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FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, CATEGORY CODES, REQUISITION WORKFLOW, AND REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY APPROVALS RADIOACTIVE, LASER & X-RAY APPROVALS Purchasing & Contract Management, Financial Info Systems & Reporting, and Environmental Health & Safety Offices

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Page 1: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

CATEGORY CODES,CATEGORY CODES,REQUISITION WORKFLOW, ANDREQUISITION WORKFLOW, ANDRADIOACTIVE, LASER & X-RAY RADIOACTIVE, LASER & X-RAY

APPROVALSAPPROVALS

Purchasing & Contract Management,Financial Info Systems & Reporting, andEnvironmental Health & Safety Offices

Page 2: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

AgendaAgenda• Category Codes• Requisition Workflow• Special Approvals

o Radioactiveo Lasero X-Rays

Page 3: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

What is a Category What is a Category Code?Code?

• The NIGP Commodity/Services Code is an acronym for the National Institute of Governmental Purchasing’s Commodity/Services Code.

• The NIGP Code is a coding taxonomy used primarily to classify products and services procured by state and local governments in 33 states (including Georgia) and thousands of local entities within North America.

Page 4: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

What Is It Used For What Is It Used For and Why Is It and Why Is It Important?Important?

• The NIGP Code is commonly used to classify vendors and to track spend data for use in strategic sourcing and spending analysis. These codes are incorporated into PeopleSoft and Health eShop for use in eProcurement.

• Categorization, reporting, and transparency are all key goals and benefits of this coding structure.

• The PeopleSoft eProcurement Approval Workflow Engine uses the Category Codes to determine the approval routing for requisitions for special approvals.

Page 5: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

Code StructureCode Structure• The first three digits represent the “Class”

• The next two digits represent the “Item”

• For example: Let’s say we need to buy a table for the laboratory:Furniture for Labs = 415Tables for Labs = 91

• Thus, the complete category code = 41591

Page 6: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

Tools To Assist With Tools To Assist With Choosing Correct Category Choosing Correct Category

CodesCodes• Use the one from Texas:http://www.window.state.tx.us/procurement/com_book/commall.html

• Use the one from DOAS:https://ssl.doas.state.ga.us/PRSapp/PR_nigp_list.jsp?

whereFrom=secure

• Use the listing of Category codes and account codes on the website:

http://www.gru.edu/finance/peoplesoft/documents/nigp_category_codes.xls

• Public Query – MCG_ITEM_CATEGORY_CODES

Page 7: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

Most used Category Most used Category CodesCodes

Physical Goods:11505 – Biochemicals11515 – Radioactive Chemicals20453 – Desktops20454 – Laptops / iPads20674 – Laser Printers208xx – Software for Computers42506 – Metal Chairs42507 – Wood Chairs425xx – Office Furniture

Services:92419 – Educational Research Services92045 – Software Maintenance/Support 938xx – Laboratory Equipment Maintenance96246 – Installation96256 – Moving Services96286 – Shipping/Freight

Page 8: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

PointersPointers• Important: Please make sure the code you

select is in the correct class (first 3 digits).• Important: Services typically begin with 9• Important: Do not use the NIGP code of 00000.

It is invalid.• Important: Primarily for Health eShop, account

codes default from category codes. Thus, In Step #3 of creating a requisition, always double check your account codes before submitting your requisition.

• Important: Review your Workflow approvals, will your requisition route to the appropriate special approvals? Does it have a NIGP 00000 approval?

Page 9: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

How Does The Category Code How Does The Category Code

Affect My Requisition Workflow Affect My Requisition Workflow

Approval?Approval?• NIGP Category Code 00000 – Approved by Buyer• Asset Management – Approved by Fin Accounting• ITS Hardware – Approved by IT• ITS Software Approval – Approved by IT• Lab Animal Approver – Approved by LAS• Radioactive Approver – Approved by EHS• X-ray Approval – Approved by EHS• Laser Approval – Approved by EHS• SPA Approval – Approved by SPA Accountant• Buyer Approval – Approved by Buyer

Page 10: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

How to Check/Update Your Account How to Check/Update Your Account

CodeCode

Page 11: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

How How toto Check/Update Your Category Check/Update Your Category

CodeCode

Page 12: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

How How toto Check Your Workflow Check Your Workflow

ApprovalsApprovals

Page 13: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

Example of Approval for NIGP 00000 Example of Approval for NIGP 00000

Code Change and a Special ApprovalCode Change and a Special Approval

Page 14: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

Example of Approval Routing ErrorExample of Approval Routing Error

Page 15: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

When purchasing Radioactive Material, Laser Producing Devices, or X-Ray Producing Equipment/Devices, Correct Category Codes must be used for PeopleSoft to queue the requisition to the Radiation Safety Office for prior approval. Additionally, these items must be purchased via PeopleSoft and not on a P-Card.

Steps outlined help ensure regulatory compliance for Georgia Regents University when procuring these items.

Category Codes will be

Distributed as Handouts

Procurement of:Procurement of:Radioactive Material, Laser Producing Radioactive Material, Laser Producing Devices or X-Ray Producing Devices or X-Ray Producing Equipment/DevicesEquipment/Devices

Page 16: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

Procurement of Radioactive Material: Radiation Safety Office must track all radioactive material received and survey and document radioactive material packages within 4 hours of receipt. Additionally, prior to receipt the following items are verified by the Radiation Safety Office: •Authorized User is approved for requested radionuclide•Order does not exceed approved limits•Current training for the Authorized User and lab personnel•Appropriate dosimetry issued•Current instrument calibration•Approved lab for delivery point

In Health eShop verify the system automatically populates with a Category Code identified at the end of the presentation. In regular PeopleSoft only use the Category ID for Chemicals, Radioactive (11515). When entering order specify:•Isotope•Activity amount (millicurie-mCi/microcurie-uCi amounts)•Principal Authorized User's name and assigned Principal Authorized User #

List these items not pre-populated in the description under the Justification/Comments section. Do not change the default of Ship to Receiving, however verify the authorized lab # the material will be used in is indicated under Accounting Defaults Location.

Page 17: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

Radioactive Materials Commonly Used:

List of common radioactive material ordered (noted in parenthesis is the full name of the isotope) •C-14 (Carbon-14)•Co-57 (Cobalt-57)•Cr-51 (Chromium-51)•H-3 (Tritium)•I-125 (Iodine-125)•In-111 (Indium)•P-32 (Phosphorous-32)•S-35 (Sulfur-35)•Tc-99m (Technetium)•Tl-201 (Thalium)

Note Radioactive Material Must Receive an “R” PO# to flag the

Warehouse this is a Radioactive

Material Order

Page 18: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

Procurement of Laser Producing Devices: Requester must verify if a device or equipment order is an item that can produce Laser Emissions. Then obtain quote from Vendor and request laser Class specification. In PeopleSoft (under justification box on step #3 of requisition) include:

•Name of the Authorized User(s), if applicable•Laser Class•Quote

Procurement of X-Ray Producing Equipment or Devices:

Requestor must verify if device or equipment can produce x-rays. In PeopleSoft requisition include: Name of the Authorized User(s), if applicable (Enter in the justification box on step #3 of the requisition.)

Example: Class 1, 2, 3a, 3b, or 4 Laser

Page 19: FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive & X-ray Approvals CATEGORY CODES, REQUISITION WORKFLOW, AND RADIOACTIVE, LASER & X-RAY

FY2014 Category Codes, Requisition Workflow, and Laser, Radioactive &

X-ray Approvals

QuestionsQuestions