The BuyLine 3/4. New Look for Procurement and Campus Services Web Page

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1 Procurement and Campus Services Department The BuyLine Training Dates Procard: Wed 10:00-12:00 Thurs. 1:30-3:30 Friday 6/15/12@10:00-12:00 May-June 2012 Volume 4, Issue 3 New Look for Procurement and Campus Services Web Page We are pleased to announce a new look for the UMass-Amherst Procurement & Campus Services Department web pages. Many of you have provided feedback and ideas to streamline our site and we thank you for your input with this project. To register for any of the training sessions listed above, please contact Holly Lankowski / lankowski@admin.umass.edu eprocurement: Wednesday 9:00-4:00 Room 115 Whitmore Building. To register for any of the training sessions listed above, please contact Carol Blajda via phone: / procurement admin.umass.edu Procard Reallocation: Training is arranged on request. Contact Holly Lankowski Phone: / lankowski@admin.umass.edu Inside this Issue: WL&D Session: Procurement & Campus Services 2 Processing Requirements for Purchases 2 Congratulations Graduates 2012 Amy Gallagher Donation of $7,000 Given to Student Scholarship Fund Go Green! Procurement Vendor Show /4 Big News from Print Services 5 Ask Procurement 5 Some of the key documents you regularly need access to can be found under: Under the sub-menu of e-procurement you can link to: Buyer Assignments Cancel PO Job Aids, Locations Codes Significance of Contact Info Ship To & Location Codes Training Manual Training Schedule Training and Support. Under the sub-menu Purchasing Requirements you can link to: Alpha-Numeric Account Code List Links to Processing Chart Class Codes Processing Requirements for Purchases Long Descriptions PO Expenditure How to Use Account Codes Xerox Processing Requirements We appreciate your patience while we complete the migration of our pages over to this new format. In the meantime, use the To Procurement Home Page or Home links to return to the new format Home Page. As always, we welcome new ideas and feedback. Holly Lankowski manages the web pages; please forward any comments to her at: lankowski@admin.umass.edu.

2 Workshop on Procurement & Campus Services Department Things are always changing. Whether you have just joined the University or have been here for a long time, it is helpful to stay on top of changes big and small in Procurement. The Procurement Department in conjunction with Workplace Learning and Development (WL&D) will be conducting a workshop on Thursday, May 3, 2012 from 9:00 to 12:00. This session is one of two sessions that make up the Financial Transactions Certificate Program. Participants will learn: An overview of the Procurement Department s functions and responsibilities. Purchasing procedures. Contracts and Contracts for Services. The BuyLine Volume 4, Issue 3 Congratulations to all of the UMass Graduates Class of 2012! "You are educated. Your certification is in your degree. You may think of it as the ticket to the good life. Let me ask you to think of an alternative. Think of it as your ticket to change the world. - Tom Brokaw How to navigate and locate resources on the Procurement web-site. Print and Mail Services During this workshop you will hear from and meet many of the Procurement Staff including the Director, Associate Director, Assistant Director, Purchasing Manager, along with the Managers for Procard, Travel Card, Print Services and Mail & Distribution Services. We have received positive feedback from staff in many campus roles who have found this session helpful and informative. This session is not just for new hires. Please consider joining us. Registration is available on the WL&D Web-site at: Processing Requirements for Purchases The Procurement Department website contains documentation that is designed to guide staff through the steps that are required to make all types of purchases. The documentation requirements are based upon the account code that is appropriate for the purchase. The documents are designed for web use, as they contain links to all kinds of purchasing information and are updated as changes to policy occur. We encourage you to go to our website at and select Training & Support/Purchasing Requirements/Alpha-Numeric Account Code List. This list contains the account code short descriptions in chart form, sorted two ways, with links to the processing requirements that go with each account code, any forms that might be necessary for the code, the account code long descriptions, and other valuable information. Our website also contains a job aid that explains the purpose of account codes and how to use the alpha-numeric chart. Go to Training & Support/ Purchasing Requirements/How to Use Account Codes. Two classes are held each year through Workplace Learning & Development to explain how to locate information at the Procurement Department website. Go to to view course availability and register to attend. Any questions that you might have concerning a particular purchase or policy should be referred to the buyer in Procurement that is responsible for processing your purchases. Amy Gallagher will be graduating from UMass Amherst on May 11, 2012! After working the past two years in Procurement she will be missed by all. We all wish Amy the best in her future! Page 2

3 Donation of $7,000 given to the UMass Amherst Student Scholarship Fund! The BuyLine - Volume 4, Issue 3 Go Green! UMass Amherst Procurement Vendor Show 2012 On March 27, 2012 the Procurement and Campus Services Department at UMass Amherst sponsored the Go Green! Vendor Show 2012 at the Campus Center Auditorium from 9:00 am to 3:00 pm. This event was well attended by many students, faculty and staff. Through the many contributions by vendors and the Sale of Raffle Tickets the Procurement and Campus Services Department was able to donate: $7,000 to the Student Scholarship Fund! Sincere thanks to all those that attended and donated to this great charity. Photos from the Go Green! Procurement Vendor Show 2012 can be viewed by going to the Procurement & Campus Services Web-Site: Congratulations to all of the Raffle Ticket and Door Prize winners! 2012 Procurement Vendor Show Raffle Winners Door Prize Donated by: Awarded To: Kindle Fire Procurement Department Rebecca Hart - Library HP 6500A Procurement Department/HP Mary Ann Mish MassNano Tech UMass Brief Case Athletics Department Margaret MacDonald - Chemistry Duffle Bag Athletics Department Duane Stinchfield - Student Affairs Sweat pants/gloves Athletics Department Anne Nadolski -Chemistry Sweatpants Athletics Department Jess Griffin Student Two T-Shirts Athletics Department Jill Cayen - OIT Two T-Shirts Athletics Department Debra Lapointe- Commonwealth C. Gloves Athletics Department Lynn Omasta - Facilities & Campus HP 6000 Procurement Department/HP Alex Therkelsen - Procurement HP e-station Procurement Department/HP Jan Helqerson - Development Office Sweatshirt Athletics Department Peter Royer Procurement Hat Athletics Department Gary Duggan Procurement Hat Athletics Department Cindy Kicza - Mailroom Sweatshirt Athletics Department Kim Fill Library Special Thank You goes to Alex Cheung for all of his help in making the vendor show such a success! Alex Cheung UMass Amherst Class of 2014 Isenberg School of Management Page 3

4 The BuyLine Volume 4, Issue Procurement Vendor Show Door Prize Winners Setting a good example for your children takes all the fun out of middle age! ~William Feather The Business Life 1949 Celebrate: Mother s Day! May 13, 2012 and Father s Day! June 17, 2012 Vendor Door Prize Awarded To: Prime Time Plus Bamboo cutting board + bag Ellen Kneurr - Budget Dept. Xerox T-Shirt & Umbrella #1 Mary Bell - CNS Xerox T-Shirt & Umbrella #2 Zack Stragun - OIT ModuForm $50 Amazon Gift Certificate Laura Dziuban - HR LR W.B. Mason Keurig Machine Sandra Ramos - Med. Rec. Dept. Hamden Zimmerman Fan Michael Kieras - OIT RV Leonard $50 American Express Gift Card Joyce Graybon - Advising Print Associates Umbrella Bill Lizotte - FCP Buyer Advertising $100 Bertucci Gift Certificate Iris Jenkins -Research Affairs Silver Screen Design $10 Dunkin Donuts Gift Cert. Bob Lindquist -University Relation Silver Screen Design $10 Dunkin Donuts Gift Cert. Donna Myrick - Library $25 Dunkin Donuts Gift Cert. & UPS Mug Cindy Kicza - Mail Lexington Group Gift bag Maryann Cinelli - Parking Service MHEC Coffee Mug, polo shirt & tote bag Patrick Freeman Public Health Kittredge Equipment Blender Fran York - OIT Fisher Scientific T-Shirt #1 Sara Kelley - LRC Fisher Scientific T-Shirt #2 Holly Lankowski -Procurement York Street Industries Stadium Seat Charlene Coleman - Biology Razz-M-Tazz Promotions Shirt Carol Blajda - Procurement Fastenal Tool Bag Alex Cheung -Procurement Enterprise Rent-A-Car Duffel Bag Lorraine Robidoux -Engineering Airgas $25 Stop & Shop Gift certificate Delsey Thomas - Honors College Sherwin Williams Bucket of paint supplies Ann Koski -Controller's Office Johnson & Hill 4 hrs. of free temp. help services Linda Coutemanche - Auxiliary Mansfield Paper gift basket Linda Walloch - CSD Andrew Associates $50 Starbucks Gift Card Sarah Czezwonka - MCB Program Linda Hillenbrand - Graybar Polo Shirt Women s Studies Roger Sitterly Kindle Andrew Vernon -OIT M.E. O Brien $25 Target Gift Card Kristine Reupell - Physics Wassermann Audio Video Set of Coffee Mugs Lin Tang - Learning Resource Ctr. Cowls Building Supply Tool Kits Alex Mckeinae -Chemistry Middlesex Gases 12 pack cooler Nancy Swett - H.R. Compliance HP HP Photosmart Printer Debbie Baye - Controller Office Eastern Bag and Paper $25 Gift Cert. to Ginger Garden Jane Farming - Finance Eastern Bag and Paper $25 Gift Cert. to the Pub Jean Alamed - Food Service University Cap and Gown 4 bags of chocolate Sylva Wood - SPHHS The Go Green! UMass Amherst Procurement Vendor Show 2012 was a great success. Thank you for the vendors support and donations! Thank you to all attendees that stopped by! Page 4

5 The BuyLine Volume 4, Issue 3 There s Big News at UMass Print Services As the fiscal and academic year wind-down, the presses at the Print Services department have been humming. Dan Gauthier, Manager, Print Services Amherst Procurement Department 407 Goodell Building 140 Hicks Way Amherst, MA Phone: FAX: procurement@admin.umass.edu We re on the web procurement/ On-campus, many of our departments are honoring the achievements of their dedicated staff and students with year-end banquets and celebrations. We have had the pleasure of working with many of you on the printing needs for these events, including posters, brochures, postcards and program booklets. I would like to take the opportunity to thank everyone who has entrusted Print Services in the printing of your jobs. We value the opportunity to serve you, and look forward to working with you in the future, on jobs both big and small. Speaking of big jobs - Print Services is now proud to offer largeformat full-color printing at a variety of sizes, including 18 x 24, 24 x 36, as well as 24 x 72 banners. These posters and banners are perfect for presentations, maps, photographs, technical drawings, signs and medical charts. Additionally, we have the capability of mounting your print on heavy-duty foam board for extra durability. Call UMass Print Services today at for more information. Ask Procurement, When I create a requisition in PeopleSoft, I notice a Priority drop-down menu on the Define Requisition tab, below the UMass Requisition Information link. If I select High will it speed up the processing of my requisition? No, the Buyers only see that reflected when they actually are in the Manage Requisition Approval screen to review and approve your requisition. A red exclamation point appears next to the requisition number. It is not seen on their work lists or anywhere else to be acted on. If you have an urgent matter, it is best to contact your buyer, who can help you process your order in the most efficient manner. If you have something that you would like to Ask Procurement simply send your question to: procurement@admin.umass.edu. We will make every attempt to answer your questions in future publications of The BuyLine. Pardon Us If you find mistakes in this publication, please consider that they are there for a purpose. We try to print something for everyone and some people are always looking for mistakes. (quoted from a weekly paper in Clermont, Florida) Page 5