[Botanystaff] FW: CNAS IMPACT 23 UPDATE -- NON PR COST TRANSFER / RECHARGE/ ORACLE PROCUREMENT REQUESTS / PCT FREQUENCY / I23 Workload

[April M Meinzer]

FYI.  😊


April Meinzer
Financial Administrative Officer
Botany and Plant Sciences, #2106
Phone:  951-827-3839
Fax:        951-827-4437
april.meinzer at ucr.edu<mailto:april.meinzer at ucr.edu>

In-person office hours:  Wednesday, Thursday & Friday from 8:30 am – 5:00 pm
Virtual office hours:  Monday & Tuesday from 8:30 am – 5:00 pm


From: Jennifer V Farias <jennifer.farias at ucr.edu>
Sent: Monday, January 8, 2024 6:00 PM
To: Christine Morgando <christine.morgando at ucr.edu>; Guille Vallejo <guille.vallejo at ucr.edu>; Kathy J Carrington <kathy.carrington at ucr.edu>; Deborah A Terao <deborah.terao at ucr.edu>; Melissa L Gomez <melissa.gomez at ucr.edu>; Wendi A Tapia <wendi.tapia at ucr.edu>; April M Meinzer <april.meinzer at ucr.edu>; Sherice P Underwood <sherice.underwood at ucr.edu>; Sue S Lee <sue.lee at ucr.edu>; Frank C Figueroa <frank.figueroa at ucr.edu>
Cc: Yung Phung <yung.phung at ucr.edu>; Rose Silvas <rosemarie.silvas at ucr.edu>; Sarah R Dillon <sarah.dillon at ucr.edu>; Joyleen R Salas <joyleen.ashburn at ucr.edu>; Joanna M Nguyen <joanna.nguyen at ucr.edu>; Ronda G Inzunza <ronda.inzunza at ucr.edu>
Subject: CNAS IMPACT 23 UPDATE -- NON PR COST TRANSFER / RECHARGE/ ORACLE PROCUREMENT REQUESTS / PCT FREQUENCY / I23 Workload

Hello All,

Some news to share regarding the status of key Impact 23 items and some perspective on stuff we are following closely:

Non-Payroll Cost Transfer Tool
Tool is scheduled to go-live on January 12.  Limited testing will be performed by CNAS with the help of Dominica Albitre, Christine Morgando & Daniela Nastase in the next day or two.  CNAS will provide feedback to the development team regarding functionality and priorities for enhancements.

Web Recharge Tool
Tool is scheduled to go-live on January 19.  Current iteration of the tool meets minimum requirements and will not be fully integrated with EACS for all roles.  Given the intensive set-up, I am asked to prioritize our recharge services to determine those that are of highest priority for set-up.  A separate e-mail will follow regarding roles, names, etc. to provide the system SAA.

Oracle Procurement Requests
Some units utilize Oracle Procurement for labs to request items where the unit procurement team then decides if the purchase will be made via PO, Procard or punchout.  As of now, we are asked to eliminate the use of ‘K’ projects in the COA because when the ‘K’ is used a PO is automatically generated without regard to the procurement method that will be used.  This has led to some cases of double payment to vendors, receipts against POs that should not have been made, improper closeout of POs and more.  Campus is in discussion with Oracle to find a fix for this gap.  Our compliance to remove COAs with ‘K’ from the request is a temporary measure until a solution is identified and implemented.  We will continue to follow and will consider other operating models or boundary systems if a solution has not been identified in 90 days.

PCT Frequency
Posting of PCTs once each month is untenable for reporting and particularly troublesome when managing the closeout of grant funds.  Posting more than once per month requires coordination between Concur and Oracle that has been difficult to broker for various reasons.  That said, I’ve conveyed the importance of our increasing the frequency of this process, especially for a large research engine like CNAS.  Asirra has confirmed that she understands and is working with Concur on options to increase the frequency while reducing items that error out and thereby create longer delays.  Increased PCT frequency is a very high priority.

I23 Workload
CNAS is working with a couple of vendors who provide Oracle-knowledgeable/Oracle-trained contract staff to assist units in streamlining their processes.  We are looking for a capable and creative Oracle experienced individual to assist us with backfill for vacant positions, strategies for sharing or reallocating workload across units and helping us with best reporting methodologies.

More to come on these issues.  Please keep your feedback, questions and constructive complaints coming.

Thanks,
Jennifer

Jennifer Farias
Chief Financial & Administrative Officer
CNAS Deans Office | College of Natural & Agricultural Sciences
University of California, Riverside

Office:  951-827-6067  | Fax:  951-827-5104 | jennifer.farias at ucr.edu<mailto:jennifer.farias at ucr.edu>

[CNAS horiz logo transp bckgrnd]

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