Over the past several months, the e-Procurement Project Team team has met with stakeholders across campus—both virtually and in-person—to share our roadmap for procurement modernization, offer a first look at the e-Pro system, and collect your thoughts and feedback. Many great questions were asked during these sessions as well as through the blog. We’ve provided some of those questions and answers here:
Q: Will faculty and students be allowed to use the system?
A: Anyone with valid UMD credentials can be added to the system as a user. Roles, responsibilities and system access will be determined by business managers in each department. More guidance will be provided over the summer about how to determine roles and access.
Q: Will the e-Pro system have internal catalogs available?
A: Internal catalogs are included in the e-Procurement roadmap, which outlines the system functionality and implementation. The project team is exploring the capabilities of hosting catalogs for internal UMD shops like Terp Tech Store and Facilities Warehouse within ePro.
Q: Can I still interact with suppliers whose catalogs are available in e-Pro?
A: Yes. For certain items, you may still request quotes from vendors and interact with them on issues such as product returns. Prior to the roll-out, we will offer training on vendor interaction protocol relative to using the e-Procurement system.
Q: Will rules around invoicing and payments still be the same?
A: Yes, and we have built default scenarios for two- and three-way matching and invoice tolerances. Training will be provided with the system roll-out. Once a PO is created by the e-Pro tool and pushed into KFS, all processes—including change orders, payments, etc.—will be handled essentially the same as they are today.
Q: Can I make a purchase in the system even if a vendor does not have a catalog published in the system?
A: Yes. All purchases can be made using the new e-Pro system. Specific training will be provided on how to make catalog and non-catalog purchases. Check out other posts on this site for short videos on the basics of how to do each type of purchase.
Q: How can I request a vendor’s catalog to be added to e-Pro?
A: You can request the addition of a vendor catalog in the comments section of our previous blog post, “Requesting a vendor catalog in e-Pro.”
What other questions do you have about e-Pro? Please post them in the comments below.