Fall 2024 CU Marketplace Redesign

Additional Process Articles:

CU Marketplace: Scheduling a Soft Closed PO Report

CU Marketplace: Adding External Attachments to Requisitions

CU Marketplace: Retrieving an in-Process Purchase Requisition or Payment Voucher Form

CU Marketplace: Searching for Requisitions

CU Marketplace: Searching for Purchase Orders

• Creates a more intuitive buying experience by reducing the number of “clicks” to get to commonly used forms and processes
• Creates a more visually appealing landing page
• Eliminates duplicate information between Marketplace and the PSC website (guided buying)
• How-to guide information will be relocated to the PSC Knowledge Base for more streamlined content delivery

What changed and for who?

Marketplace Users:

• Will see a new landing page that offers easy access to our most used forms. This will provide a one-click experience.

• Creates an intuitive single-entry point (no more guessing on form type)
• Requests are filled out in an intuitive smart form like interface
• Greatly reduces customer confusion and re-work
• Reduces email traffic
• Increases ability to track compliance and supports ad-hoc data needs
• Enhance workflow capabilities based on purchase logic
• Modernizes an area long overdue for improvement

What changed and for who?

Shoppers/Requestors:

• Will use a single, intuitive purchase request form where all required documentation is clearly explained and requested before the purchase order can be submitted, streamlining the purchasing process.
• Will choose from an expanded commodity code list and will be prompted to answer additional questions and provide necessary documentation on the form, ensuring all relevant information is captured accurately.

Approvers:

• Will have increased visibility into the form questions and answers, enabling them to review and approve requests with complete and clear information.

• Eliminates a custom Marketplace software configuration, and replaces with software-delivered functionality, allowing for seamless future system enhancements
• Places policy guidance directly into the Payment Voucher form
• Reduces delays in processing submissions due to duplicate invoice numbers, missing documentation attachments, etc.
• Modernizes the process and creates efficiencies for Payables processors by eliminating the need for data re-entry (copy/paste) on form submissions

What changed and for who?

Shoppers/Requestors:

• Will use a new Payment Voucher form with guided questions that request all required documentation, clarifying the process, and reducing delays.

• Reduces the amount of information required by the requestor by limiting the required questions and attachments to the type of commodity being purchased
• Provides enhanced spend data for the PSC to negotiate more master terms and enterprise agreements
• Allows for workload balancing and a more consistent purchasing experience for the requestor

• Eliminates a custom CU Marketplace feature, and uses software-delivered functionality, allowing for seamless future system enhancements
• More appropriately matches the way the supplier will invoice the university, requiring less follow-up action by the department
• Improves the change order processes

CU is enhancing efficiency and aligning with procurement best practices by implementing an Auto-Close PO Process. Once fully matched, eligible Purchase Orders (POs) will enter a soft close state for seven (7) days, during which time further actions on the PO will be restricted. Following the 7-day period, the PO will be closed in PeopleSoft Finance. Note that all invoices on the PO must be in paid status for the PO to fully close. This automated process will ensure that all transactions are fully processed and will reduce the need to reopen POs.

• Enhances operational efficiency by automating the current manual PSC PO closure process, ensuring consistent and predictable PO closures.  
• Automatically closes Purchase Orders (POs) with a fully matched status, ensuring data accuracy and reliability.
• Reduces discrepancies and manual errors, maintaining data integrity.
• Will NOT apply to SPOs/Blanket Purchase Orders, including Construction and Sponsored Projects Subawards/Subcontracts.

Implemented in 2011, CU Marketplace largely remained unchanged.  CU had not taken advantage of the new functionality within the system and had not adopted best practices which can improve the user experience.  Customers were expected to be procurement experts to navigate the multiple form types. Navigation was cumbersome, often requiring multiple clicks to reach the necessary screen for entering requests. Additionally, the process did not require the necessary information during requisition intake which frequently led to rework and delays. 

Our goal is to reduce confusion and frustration for our customers by creating an intuitive buying experience. We aim to develop a requisition and payment process that minimizes rework by incorporating specific steps to ensure a complete record is submitted to the PSC for processing. Additionally, we seek to create flexibility in the requisition process allowing CU to adapt to changes in its business environment including Federal, State, and other regulatory requirements. Furthermore, we will enhance the workflow based on the goods or services being purchased. 

This initiative by the Procurement Service Center is supported by a working group comprised of the following CU staff members:

“I am excited for the completion and rollout of the new requisition process in Marketplace. The changes will make creating a requisition much easier and more intuitive for everyone. Working with this team has been a learning experience, and I appreciate everyone’s efforts to simplify the process. – Sherry McDonnell