Department’s Indexes without further departmental approvals

+ Able to assign Index to cart

Able to shop (place items in cart)Yes

Window Shopper

(coming soon)

Index-InformedShopper

Department Buyer I

Department Buyer II,

III(Under

technical consideration)

Shopper & Buyer Roles

2

Department Administrator Role

• Department Administrators:– Each Department assigns its Department Administrator(s)– The Department Administrator is responsible for:

• Maintaining the Department’s roles and Business Units through the “Business Unit Management” system

– An example of a similar role would be DSAs– View-Only Department Administrator roles may also be assigned

• Department Administrators have access to “Business Unit Management” (a tool in Finlink used to set up and edit the Department’s Configuration.)

• Assign/Edit User Roles• Create/Edit Business Units

– Approvers– Accounting Definition of Indexes

3Note: You do not need to enter new employees into the system for them to be able to use Marketplace. All employees are Window Shoppers as soon as they have Single Sign-On.

Business Unit Management

Approvals (Business Units)

• Approvers can approve purchases against certain Index(es).

• They are assigned to Business Units along with the Index(es) for which they can approve.

• There are three dollar levels of approvals within each Business Unit.

1. $0 - $2,499

2. $2,500 - $4,999

3. $5,000 and above

• The Approvers are assigned to different dollar levels.

• It is recommended that back-ups be assigned to each dollar

level, for absences as well as to approve another Approver’s

requisition.

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Note: These are not approval hierarchies with multiple approvers for a requisition. The cart is routed directly to the Approver for that dollar level.

Also Note: Approvers cannot approve their own requisitions. Another Approver will need to do so.

SOLUTION:Business Units associate

Indexes with the people

who can approve for those Indexes.

What are Business Units?

IFIS Chart of Accounts

FinancialLink Projects

Project [Name]

Index

Fund BOrg 1

Index

Fund A

Index

Home (Payroll)Departments

People

BACKGROUND 2: All employees are associated with Home (Payroll) Departments

BACKGROUND 1:All Indexes (accounting information) are associated with:•IFIS Chart of Accounts •FinancialLink

BACKGROUND 3:Currently there is not an association between people and the Indexes they are responsible for

How Does Marketplace Use Business Units to Approve Purchases?

Shopping• Shoppers can select any Index(es) on

campus* when requesting a purchase (“submitting a cart”).

*(with proper authorization)

Approvals• Shoppers’ carts are routed to the

correct Approver (Business Unit) based on the Index used

Shoppers

•Shopper’s Home (Payroll) Departments identified through the log-in process (Single Sign-On)•(Shoppers are NOT associated with Business Units)

Business Units •Indexes and their Approvers

Steps for Setting up your Department

This section is especially recommended for:•Business Officers•Department Coordinators•Department Administrators

How to Fill in the Worksheet:1. Determine Department Identification

and Assign Roles to people

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Home (Payroll)Departments

Note: These roles are associated with their Home Department, NOT Business Units.

• Shoppers• Index Informed Shoppers• Department Buyers I, II or III(The employees without above Shopper roles are Window Shoppers

by default and do not need to be assigned).

• Department Administrators• View and Edit• View only

People

•Decide on the name for the Department (can be different from the official name).•You can add additional payroll codes which roll up into this Department. •The Home Department assigns the following roles to its people:

Department Information and Roles are entered in the Home Department Tab

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• Enter the name for the Department

• Enter any additional payroll codes which roll up into this Department

• Place X’s in the columns to assign the Role(s) to the employees

2. Configure Business Units for Approvals

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The Home Department Configures its Business Units by associating Indexes with their Approvers.

IFIS Chart of Accounts

FinancialLink Projects

Project [Name]

Index

Fund BOrg 1

Index

Fund A

Index

Association is also established between •Business Units and •Home Depts.

The Business Unit Information is entered in the Business Unit tab

Enter the name of the Business Unit

You may add: • Additional tabs for additional

Business Units

• Additional lines for additional Accounting Definitions

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Project [Name]

Index [Project]

Fund BOrg 1

Index A1

Fund A

Index B1

IFIS Chart of Accounts FinancialLink Projects

Methods for Defining Indexes in Business Units

1. Org (Indexes update automaticallyfrom IFIS Chart of Accounts)

2. Fund-Org(Indexes update automatically

from IFIS Chart of Accounts)

4. Indexes(Indexes must be updated

manually through Business Unit Management)

3. Projects(Indexes update automatically

from FinancialLink Projects)

Note: The method chosen affects whether or not the Indexes are updated automatically.

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wes

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Hig

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Implications of Accounting Definitions

In order to avoid duplicate Indexes across Business Units, the Index will belong to a Business Unit based on the following rules:

1. The Business Unit to define the Index at the lowest level (e.g. Index) will own it.• Therefore, a higher definition may not be able to retain all its Indexes

2. The Business Unit to incorporate it first will own it

Delegation of Authority

• If you have been assigned the role of Department Buyer or Business Unit Approver, you have received a re-delegation of authority to release purchase orders directly to suppliers through Marketplace, thereby committing the funds of the Regents of the University of California.

• This re-delegation applies to purchasing activity through the Marketplace site only.

The roles of Department Buyer and Business Unit Approver require a completion of the Delegation of Authority Form and appropriate training.