UNC Charlotte Facilities Management FM/FIS SOP 110 20 April ...

UNC Charlotte Facilities Management FM/FIS SOP 110
20 April 2009
Facilities Information Systems
Adding External Charges to a Work Request in Archibus
NOTICE: This standard operating procedure is available to view digitally on the Facilities
Management website: http://facilities.uncc.edu/Archibus/sops.asp
OPR: FM/FIS (Pamela Duff)
FM/FIS (Ray Dinello)
Pages 9
I. PURPOSE. This standard operating procedure (SOP) is a user reference for the UNC
Charlotte Facilities Management Division personnel. This SOP supplements the Work Request
Tutorial and Work Request Training Guide and Manual and references the Archibus Standard
Operating Procedures and the Facilities Business Office Policy and Procedures Manual; Policy
Statement 13. The purpose of this SOP is to establish the procedures utilized when external
charges are update and or used within Archibus Web Central.
II. SCOPE. Develop and implement standard operating procedures in accordance with work
request processes. Provide understanding of processes involved when external charges are
updated or recorded. Provide procedures that clarify these processes and ensure customer work
requests are initiated efficiently and, by following these standard operating procedures, enable
customer understanding of the work request process flows. This SOP applies to all Facilities
Management employees and UNC Charlotte Archibus Web Central system users.
III. RESPONSIBILITIES. Zone Shop Supervisors and Processing Assistants (PA) are
responsible for ensuring that external charge estimates are recorded accurately in Archibus Web
Central and for identifying cost changes on existing Purchase Orders and initiating Change Order
requests, as needed, for Work Requests before they are finalized and ready for billing. The
Facilities Business Office (FBO) Procurement and Grants Management Specialist and
Accounting Clerks are responsible for processing all Cost Actuals for External Charges and
Change Orders within Archibus Web Central and Banner.
Figure 1: Process Step: External Charges added to WR
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IV. PROCEDURES
1. Adding External Charges to a Work Request in Archibus. Once a Zone Shop
Supervisor has assigned craftspersons and issued a Work Request to be completed, the Zone
Shop Supervisor, PA or Technician may identify a product or service need that requires the use
of an External Charge such as a Purchase Order (Figure 1). All external charges must be added
before the work request is marked for bill and finalized for billing.
1.1. To add External Charge estimates to a work request, the Supervisor or PA will log into
Archibus, select the Building Operations Management activity, and then select the External
Charge task located under the Completion task heading of the Supervisor Role (Figure 2).
1.1.1. An external charge is any cost used that is not related to SDI stock or non-stock
parts. This type of charge would include Purchase Orders (Requisitions), Petty Cash and
Receiving and Stores.
1.1.2. Please Note: When External Charges are used, the work request must include the
Vendor Name, Banner Requisition number or Banner Purchase Order number.
1.1.3. The first External Charge entries should be added to a work request at the time
that the Zone Shop prepares the requisition, not when the PO number or Banner number
information is provided later.
1.1.3.1. Making the first entry concerning an external charge helps ensure that the
charges are not missed during the review process, before they are entered into the ready to bill
status. The entry can be updated with the PO and Banner numbers when the information
becomes available.
1.1.4. Using the first entry process will avoid having to create a new work orders to post
charges to when a work request goes all the way through to billing process without having an
external charge properly entered. As long as existence of an external charge is noted, there is a
fail-safe within Archibus Web Central to prevent the work request from going all the way
through to billing.
Figure 2: External Charge task
1.2. To post an external charge, the Supervisor or PA will first search for the work request
using the mini console or by opening the main work request console. After locating the work
request, open it by clicking on the Work Request code; the Work Request information including
number and costs displays in the Work Request Summary section of the windowpane (Figure 3).
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Figure 3: External Charges Work Request windowpane
1.3. Under the Select External Charge Summary, select Add New (right hand corner). The
Add/Update External Charge window section will display (Figure 4).
Figure 4: Selecting the Add New External Charge button
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1.4. Select one of the External Charge types displayed in the drop down menu (Figure 5):
1.4.1. Purchase Orders (POs)
1.4.2. Petty Cash
1.4.3. Receiving and Stores
Figure 5: Selecting an External Charge type
1.5. After selecting the charge type, enter the Cost Estimated that is anticipated along with a
description of work and any other information to clarify the charge (Figure 6).
Figure 6: Charge type, cost estimated and description relating to the External Charge
1.6. Please note: When entering information into the Description for Estimated Cost field,
the type of charge selected will determine the data that is entered. These requirements are subject
to change based upon the Steering committee, department Directors or Zone Shop Supervisors
decisions.
1.6.1. Purchase Orders. The Shop Requisition number and the vendor name are entered.
1.6.2. Petty Cash. Enter the store (most of the Petty Cash transactions will be entered or
if already entered, enter the actual costs).
1.6.3. Receiving and Stores. Invoice number must be entered.
1.7. Once all of the required data fields for the External Charge have been populated, select
“Save” to save the entry; the Line item number/posting will be added in the Select External
Charge window (Figure 7).
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Figure 7: External Charge Line number added to Work Request
1.8. Shops may enter as many external charges as needed by selecting the Add New Button
again and then saving each additional item.
1.9. Editing an External Charge. To edit a saved/posted External Charge, select the edit
button beside the External Charge line number. The External Charge details will display in the
Add/Update External charge window for editing (Figure 8). Select the green up arrow on Shop
Document field to upload a supporting document.
1.10. The Check in New Document window will display (Figure 9). Select the Browse
button to view, search and upload the document. Select the Open button on the File Upload
window to upload the document the Check in New Document window.
Figure 8: Editing the external charge/Adding Shop Supporting Document
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Figure 9: Check in New Document window
1.11. Next, select the OK button to upload the document to the Add/Update External Charge
window (Figure 10).
Figure 10: Uploading the document
Figure 11: Saving External Charge edits
1.12. After adding the document and editing the External Charge, select the Save button to
save changes/additions (Figure 11).
1.13. Note: Once all the new External Change fields has been added to a work request, the
work request cannot be completed and ready to bill if the cost actual has not been applied. Once
work has been completed and the work request has been finalized, the work request is
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automatically assigned the “Waiting for External Charges” status and will not be sent to bill until
a cost actual has been applied.
1.13.1. Also, Please Note: The Facilities Business Office (FBO) will enter the Cost
Actual for the External Charge before billing; once this occurs, the Charge Type field will
become un-editable.
1.1.1. Cancelling External Charges. To cancel an External Charge, indicate the
cancellation in the Description for Estimated Cost box, and save the edit (Figure 12).
Figure 12: Cancelling an External Charge
1.1.2. The changes will post to the Description field and the Total field.
1.1.2.1. Please note: The FBO must be notified of the cancelled External Charge. FBO
will then enter the cost of $0.00 and update the External Charge status to Cancelled, which will
void the External Charge (Figure 13).
Figure 13: Cancellation notice saved to the Description field
2. Purchase Requisition (PO) Processes. Specific processes must be followed when a
Purchase Order (PO) is used for the purchase of a product or service.
2.1. The Zone Shop Supervisor completes the Purchase Requisition Form including all
necessary information:
2.1.1. Account Number
2.1.2. Department
2.1.3. Delivery Information: Mark For, Location, Telephone Number
2.1.4. Project Number, if applicable
2.1.5. Work Request Number
2.1.6. Reimbursable Information
2.1.7. Requested Delivery Date
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2.1.8. Description of item
2.1.9. Unit of measure
2.1.10. Quantity requested
2.1.11. Unit Price
2.2. The Zone Shop Supervisor or PA will enter the external charge cost estimate into
Archibus following the process steps for Adding External Charges in Archibus (Section 1).
2.3. Purchase Order Approvals. Purchase Requests must be approved at the appropriate
level and all approvals depend upon the purchase order amount:
2.3.1. $1 - $999: Supervisor approval.
2.3.2. $1,000 - $4,999: Manager approval.
2.3.3. $5,000 – up: Associate Vice Chancellor approval.
2.4. Approved Purchase Requests are hand delivered to the Facilities Business Office (FBO)
Procurement and Grants Management Specialist.
2.5. The FBO Procurement and Grants Management Specialist enters the purchase order
request information into Banner, sends an order confirmation to the requestor and requests a
Purchase Order from Purchasing via e-mail.
2.6. The Purchasing Office will issue the Purchase Order and then e-mail the requestor and
the FBO Procurement and Grants Management Specialist the PO number.
2.6.1. A hard copy of the PO is then sent to the FBO.
2.7. The FBO scans the PO into the Archibus system and attaches it to the external charge
record as a PDF; a copy is then forwarded to the Shop/Zone Supervisor referencing the PO
Number in the e-mail subject line.
2.8. The Zone Shop orders the product or service specified in the Purchase Order and
notifies the FBO when the product or service has been received.
2.9. The FBO Procurement and Grants Management Specialist posts the external charge
actual cost and attaches the scanned invoice and PO into Archibus.
2.10. The FBO Accounting Clerk enters the receiving information into Banner and the
External Charge is filed.
3. Petty Cash Process. There are occasions, usually emergency situations, when petty cash
must be used for purchases.
3.1. During those times, the Shop Zone will identify the emergency purchase need that does
not exceed a cost of $100.00.
3.2. The Zone Shop representative will go to the Facilities Business Office and complete a
Petty Cash form.
3.2.1. All required fields must be completed on the Petty Cash form:
3.2.1.1. Work Request Number
3.2.1.2. Shop Code
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3.2.1.3. Account Number
3.2.1.4. Description
3.2.1.5. Requestor Name
3.3. The Petty Cash is then given to the Shop Zone representative.
3.4. The FBO will log the cash transaction into the ledger.
3.5. The Zone Shop makes the purchase and submits the purchase receipt with the
Supervisor signature along with any change to the FBO office.
3.6. The FBO Accounting Clerk will post the Petty Cash External Charge in Banner.
4. Change Order Process. Change orders are used when an existing External Charge
Purchase Order or Blanket Purchase Order requires modification.
4.1. When modifications to current Purchase Orders occur, the changes must be tracked.
4.2. The Zone Shop will identify any pending changes to an existing Purchase Order or
Blanket Purchase Order.
4.3. The Zone Shop Supervisor or PA will then complete the Change Order Request form.
4.4. The Zone Shop Supervisor must approve all changes that revise the total Purchase
Order cost if the total is within the Supervisor’s approval authority.
4.5. If the revised cost exceeds the Supervisor’s authority level, the Change Order Request
is forwarded to the Maintenance and Operations (M & O) Director for approval.
4.6. The Shop/Zone Supervisor or PA updates/edits the Purchase Orders’ estimated cost
information within Archibus.
4.7. Once the Change Order Request has been approved, it is submitted to Purchasing and
the FBO Procurement and Grants Management Specialist.
4.8. Purchasing will generate a Change Order directly related to the original Purchase
Order.
4.8.1. The Procurement and Grants Management Specialist will then post the actual
external charge information into Archibus as the invoices against the Purchase Order and Change
Order are received.
4.8.2. A copy of the scanned invoice will be attached.
4.9. The FBO Accounting Clerk will then modify the information they receive in Banner if
additional lines are added to the Purchase Order as a result of the Change Order.
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