SuperQUOTE™ Training for RCUH Purchasing System Users

SuperQUOTE™ is widely used by the University of Hawaii to obtain electronic, web-based online price quotations for goods, services, and construction.

 

But did you know that it’s available for optional use by RCUH purchasing system users?

 

Join us for a training session delivered by SuperQUOTE™ developer, CommercePoint:

 

DATE:            Wednesday, April 9, 2014

 

TIME:             8:30 a.m. to 9:30 a.m.

 

LOCATION:  UH Manoa Law School, Classroom 1

 

Seating is limited. To sign up, please email [email protected]. For groups, a single list of attendees’ names and email addresses may be submitted. We will email a confirmation of your seat reservation and the materials to bring with you to the training.

 

For more information about SuperQUOTE™, visit https://www.commercepoint.com/

 

This meeting is accessible for individuals with disabilities. To request an accommodation due to your disability, please contact Gayle Hamasaki at (808) 956-7763 or email [email protected] at least one week prior to the session.

 

REMINDER: RCUH Procurement/Disbursing Service Quality Survey

 

REMINDER:  Survey closes on March 31, 2014.

 

Here’s a re-posting of our March 7 Current News item:

Serving you is the reason RCUH exists.  We are constantly striving to improve our level of service.  The RCUH Procurement/Disbursing Department would like to hear from you.  Please tell us about your experience with the quality of service provided to you.

 

A survey is being sent via email to several listserve groups.  We are also making the survey available here and welcome your input (by March 31, 2014 please).  While the survey may appear rather lengthy, our goal is to obtain complete and meaningful input. The link below will take you to the survey.

 

 

https://www.surveymonkey.com/s/PYWSSPK


Thank you in advance from the RCUH Procurement/Disbursing Department for your time and input.

 

Old Purchase Requisition Function Will Be Disabled in ONE MONTH

The new Purchase Requisition function has been available since January 2014 and has been widely used.  The feedback received is that it is even more user friendly than before.  The software used to modernize the PO creation screens is very intuitive, so extensive training was not needed in order to become proficient in using the new screens.

The 3-month trial period when both the new and old systems were available for your use will be coming to a close shortly. We will be fully migrating over to the new Purchase Requisition function on April 18, 2014, 10:00pm (1 month from now).  At that point, the old Purchase Requisition screens will no longer be available.

While using the new PO creation function is self-explanatory, the Release Notes and a short video explaining the new features will continue to be available for your use.

For additional background, you may refer to the earlier notices:
■    January 18, 2014 — RCUH Financial System Modernization
■    February 22, 2014 — New Function in Create PO Beta Application

If you have questions or need help, please contact Rick Fujioka.

Export Controls Training in Hilo, April 30, 2014

TO:    RCUH Employees Located in Hilo, HI

The UH Office of Export Controls (UH OEC) will be offering training for UH and RCUH personnel located in Hilo on Wednesday, April 30, 2014.

If your job duties may involve materials and/or technology that are controlled by US export regulations, training on how to identify and report export control scenarios is recommended.

Three training sessions will be held on April 30, 2014 at the University of Hawaii at Hilo. Two sessions will focus on PI/Researcher responsibilities, and the other will focus on the responsibilities of Administrative Staff.

Training for PIs/Research Staff
10:00 am to 12:00 noon
University Classroom Building, Room 127

Training for Administrative Staff
2:00 to 3:30 pm
University Classroom Building, Room 127

Training for PIs/Research Staff
3:30 to 5:30 pm
University Classroom Building, Room 127

We encourage you to take advantage of this training opportunity.

To RSVP, please contact Lauren Murai, Export Controls Assistant, at [email protected] If you have any questions, please contact UH OEC at 808-956-9036.


http://www.hawaii.edu/offices/export/

export+controls+image

RCUH Procurement/Disbursing Service Quality Survey

Serving you is the reason RCUH exists.  We are constantly striving to improve our level of service.  The RCUH Procurement/Disbursing Department would like to hear from you.  Please tell us about your experience with the quality of service provided to you.

 

A survey is being sent via email to several listserve groups.  We are also making the survey available here and welcome your input (by March 31, 2014 please).  While the survey may appear rather lengthy, our goal is to obtain complete and meaningful input. The link below will take you to the survey.

 

 

https://www.surveymonkey.com/s/PYWSSPK


Thank you in advance from the RCUH Procurement/Disbursing Department for your time and input.

 

 

 

 

New RCUH Procurement & Sourcing Services Manager

 

Galen Kuramoto retired from RCUH as of Friday, February 21, 2014.  We thank Galen for his many years of dedicated service. 

 

 

 

The new Procurement & Sourcing Services Manager is Greg Schlais.  Greg previously served as Vice President and General Counsel of Kai Medical, Inc. and was a corporate attorney with Carlsmith Ball, LLP. 

 

 

 

Greg may be reached at [email protected] or 956-3969.  He looks forward to working with all of you.  Thank you.

 

 

 

New Function in Create PO Beta Application

As part of our financial system modernization, as announced in our January 18, 2014 Current News, we have added a function in the “Create PO Beta” application.

 

 

  • Users will now be able to create a new vendor for the PO Beta form.

 

  • Easier to see error messages on the Vendor Registration.

 

  • Attachment function is now on vendor form, instead of a separate page.

 

 

In addition, based on feedback from many of you, additional modifications to the PO Beta application were made and include:

 

  • Vendor Search results will display a ‘max results reached’ message to inform the user that there are too many results to display and that they would need to enter more for their search.
  • For those with default information (like shipping address) set up for their username, the PO Beta form will pull that information in.
  • ‘Back to RCUH Portal’ and ‘Logout’ links were added to the Beta forms to help users go straight to the RCUH Portal Page or log out, respectively.

  • ‘Cancel’ button was added to the bottom to allow users to leave the PO Beta form.

If you haven’t yet used the “Create PO Beta”, we encourage you to do so.  We are confident you will find it easy to use.

 

 

 

We hope you find this new feature helpful.  Please continue to provide us with feedback ([email protected]).  Thank you!

 

Elimination of Duplicate Vendor Records

On Wednesday, February 19, 2014, we will be purging from our system duplicate vendor records containing the same name and address.  If you are unable to locate a vendor record that you have used in the past, please be assured that there is a usable vendor record in our system that has the same exact information.

 

 

If you have any questions, please contact RCUH Fiscal Services at [email protected].   Thank you.

 

Assistance with Re-Creating Missing PO Payment or Travel Completion

In reference to our 1/22/2014 Current News item re Problem with Payments Function Resolved, if you require assistance with recreating a travel completion or PO payment for a PO that is no longer listed in the Open PO list, please contact Rick Fujioka at 988-8346 or [email protected].

 

Thank you.

————————–

January 22, 2014 

UPDATE  – System Working — Problem with Payments Function Resolved

 

The online payment system is now operating.  Payment transactions can be created and approved.

 

We encountered a system error on Tuesday, January 21, 2014 that affected online payment transactions from 4:00 pm Monday, January 20, 2014, to 1:55 pm Tuesday, January 21, 2014.  Payments that were created during this time period are no longer in the system and will have to be recreated.  Payments that were changed or submitted for FO approval will have to be reprocessed.  Due to this system error, checks were not printed on Tuesday, January 21, 2014.  

  

We apologize for the inconvenience this may have caused you and thank you for your patience and understanding.

 

Revisions to P&P – 2.120, Sole Source Purchase, & 2.125, Cost or Price Reasonableness

1.  RCUH Policies and Procedures 2.120, Sole Source Purchase (previously titled Non-Competitive Purchases), has been revised to add policy details and responsibilities for the Principal Investigator and Fiscal Administrator.

 

Attachment 2, Sole Source Justification, has undergone a slight cosmetic change.

 

 

2.  RCUH Policies and Procedures 2.125 Cost or Price Reasonableness (previously titled Cost or Price Analysis), has been revised.

  • Reorganized the presentation of policy details.
  • Added responsibilities for the Principal Investigator and Fiscal Administrator.
  • Added samples of price analyses.

 

  • Added a sample cost analysis.


Attachment 1, Determination of Cost or Price Reasonableness, has been revised as well.

  • Added a purpose for the form and instructions for completion of the form.

 

  • Updated the expenditure condition for competitive proposals from one (1) proposal to all proposals.

 

  • Added professional services procurement and extension of an existing contract past its initial term to the list of expenditure conditions.

 

  • Added an approved signature line for the Designated University Official / Fiscal Administrator.