Recent Workday Changes Include Streamlining Processes for a Smoother Procure-to-Pay Workflow

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The Department of User Solutions has implemented improvements to Workday's Procure-to-Pay processes through a collaboration between the University of Arkansas, Fayetteville (UAF) and the U of A System. These changes, effective Feb. 15, 2024, optimize financial business processes and impact various user groups involved in finance and procurement tasks.

Key Details

• Effective Date: Feb. 15, 2024
• Impacted Users: Business officers, buyers, requisition specialists, requisition requester, supplier contract team, contract specialists and accounts payable

Key Change Information

1. Change Order Processes: Buyers can now initiate administrative corrections without additional approvals for non-material changes. This will help streamline the Change Order process for faster turnaround.
2. Requisitions and Purchase Orders: Office supply requisitions that are not from Staples will require justification in an effort to promote utilization of the university's preferred supplier contract with Staples. Additionally, there will be new reminder notifications for receiving items to establish faster processing times.
3. Supplier Contracts: Updates to supplier contract type names reflecting GASB 87, including improved functionality. Additionally, "Software License Subscription-Scheduled POs & Manual Invoices" has been added to the system.

What Employees Need to Know

1. Staples is the preferred office supply vendor for UAF, and justification will be required for purchases from other vendors.
2. Workday will not allow a requisition, change order or purchase order to exceed the amount designated on the supplier contract.
3. Notifications have been added to inform requestors about the completion of requisitions and creation of purchase orders.
4. Notifications have been added to remind requestors to create receipts promptly for purchase orders.

Support and Feedback

Please use the Cherwell ticket system to log any errors or to submit questions. Additionally, employees can email askus@uark.edu with questions or concerns related to Workday.

About User Solutions: User Solutions is dedicated to enhancing and optimizing the capabilities of Workday, ensuring seamless alignment with University of Arkansas business processes and user needs. As a focal point for technology-driven efficiency, accuracy and analytical capabilities, User Solutions provides expertise in business process design, in-depth understanding of ERP functionality and alignment with the university's strategic goals.