Aggie Enterprise: Impacts to SCM Processes

Aggie Enterprise, supported by Oracle Cloud Financials, is scheduled for go-live at UC Davis in January 2024, replacing the Kuali Financial System (KFS), AggieBuy and FIS Decision Support. This page provides information on how Supply Chain Management processes will change as a result of Aggie Enterprise. 

Aggie Enterprise Logo

 

Page Last Reviewed: Friday, January 27, 2023

In addition to the information provided on this page, the Aggie Enterprise website provides an overview of this business transformation initiative, system training and change management resources.


Purchasing Process

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

Catalogs will continue to be the recommended and preferred way of purchasing.   These purchases do not require review and approval by Procurement and Contracting Services; catalog purchases also ensure that you are fully covered under the university agreement terms and conditions.  Although AggieBuy will be deactivated after Oracle go-live (with a short time period of availability post-go-live for reporting purposes), most of the AggieBuy suppliers will be converted to Oracle.  You will also still be able to shop online, request will-call, and shop in-store at the AggieSupply stores (including Central Storehouse MRO Store, and Scientific Store, MRO).  There will continue to be both hosted and punch-out catalogs in Oracle.

Note: Open and active Purchase Orders and Purchase Agreements in KFS created after June 30, 2021, will transition to Aggie Enterprise.  POs not transitioned will remain in KFS where users should still be able to view them if necessary.  We are hopeful that any POs created in KFS on or before June 30, 2021 will not need to be re-created in Oracle  (Aggie Enterprise).

Current State Future State
There are two separate systems for purchasing, one for catalog purchasing (AggieBuy) and one for non-catalog purchasing (Kuali Financial System - KFS). In Aggie Enterprise, one system (Oracle) will be used for purchasing items from catalog suppliers, purchasing against existing university agreements and creating non-catalog and non-agreement orders.
There is a Purchasing User role in KFS and a Requisitioner role in AggieBuy for creating Requisitions. There will be a Requisition role that will allow users to create and submit catalog and non-catalog Requisitions and perform receiving functions. This role will be similar to the Purchasing User role in the Kuali Financial System (KFS) AND the Requisitioner role in AggieBuy. 
A window shopper role in AggieBuy allows all employees the ability to log in, shop, and assign a cart to an AggieBuy user with the Requisitioner role.

Unlike in AggieBuy, there won't be a window shopper role in Oracle. 

 

There are approximately 10,000 commodity codes in KFS. There will be approximately 200 purchasing categories from which to select for non-catalog purchasing.
Purchases in AggieBuy and in KFS start with a Requisition. Each purchase in Oracle will still also start with a Requisition.  The Requisition will require the approval of a fiscal officer, and the fully approved Requisition will generate a Purchase Order. 
Purchase agreements are available for use in AggieBuy and in KFS. Customers will still be able to order from many of the same suppliers they have used in AggieBuy, as well as purchase from the same university purchasing agreements they have used in KFS.  The ordering process from some of these suppliers may change.
Departmental Blanket Agreements are set up on the Agreement Request document in KFS.  The department purchases against the blanket agreement by citing the Agreement Number of the fully approved Agreement Request document on their Requisition document.

Departmental Blanket Requests will be established on a Requisition document. The initiator will identify that it is a blanket request. Once the Requisition is fully approved, the department can cite the approved Purchase Order when contacting the supplier to make purchases, and the supplier will invoice accordingly.

Please note that this new Blanket Order process will start in the Kuali Financial System (KFS) on 1/30/23.  

Accounts can be split by quantity or percentage of total order amount. Users will be able to split accounts by item quantity or by percentage of total amount of order.
In AggieBuy, users can create a favorites list ("shopping list") for easy access to re-ordering frequently-needed items. There will be the ability to create a favorites list ("shopping list") for easy access to re-ordering frequently-needed items.
Users can use an existing Requisition as a template for a new one. There will be a duplicate functionality available for copying a previous Requisition and adding multiple item lines to a Requisition at one time.
Purchases of restricted goods (e.g., controlled substances) and purchases over the delegated Automatic Purchase Order (APO) limit not citing a purchase agreement route to and require the approval of a buyer in Procurement & Contracting Services. 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.
In AggieBuy and in KFS, users can identify default delivery locations and and accounting codes. There will be a Requisition Preferences screen, which will allow users to set up default accounts ahead of time, as well as give each of those accounts its own "nickname," making it easier to process purchases without having to search for an account each time!  The Requisition Preferences screen will also allow users to easily save your most frequently-used delivery location.
Change orders are initiated via the Purchase Order document in KFS. The ability to initiate and process change orders will be initiated via the Requisition document, and not the Purchase Order.
The Online Pre-Purchasing (OPP) System interfaces with KFS and AggieBuy. The Online Pre-Purchasing (OPP) System will interface with the new system. If a department is currently using the OPP, they will be able to continue to do so when the new system goes live.

Routing Functionality

Below are highlights of Aggie Enterprise routing:

  • The ability for document initiators to ad hoc route documents will not be available in Aggie Enterprise.
  • Initiators will be able to withdraw a Requisition and edit it if needed, prior to it being reviewed or approved by other Aggie Enterprise users.
  • Approvers will be able to approve or reject a document, but will not be able to directly edit a document. 
  • In the Project Costing Details section, either the Project Number or Charge Account field must be completed.  These fields drive the necessary approval routing.  
    • The Project Number field will be used to track financial activity for a ‘body of work’ that often spans across fiscal years. Using this field will drive the routing to the Project Manager
      • The Project Manager will be able to assign temporary approvers for a set period of time, who can approve documents during the time the Project Manager is unavailable.  This functionality will be similar to the account delegate functionality that currently exists in AggieBuy and KFS.
    • If the Project Number field is not filled in on a document, the Charge Account field must be completed, and the Department Approver will receive the document in lieu of the Project Manager and be required to approve.
    • Either the Project Manager or Department Approver is required to approve each document; they are not both required to approve.
    • Note: The Project field in the Charge Account section is NOT the same as the Project Number field. 
      • The Charge Account Project is related to the General Ledger (GL), while the Project Number field is related to the sub-ledger known as Project Portfolio Management (PPM).
  • Special conditions routing (e,g, for equipment purchases that require review by Safety Services) will continue to be available in Aggie Enterprise.
  • Requisitions will automatically route to Tax Reporting and Compliance, Capital Asset Accounting/Equipment Management, based on the types of equipment cited, and whether or not certain tax indicators (such as the Research and Development Tax Exempt box) are checked.
  • Organization review routing (e.g. optional department routing for various dollar thresholds) will not be available in Aggie Enterprise.
  • The approver cannot also be the initiator of the document. The system will automatically enforce a separation of duties.

 

Invoice and Payment Process

Aggie Enterprise will improve the processing of payments issued against Purchase Orders, as well as payments where no Purchase Order is involved.  Invoices associated with an established Purchase Order in Oracle 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 Invoicing Module 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.

Receiving will be optional. Business rules will not be driven based on whether or not receiving is completed in Oracle. 

At the time a Requisition is created, a customer can opt-in to requiring departmental approval for all associated invoices. Standard functionality will require invoice departmental approval for transactions at or above $10K.

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.

Wire Transfer Processing

Non-AggieExpense (Travel) wires will be requested through Aggie Enterprise, through a call ticketing system. Unlike with the Kuali Financial System (KFS), payment and account information will not be entered directly in Aggie Enterprise by departmental users.

Professional Reimbursement Processing

Employee reimbursements for professional expenses will continue to be processed in AggieExpense (Travel).

Travel Payment Processing

Travel payments (and travel arrangements) will continue to be processed in AggieExpense.  AggieExpense 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.

Active suppliers/addresses for suppliers with payments processed from January 1st, 2022, will be converted to Oracle.  This will include the business classification information (e.g. small and diverse business classifications), payment method, and insurance information.

NOTE: Suppliers not converted to Oracle will need to be set up in Oracle through the future state process.


Mail Services Process

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).

Customers see the cost of postage, and surcharge, applied to their ledger monthly.

1. Customer accesses 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).

Customers will see the cost of postage, and surcharge, applied to their ledger daily.

   

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

There will be multiple reports available directly in Oracle for tracking purchasing, accounts payable, and supplier record activities. 

FIS Decision Support (DS) will be deactivated as part of the Aggie Enterprise implementation.    Timeline for deactivation is to be determined.   As information is confirmed, updates will be provided on how the archived DS data will be made available.


Preparing for Aggie Enterprise

1.  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.  And, we recommend reviewing and bookmarking the Segment Design and Definitions page for the new account structure.

Online training is now available for Getting Started with the New UC Davis Chart of Accounts and Putting It All Together: How The Chart Of Accounts Works With Oracle Cloud Financials. 

2.  Close Unneeded Purchase Orders and Purchase Agreements

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


Training

Online training is being developed. The training will assist with purchasing, accounts payable, and supplier management.

At this time, the following e-courses are being developed:

  • Getting Started with Purchasing in Oracle
  • Catalog Purchasing
  • Non-Catalog Purchasing
  • Purchase Order Amendments
  • Approving Purchasing and Accounts Payable Documents

Online resources for Accounts Payable and Supplier Management are also being developed.

NOTE: The completion of one or more of the purchasing e-courses may be required before access is granted to create and submit Requisitions.


Resources