Standing Purchase Orders Dashboard

Purpose

The following guide is intended for employees to view and/or complete the following action:

· Answer business questions using the Standing PO Dashboard

Prerequisite

· Orbit Link: Orbit (uchicago.edu)

Terminology

· KPI: KPI stands for key performance indicator, a quantifiable measure of performance over time for a specific objective. KPIs provide targets for teams to shoot for, milestones to gauge progress, and insights that help people across the organization make better decisions.

 

· Smart Form Name: The Smart Form name represents the type of form a user leverages to create a requisition. The purpose of the smart form is to aid in identifying the purpose for specific transactions.

 

Potential LOV (list of values):  

· Goods - After the fact 

· Goods - noncatalog 

· Payment request 

· Residential properties  

· Services – non catalog  

· Standing Order  

· Subaward

Examples:  

· A standing PO is issued if you have recurring requirements to purchase goods or services from a supplier during a specific period of time. For examples, bottled water deliveries, plant rental services, or temporary staffing services.

Business Questions

Analysis Question

· How many Standing Purchase Orders have been created during a specific period of time?

Transactional Questions

· When was the Purchase Order created?

· Is the Purchase Order fully paid? How much is left to invoice?

· Which Supplier or Organization is associated with the Purchase Order?

Accessing Change Order PO Workflow Dashboard

1. Input your username and password. Select Login to access your Orbit account.

2. Navigate to the Reports tab on the left side of the screen.

3. Navigate and select the Shared with me folder.

4. Select Procurement Dashboards.

5. Select Standing PO's Dashboard.

6. Standing PO's Dashboard is open. Move to desired business question.

 

How many Standing Purchase Orders are there Created for the Current Month?

1. Open Standing PO's Dashboard and confirm it is in its original state (no filters applied).

2. Navigate to the # Of Standing PO's Created in Current Month KPI. Business question is answered.

When was the Purchase Order Created?

1. Open Standing PO's Dashboard and confirm it is in its original state (no filters applied).

Filter for the desired PO using the Purchase Order Number.

2. Click into the filter.

3. Search for the PO and drag or double-click to Selected item(s).

4. Select Ok.

5. Navigate to the Standing PO's Details table.

6. Navigate to the Creation Date column. Business Question is answered.

Is the Purchase Order Paid

1. Open Standing PO's Dashboard and confirm it is in its original state (no filters applied).

2. Navigate to the Standing PO's Details table.

Filter for the desired PO using the Purchase Order Number.

3. Click into the filter.

4. Search for the PO and drag or double--click to Selected item(s).

5. Select Ok.

6. Navigate to the Standing PO's Details table.

7. Navigate to the Paid Status column. Business Question is answered.

Which Supplier or Organization is Associated with the Purchase Order?

1. Open Standing PO's Dashboard and confirm it is in its original state (no filters applied).

Filter for the desired PO using the Purchase Order Number.

2. Click into the filter.

3. Search for the PO and drag or double-click to Selected item(s).

4. Select Ok.

5. Navigate to the Standing PO's Details table.

6. Navigate to the Supplier column for the supplier the PO is attached to.

7. Navigate to the Organization column for the organization that the PO is tied to.