Bridges Advisory #32 - October 21, 2004
Printable versionThe University of Florida is committed to keeping you informed as we continue our transition to the new myUFL systems. To help you with the transition, each week you will receive a Bridges Advisory.
OPEN LAB SCHEDULE NOW AVAILABLE. Beginning October 25, 2004, UF Bridges will hold several three-hour blocks of unstructured practice time with instructors available to answer questions and work through any problems that you may have. No registration is required, but we do ask that participants attend the appropriate certified training class prior to coming. Open Lab sessions are held at UF Bridges' Dodge Island training room at Union Street Station. There is a limit of 30 computers so you may need to share with others or wait for a computer to become available. The Open Lab schedule through November is provided below and also available on the Bridges Web site under Get Assistance.
“AMOUNT ONLY POs for GOODS” (FORMERLY BLANKET POs)IS NOW AVAILABLE! To assist UF departments with certain recurring purchases from some of our most frequently used vendors, Purchasing and Disbursement Services is temporarily reinstituting the use of what was formerly known as "Blanket Purchase Orders." In PeopleSoft, these orders are called "Amount Only POs for Goods." Please review the guide “Amount Only POs for Goods” <http://www.bridges.ufl.edu/training/docs/ AmountOnlyPOs.pdf> located on the Bridges Web site under Get Trained > Instruction Guides.
Effective immediately, UF departments may establish Amount Only POs for Goods for commodities such as office, lab, dental, maintenance, and janitorial supplies. Please see the Purchasing and Disbursement Services' Web site <http://www.purchasing.ufl.edu/peoplesoft.asp> for a list of allowable commodities.
Because Amount Only POs do not provide detailed purchasing information, the university's use of them will limit Purchasing and Disbursement Services' ability to negotiate the best possible prices from our vendors. Therefore, once the myUFL systems are stabilized, Purchasing will begin identifying specific commodities for which the university could generate significant savings through the negotiated process. At that time, the use of Amount Only POs for Goods for those commodities will be discontinued.
The staff at Purchasing and Disbursement Services is dedicated to excellence in customer service in support of the purpose and goals of the University of Florida. Please do not hesitate to contact any Purchasing Coordinator with questions you may have.
PRIOR YEAR COST DISTRIBUTIONS. In order to create a payroll cost transfer for charges posted to the incorrect SAMAS account prior to July 1, 2004, the departmental administrator must prepare and send to your respective C&G office for approval a spreadsheet journal entry in order to move the salary, fringe benefits, worker’s compensation and unemployment charges from one cost center to another. In addition, a letter addressed to Vice President Ed Poppell and signed by a dean, director or department chairperson must be sent to your C&G office. Please review the information from Contracts & Grants.
<http://fa.ufl.edu/cg/prior-year-cost-transfer-procedure.asp> for letter requirements and other important details.
Please note that this policy applies only to prior year salaries posted to the wrong cost center. It applies only for salaries posted in our legacy system. All other transfers of salary charges occurring after conversion are to be done as a retroactive distribution in PeopleSoft. This procedure does NOT apply to state appropriated funds or AEF funds.
ROUTING APPLICANTS NOW MUCH EASIER DUE TO RECENT UPGRADE. Sharing applicant information, including attached resumes and other on-line application data submitted, just became much easier. While Employment and Classification routes applicant pools to those on the Interview Team, Department Originators or Authorizers must route faculty, OPS, and Student Assistant applicants to designated as part of the Interview Team.
What’s Changed? Until now, applicant data had to be routed one applicant at a time by the Department Originator or Authorizer using Manager Self Service > Recruiting Activities Home > Track Applicant Activity. Now, Originators and Authorizers may route as many applicants as they wish at one time based on the applicant pool for a given requisition using Recruiting > Identify/Process Applicants > Identify Candidates > Requisition Screening. To route applicants, please follow these steps:
- Search by requisition.
- Click on the Final tab on the top of the page.
- Click on the Create Final Screening Criteria link.
- Check the boxes next to the applicants you wish to route.
- Click on the Route To link.
- Note that the Originator defaults in as a recipient of the routings. This is usually advantageous to leave, but may be deleted. Add rows and the use the look-up to add recipients. Click on ‘OK’.
- Click on ‘Save’ at the bottom of the page.
A Note on Additional Requirements for Successful Routing:
- Only those individuals listed on the requisition as part of a Requisition’s Interview Team will be able to view the routed applicant pool in My Self Service > Jobs at UF > Review Applicants.
- Interview Team members must have row-level security that captures the requisition’s department number in order to view routed applicants. This may present limitations for individuals not affiliated with a department.
NEW INSTRUCTION GUIDES. The following Instruction Guides have been updated or added this week. Guides are located in the portal under the Help folder or on the Bridges Web Site under Get Trained > Instruction Guides.
Purchasing and Payables > Requisitions
- Amount Only Purchase Orders for Goods (New)
Position and Job Actions
- Update Position Description (Updated)
- Reclassifying a Position (Updated)
- Add a Position (Updated)
Hiring > Staff, OPS, and Student Positions
- Preparing to Complete A Hire (Updated)
For frequent updates about the project, subscribe to the UF Bridges pagelet on the myUFL portal. For a quick tutorial on how to use myUFL, visit: http://wla.erp.ufl.edu/media/PersonalizeContentLayout.html.
For more information about the transition, visit the Bridges Web site.
For help or support in using the new systems, including the portal, contact the UF Help Desk at 392-HELP or helpdesk@ufl.edu.
