The transition to Workday will impact procurement processing. Below are important details on the transition to Workday for requisitions and Purchase Orders, Shell Shop, and Pcard. This guidance is for the UMCP, UMCES, USMO, and USG procurement community.
Workday goes live on November 15, 2024. Procurement customers should plan their purchasing needs in advance. Find key cut-off dates and lead time for purchasing needs at Elevate Last Day Activities. Campus customers are urged to submit and approve purchase requisitions by these deadlines to ensure conversion to Workday. Requisitions not approved by the dates listed may not convert to Workday and may require re-entry in Workday after ‘Go Live’.
- NOTICE to Contractors and Suppliers: Upcoming change to financial system.
Things to remember
- While the PO Amendment cutoff date to POAmendments@umd.edu is 10/24, early submission of Purchase Order Amendments by Thursday 10/10 provides additional lead-time for the amendments to be completed. If an amendment is submitted on or before 10/24 and it is too complex to complete by 10/31, it will require entry in Workday beginning November 15.
- Campus units should print all delegated POs that are in a ‘pending print’ status. Procurement prints POs as they are completed as the last step in KFS.
- You can use PCard for routine procurements, use urgent manual procurement process for new actions that can be completed before November15, and hold all other actions until Workday is live.
- You can also visit the Drive to Go Live page on the Elevate website for additional information about dates leading up to the Workday launch date of November 15 for various legacy systems.
We urge you to take action at the earliest possible time for all Purchase Order and Shell Shop activities. Our team will be very busy the last week before the October 31 cut-off date.
- KFS will be replaced by Workday.
- Campus departments can continue to use Pcard to place routine, low dollar orders during the period when KFS is closed and Workday is not yet available for use.
- Shell Shop will be disconnected during the transition to Workday (after 5:00pm October 25 – November 15) for existing UMCP and USG users. Workday goes live on 11/15.
- Shell Shop Suppliers:
A couple of Shell Shop suppliers will not be available with catalogs in Shell Shop when Shell Shop goes live. Supplier catalogs will become available after confirmation that they are successfully connected to Workday.
For urgent procurement needs which cannot be met via Pcard, a continuity process will involve procurement staff manually re-entering data in Workday so that urgent requests can be completed between November 1 - 15. Campus departments will need to work with Procurement regarding urgent needs as the process is done by hand and will require duplicate efforts for the campus unit and Procurement.
Requests that Procurement determines cannot be completed during this period, and "after-the-fact" requests, will be returned for entry in Workday following go-live.
Pcard use will remain available during the transition to Workday, however the transition to Workday has impacts on Pcard cutoffs for October and November. There will be no increases to transaction limits for this period and cardholders are reminded not to split procurements to use the Pcard.
With the transition to Workday, PCMS will be replaced by Workday.
There will be a short period of time to complete Pcard reconciliations and sign off for the final October billing cycle Pcard transactions, and reduced time to reconcile November Pcard transactions once Workday is live.
Pcard Purchases
Campus departments can continue to use Pcards to place routine, low dollar orders during the period in which KFS is closed (November 1-14) and Workday not yet is available for use.
Concur Travel (UMCP, UMCES, USM, USG, UMES)
Concur will continue to be available during the transition to Workday, with some deadlines earlier than normal. Check Elevate Last Day Activities for cut off dates.