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Aggie Enterprise: Creating New Efficiencies

Aggie Enterprise is coming to UC Davis, scheduled for go-live in July 2023.  This Oracle-based system will replace many of our current systems, including, but not limited to, the Kuali Financial System (KFS) and AggieBuy

UC Davis Finance & Business maintains an informational website on Aggie Enterprise that provides a high-level overview of the new system.
May 2022:  At this time, Supply Chain Management staff are meeting with the consultants and campus stakeholders in weekly meetings to determine the needs for our community of customers and to ensure that Aggie Enterprise meets our transactional and reporting needs.
We are currently looking at what data will (and will not) be transitioned from our current business systems to Aggie Enterprise.  This data conversion conversation also involves what KFS Purchase Orders will be transitioned to Aggie Enterprise.  We will continue to keep you updated.

This page provides information on how Supply Chain Management processes will change as a result of Aggie Enterprise. 

NOTE: As ongoing system development and testing continues, information below might change.  We recommend that you bookmark this page and refer back to it frequently as new processes are added.


User Interface Features

Search Functionality

The search functions in Aggie Enterprise will allow users to "customize" and "save" their preferred search criteria.  This can be very helpful, and a real time-saver, if you regularly run a search with the same criteria.  You can also hide search fields that you don't use, thus freeing up valuable space on your screen.

Routing Functionality

In Aggie Enterprise, most routing will continue as it has been in the Kuali Financial System (KFS) and in AggieBuy.

However, the ability to ad hoc route documents will not be available in Aggie Enterprise. We will keep you posted on other options that may replace the ability to ad hoc route documents.

Template Functionality

There will be a template functionality available for copying a previous Requisition and adding multiple item lines to a Requisition at one time.


Purchase Order Process Changes

What's Changing?

  • In Aggie Enterprise, you will be able to use the same system for purchasing items from our catalog suppliers, as well as purchasing against existing university agreements. We are hopeful that being able to do all of your purchasing in one system will make it easier to complete your purchasing activities and manage the resulting spend.

 

  • There will be a significant decrease in the number of commodity codes. Currently there are approximately 10K codes in KFS, but in Aggie Enterprise there will be approximately 150 purchasing codes from which to select for non-catalog purchasing.

 

  • The ability to initiate and process change orders will be available in Aggie Enterprise, but the process will be initiated via the Requisition document, and not the Purchase Order.

 

  • Purchasing will no longer occur in AggieBuy or the Kuali Financial System (KFS).  These systems will be decommissioned.
KFS Requisition + AggieBuy Requisition = Aggie Enterprise Requisition

What's Not Changing?

  • Just like with AggieBuy and the Kuali Financial System (KFS), each purchase will start with a Requisition in Aggie Enterprise.  The Requisition will require the approval of a fiscal officer, and the fully approved Requisition will generate a Purchase Order. 

 

  • You will still be able to order from the same suppliers that you have used in AggieBuy and against the same university purchasing agreements that you have used in the Kuali Financial System (KFS).  The way that you order from some of these suppliers may change.

 

  • You will be able to sort catalog items based on item description or by specific supplier.

 

  • Purchase initiators will have the ability to create a single Requisition to multiple catalog suppliers.

 

  • Purchases of restricted goods (e.g., controlled substances) and purchases over the delegated Automatic Purchase Order (APO) limit not citing a purchase agreement will still route to and require the approval of a buyer in Procurement & Contracting Services.

 

  • There will be the ability to create a favorites list ("shopping list") for easy access to re-ordering frequently-needed items.

 

  • Online Pre-Purchasing (OPP) systems will continue to be available and will interface with Aggie Enterprise.

 

  • Purchasing policies and supporting documentation requirements are also not changing as a result of the upcoming transition to the new system. Some processes will change, but the requirement to ensure each purchase is compliant with university policy will not be changing.

 

Additional Transition Notes

  • Active supplier records in KFS will be transitioned to Aggie Enterprise.
  • Open and active Purchase Orders in KFS will transition to Aggie Enterprise.  Run the Open Purchasing Orders (364) query in FIS Decision Support, and close any unneeded orders. 

Payment Process Changes

The discussion thus far includes improvements to the processing of payments issued against Purchase Orders and payments where no Purchase Order is involved.  Payments associated with an established Purchase Order will be processed/paid by central Accounts Payable staff.

Purchase Order

PO Payment Process Change Aggie Enterprise

 

Current Process Future State in Aggie Enterprise
Invoices are submitted to AP through multiple channels (e.g. email, USPS, Transcepta, PDF). Invoices are submitted through Oracle Business Network (OBN) inbox; standard route for all invoices.
Accounts Payable staff (and some departments) manually create invoices in the system. Central AP responsible for all invoice Invoices scanned with Optical Character Recognition (OCR), translates image to automatically generate an invoice.
Routing invoice to Fiscal Officer indicates receiving needs to be completed; Fiscal Officer cannot approve the invoice until receiving done by department. If receiving required, Oracle puts a “Hold” on the invoice and automatically sends notification to requester to perform receiving actions. Once received, invoice auto routes for approvals.

Non-Purchase Order

Non-Purchase Order Payment Process Aggie Enterprise
Current Process Future State in Aggie Enterprise
Departments initiate non-PO payments directly in system. Department will create service ticket request for non-PO payments, Central AP will initiate, ensuring consistent processing.
AP reviews payment requests as the last step of the workflow. After the department fiscal officer review, the payment request will be ready for payment.
Tax Reporting reviews payments that might require tax withholding. NO change.  Tax Reporting reviews payments that might require tax withholding.

Professional Reimbursement Processing

Employee reimbursements for professional expenses will continue to be processed in AggieTravel.

Travel Payment Processing

Travel payments (and travel arrangements) will continue to be processed in AggieTravel.  AggieTravel will continue to be available and interface with the new Aggie Enterprise system.


Supplier Record Management

Supplier record additions and modifications will be managed through an online customer request ticketing system, and entered by central SCM, or self-service by the suppliers using the Oracle Supplier Portal.


Mail Services Process Changes

There will be changes to the way a new departmental mail stop is added or modified once Aggie Enterprise is implemented at UC Davis.

Current Process Future State in Aggie Enterprise
1. Customer applies for a KFS Billing ID, which correlates to a KFS Account number
2. Customer fills out Mail Services Request Form to add billing ID.

3. Customer writes billing ID on envelope prior to submitting to Mail Services to add postage.
4. Customer can look up mailing charges on ledger by object code (i.e. 4401-UCDH Postage, 4402- UCD Postage). Charges are detailed on ledger (i.e. First class mail, number of pieces, total charge).
1. Customer goes into AggieLogistics to convert UCD Oracle COA into a barcode for each piece of mail or bundle.
2. Customer prints barcode on Avery labels, facing sheet or envelopes.
3. Customer submits mail piece to Mail Services to add postage.
4. Customer looks up postage charges on ledger (level of detail to be determined).
   

PI Payment Approval for Sub-Recipient Invoices

  • Currently, Principal Investigators (PIs) are required to approve subaward payments, but departments complete the process in various ways.
  • PIs receive payment requests for payments to federal awards.  PIs must review and approve payments to sub-recipients of federal rewards.
  • Aggie Enterprise will standardize and streamline the PI approval process, ensuring that appropriate documentation is available for audit and record keeping purposes.
Current Process Future State in Aggie Enterprise

Varying internal departmental processes exist (off-line) for PIs to review and approve.

Standard approach for all departments will be implemented.

Process is maintained by department administrative staff; disparate and inconsistent record keeping.

Process will be documented within the system’s approval records; providing standardized audit trail.

Manual process is in place.

Automated routing; approval initiated in Aggie Enterprise; routes to PI email for approval.

 


Reporting System Changes

FIS Decision Support (DS) will be deactivated as part of the Aggie Enterprise implementation.   We will keep you updated on how the archived data will be made available, as well as how the new data in Aggie Enterprise can be retrieved and reported against.


Preparing for Aggie Enterprise

Learn More Now About the New UC Chart of Accounts

Our UC Davis account structure and naming conventions are changing!  Learn more about these account changes that will be part of Aggie Enterprise.

Close Unneeded Purchase Orders

Run the Open Purchasing Orders (364) query in FIS Decision Support, and close any unneeded orders. 


Training

Online and instructor-led training options are being developed. This training will assist you with purchasing, accounts payable, supplier management, and logistics management.

Purchasing

The online training will provide the necessary foundation and background on Aggie Enterprise and how to process a catalog Requisition and will be suitable for all purchasers.

The instructor-led training will build upon the foundational skills and assist those employees who may be required to process more complicated purchases (agreements, non-catalog orders, etc.).

Accounts Payable

More information coming soon.

Supplier Management

More information coming soon.

Logistics Management

More information coming soon.


Resources