Procure to Pay Schedule
The Procure to Pay Project aims to make purchasing and paying for goods and services across the University easy, transparent, and efficient. Updates to the existing process will eliminate paper requisitions and forms, better align purchasing practices with institutional goals, and save the University time and money.
Who will be Impacted?
All University departments including the Medical Center that procure goods and services through 312 Requisition and Payment Request Forms (F4).
Implementation Schedule (subject to change):
Early User Acceptance Test) for non-catalog ordering – June 11, 2018
User Acceptance Test (catalog ordering) go-live was – November 18, 2018
Pilot 1 – 2/11/2019, 2/18/2019, 2/15/2019
Pilot 2 – 4/15/2019, 4/22/2019
Rollout 1 – 7/15/19, 7/29/19, 8/12/19
Rollout 2 – 9/23/19 (School of Medicine and Dentistry)
Rollout 3 – 11/18/19 (School of Medicine and Dentistry, Strong Memorial Hospital, Medical Faculty Group)
Rollout 4 – 01/21/20 (Strong Memorial Hospital, Medical Faculty Group, Health Science Division)
Rollout 5 – 02/24/20 (all remaining departments)
How do I Find out When my Department will Go Live?
Submit a request to the P2P Service Center at: service.rochester.edu/procurement
Include your FAO or Cost Center and the P2P Service Center will provide you with your tentative go-live date (Note: The date is subject to change based on department readiness)
What Can I Do to Plan for this Implementation?
Regardless of your implementation date, begin planning for your departmental Implementation:
Identify initiators in Procure to Pay = Current initiators of 312 requisitions/SOLO Order placement/F4 Forms)
Identify approvers (FAO Procurement Manager, Cost Center Manager) in Procure to Pay = Current approvers who sign requisitions and F4 transactions)
What Should I Expect with the Implementation?
Approximately 2 months prior to your scheduled go-live date, the Procure to Pay Project Team will reach out to you requesting identification of departmental initiators and approvers.
Upon receipt of the list of initiators and approvers, an email from the Procure to Pay Project Team will be sent requesting they complete appropriate MyPath Training based on their role (Initiator or Approver) prior to their go-live date. See P2P Training section for training information.
Upon completion of the MyPath Training, notification will be sent from the Procure to Pay Team to register for optional instructor led training prior to go-live (see classes below).
- Creating Requisitions (312 Requisition and SOLO Replacement)
- Supplier Invoice Request (F4 Replacement)
One week before the scheduled go-live, notification will be sent from the Procure to Pay Team with final instructions including a link to the Production Environment for Go-live Day and notification regarding the installation of the Walkme Job Aid on your PC.
The week prior to the scheduled go-live, a meeting notice will be sent from the Procure to Pay Team for optional daily 30-minute conference calls with the P2P Team for two weeks upon your go-live date. These provide an opportunity to ask questions and listen and learn from others. The Procure to Pay Team will also demo a daily Tip/Trick with the P2P System during these calls.
If additional support is desired after the go-live date, P2P Wednesday Workshops (2 hour sessions in College Town) are also available for staff to participate in. These workshops are intended for hands on experience with the Procure to Pay Team to address any questions (i.e. Resolving Invoice Match Exceptions, how to transition your blanket order to P2P, how to run reports, etc.) or issues they may be experiencing. Staff can register for these sessions in MyPath.
Questions regarding the Go-Live Schedule and process can be directed to the Procure to Pay Service Center:
Service Desk: service.rochester.edu/procurement