Continuity of Service Nov 1-15, 2024

Urgent/Emergency Procurement Process

A continuity process has been established for urgent/emergency procurement needs which cannot be met via Pcard . It is referred to as the Urgent/Emergency Procurement (PO) Process.
 

The Urgent/Emergency PO Process is to be limited to procurement that directly affects:
(a) The health or safety of any person(s) or animal(s)
(b) The preservation or protection of property
(c) The continuance of necessary University functions
(d) Urgent procurement needs for which all actions can be fully completed between 11/1 and 11/15 

 
Information Sessions

Information sessions on the continuity process will be held on Thursday 10/24 at 2:00 pm and Tuesday 10/29 at 11:00 am that will address questions about the Urgent/Emergency PO process.
 

 
The Process 
  • The Urgent/Emergency PO Process is a manual process for campus stakeholders and Procurement and results in a temporary PO for order placement.
  • Using an Urgent/Emergency PO Request Form, campus units can request a PO for items that cannot be obtained using a Pcard.
  • Urgent/Emergency requests are to be submitted to emergencyporequest@umd.edu.
  • A Job Aid has been created to guide campus departments through the process.
  • Procurement will work with stakeholders to determine whether a submitted procurement request can be completed within the system downtime period.
  • For actions that are assigned a temporary PO by Procurement, the campus stakeholder is required to enter a new requisition in Workday, referencing the temporary PO#.
  • The requisition will route for workflow to Procurement and will be used to create the final purchase order for invoicing submission.
  • Actions that cannot be completed during the system downtime period will need to be entered in Workday after go-live.

 

For Supplier And Contractors Use During the Process

  • Only existing vendors can be used in the Urgent/Emergency PO process as required validations needed to create a new supplier cannot be performed during this time.
  • Suppliers and contractors have been informed about the temporary PO process.
  • Information provided to suppliers is available for campus units to view.
  • Process Flowchart  has been created for use during urgent/emergency needs.

    Information Session recording