Remaining Yearend Deadlines

Departments are reminded of the remaining procurement deadlines. Goods and services must be received and/or rendered by Thursday, June 30th. Departments must aggressively track their FY22 purchasing transactions and perform timely follow-up and expediting activities with suppliers as may be required. Departments must take into consideration the supplier’s quoted delivery times when submitting orders for processing.

Procurement Services does not assume responsibility for or guarantee the timely processing of late or incomplete FY22 requisitions.

Next Fiscal Year Requisition Type

Departments are reminded that the Requisition Type for FY2023 requisitions entered now should be Next Fiscal Year Purchase/Contract (NFY). This applies to purchases for the time period of July 1, 2022 – June 30, 2023.

Supply Chain Shortage

There are nationwide supply chain issues which, unfortunately, are causing delays and extended delivery times. Please account for this when planning your procurements. For items in which there are shortages, prior to order placement, it’s strongly suggested to contact the supplier on lead times/delivery if specific delivery dates are required.

Department Approvals for Requisitions/Attachments

When a requisition has been submitted to Procurement Services, this certifies that the submitting department has reviewed and approved all documentation that is attached/ associated with the requisition. This includes all quotations, contracts, supplier letters, scope of work/services, pricing schedules, anything related to the purchase. Once received, Procurement Services will review procurement-related tasks, but it’s important that departments review and agree to all documentation prior to submitting to Procurement Services.  

Procurement Transaction Mass Close Actions

Mass Close of Punch-out Catalog Purchase Orders

Procurement Services conducts a mass close of all punch-out catalog purchase orders that have been fully paid on a quarterly basis. Purchase orders for punch-out catalog items with a zero-dollar ($0) balance will be caught in this close. Any purchase orders for punch-out catalog items with a remaining balance will need to be manually closed. Details on requirements to request PO closure and more can be found on the Workday Procurement FAQs webpage.

Mass Cancel of Draft Requisitions and Receipts

All requisitions for catalog items that are in draft status for more than 30 days will be automatically canceled. This only applies to punch-out catalogs, requisitions for non-catalog items will remain untouched. A job aid is available at the link below to assist departments with canceling non-catalog requisitions in draft status. Note: The task must be completed by the Requester.

All receipts for punch-out catalog and non-catalog items in draft status for more than 30 days will also be automatically canceled. A job aid is available at the link below to assist departments with canceling receipts. Note: The task must be completed by the PO Owner.

Office Depot Rebrand

Office Depot has rebranded as ODP Business Solutions.

Over the last few weeks, you may have noticed a visual change in Workday and on the Procurement Services website with regard to Office Depot. The Workday punch-out catalog has been updated to reflect the rebranded company name "ODP Business Solutions." Beyond the cosmetic branding change, there is one significant change to the contract in that the Office Depot retail stores are no longer covered under the LSU/ODP Business Solutions contract for office supplies. While most of all items available in the retail stores will continue to be available for purchase through the Workday catalog, in-store/same day pickup or in-store print services are not available and are subject to normal procurement rules. LSU will continue to receive the same level of service and product quality as previously received when the company operated under the Office Depot brand. There will continue to be no disruption in order placement or invoicing, and delivery will continue as expected. There is new ODP Business Solutions customer service contact information listed on the ODP Business Solutions landing page in Workday.

Staff Recognitions

LSU Procurement Services would like to recognize the following staff members for their milestone years of service.

Rose Bourg - 40 years         Linda Hebert - 35 years

We thank them for all their hard work and dedication over the years.

Inventory Progress Check

The 2022 inventory cycle is well underway, having begun on February 23rd. Please take a minute to check on your organization’s progress to ensure timely completion.

As a reminder, your Asset Custodian is responsible for coordinating the inventory effort. By June 30th, all buildings/rooms should have been visited and all assets scanned, after which the Asset Custodian’s focus will turn to researching and locating anything still outstanding and certifying their results no later than September 16th. The final step is review and certification by Department Heads by October 14th. Department Heads should plan for prompt review following the AC certification, leaving enough time to address any issues prior to the October 14th deadline.

Please take a moment now to view your organization's inventory status as outlined below and take any necessary action to ensure it is completed on time.

• Sign into myLSU
• Click Financial Services > Inventory Scanning Application. Once the Inventory Management page opens, you will land on the “Inventory List” tab
• Click the “Track Progress” tab to view the current status of inventory for each of the Cost Centers for which you have responsibility.
• The “% Located” column is the key progress indicator. The columns “# of Newly Unlocated” and “$ Newly Unlocated” reflect the assets that were located last year, but which have not yet been found this year. This is the number that will be reported to the state this year as newly Unlocated if they are not found prior to certification.

NOTE:  Track Progress is available only to employees with the Workday roles of DEPARTMENT HEAD, ASSET CUSTODIAN, or COST CENTER MANAGER.

Diverse Supplier Request Form

The Diverse Supplier Request web form must be used to request a diverse supplier recommendation. Departments should first search Workday to locate diverse suppliers using the Find Diverse Supplier report. Additional diverse supplier database resources are available on the Finding Diverse Suppliers webpage. The request form will route to the Supplier Diversity Office for assistance in locating diverse suppliers or a waiver.

Note: There is a 72-hour turnaround time for processing requests. Departments will be contacted as soon as possible should additional information be needed.

Procurement Roundtable 

Thank you to all that attended the Procurement Roundtable in January. All presentations, recordings and resources are posted to the Procurement website and are now accessible at the link below. 

Next Meeting

The next Roundtable will be July 26, 2022 at 2:00 PM. 

Training Session Rescheduled

The Supplier Management training session has been rescheduled to Thursday, June 16, 2022 from 1:30 - 2:30 PM. Click the button below to access LSU's Training and Event portal for registration.