Each year, SciQuest, the host company for Deacon Depot, provides three required product upgrades. The releases dates for 2013 are listed below.
13.1 Release – March 24, 2013
13.2 Release – July 21, 2013
13.3 Release – November 3, 2013
With each release, there will be periods of downtime while the system is upgraded. As we approach each release, we will provide users with more detailed information about what is included in the release as well as a more detailed timetable for when to expect the system to be unavailable.
Additionally, the Deacon Depot Learning Team will offer lunch & learn sessions for users to come and find out what will be new and/or different for each upgrade.
Members of the Deacon Depot Core Team will be attending a preview webinar on February 6th to learn more about what to expect with the 13.1 release. Once we know, we will pass that information on to our users via the listserv, user forum and newsletter.
A new contract between Wake Forest University and Office Depot has been negotiated! This new contract is a collaborative effort with Wake Forest Baptist Health, to create a single contract for all of Wake Forest University, and offers better pricing, a dedicated support representative, a renovated space in the Campus Bookstore, and a new web portal exclusively for students. We are already enjoying the new pricing structure, which provides an additional 15% off our already discounted pricing!
Two other important changes based on the new contract will go into effect on January 1, 2013:
1. Office Depot will be discontinuing the “old” site as of December 31, 2012. Beginning January 1, 2013, the only way to order from Office Depot will be through Deacon Depot. Staff from Procurement Services and Finance Systems will be reaching out to all departments not already live in Deacon Depot to get them transitioned by December 31st.
2. To be able to continue to take advantage of free shipping, as well as to support the University mission of sustainable practices, Office Depot is moving to a $35.00 minimum order requirement. A $9.95 shipping rate will be applicable for all orders that do not meet the $35.00 minimum.
If you have questions regarding these Office Depot changes, or would like to speak to someone regarding transitioning your department to Deacon Depot, we would love to hear from you! Please contact us.
The time is quickly approaching for the second of three annual upgrades from SciQuest Higher Markets, Inc., the host provider for Deacon Depot.
On July 22, 2012, Deacon Depot will be upgraded to version 12.2. Below, please find information regarding key dates related to the upgrade. As we know more, we will be passing along information on product enhancements delivered with this version.
June 22, 2012 – The 12.2 release will be promoted to user test environments. Test environments will be unavailable from Friday, June 22nd, 8:00 am through Sunday, June 24th, 12:00 pm.
July 20, 2012 – The 12.1 release will be promoted to the production environment. Production environments will be unavailable from Friday, July 20th, 10:00 pm through Sunday, July 22nd at approximately 12:00 pm.
Date information for this upgrade as well as future upgrades for 2012 can be found on our Product Upgrade Information page.
As we come to the end of the fiscal year, it is important that Deacon Depot purchases follow established year end Procurement guidelines for requisition and purchase order creation. To that end, the following guidelines have been put in place year end Deacon Depot spending:
5:00 pm, Monday, June 25th – The deadline for placing new orders in the Deacon Depot system. At 5:01 pm, the “Place Order” button to create a Purchase Requisition will be removed from the application until 8:30 am on Monday, July 2nd. Requisitions that are created prior to this deadline will still flow through the appropriate approval steps, but no new orders can be placed.
Receiving – In accordance with the Finance Year End Close procedures, in order for FY12 funds to be used to pay for purchases, goods must be received by June 30th. To be sure that FY12 funds are used for all purchases made and received in Deacon Depot prior to June 30th, it may be necessary to adjust the Receipt Date to reflect the actual date that items were received.
SciQuest Higher Markets, Inc., the solution provider for Deacon Depot will be performing their first of 3 upgrades to our e-Procurement system in March, 2012. On March 25, 2012, Deacon Depot will be upgraded to version 12.1 – the latest version of SciQuest. Below, please find information regarding key dates related to the upgrade as well as some of the product enhancements.
March 2, 2012 – The 12.1 release will be promoted to user test environments. Test environments will be unavailable from Friday, March 2nd, 8:00 am through Sunday, March 4th, 12:00 pm.
March 23, 2012 – The 12.1 release will be promoted to the production environment. Production environments will be unavailable from Friday, March 23rd at 10:00 pm through Sunday, March 25th at approximately 12:00 pm.
March 25, 2012 – 12.1 product release is available.
Date information for this upgrade as well as future upgrades for 2012 can be found on our Product Upgrade Information page.
1. Document Search
The new Document Search functionality was introduced with version 11.3. This new capability made searching for requisitions, purchase orders, and invoices in the application a more intuitive, user-friendly and efficient process. Additionally, new filter options were provided to look more like the item searches within the application. With the 12.1 upgrade, the Document Search will be the primary way to search for documents in Deacon Depot, and the History tab will no longer be available. Enhancements to look forward to include:
- Improved navigation between documents (no more having to do a new search every time you need to find a document!)
- Enhanced Advanced Search Options – Depending on the type of document your are
looking for (requisition, purchase order, etc), there are new search options to choose from
to make searching more user-friendly and efficient.
- Enhanced Post-search filtering
- Ability to save searches
- Ability to schedule searches to run automatically for certain date ranges.
We are excited to announce that a few of our Punch Out suppliers have agreed to be Level II Punch Out suppliers! What does that mean? It means that even though they are a Punch Out supplier, when you perform a search in the “Shop at the Top” bar, items from their catalog that match your search will show up in your search results! If you then want to order an item you see in your search results from that Punch Out supplier, you can click on the “Order from Supplier” link that appears in place of the “Add to Cart” button. Clicking on that link will then take you to the supplier’s Punch Out site. We think that this will be a very convenient option for our users! Currently, Office Depot is a Level II Punch Out Supplier, and we will be transitioning a few other suppliers in the coming weeks. They include Grainger, Fischer Scientific, VWR, and Sigma Aldrich. Stay tuned!
As you may recall, SciQuest Higher Markets, Inc. is the solution provider for Deacon Depot. To be sure we are receiving the best system possible, SciQuest performs 3 upgrades to their product each year. On November 6, 2011, Deacon Depot will be upgraded to version 11.3 – the latest version of SciQuest. Below, please find information regarding key dates related to the upgrade as well as some of the enhancements you can look forward to.
October 14, 2011 – The 11.3 release will be promoted to user test environments. Test environments will be unavailable from Friday, October 14 at 8:00 am through Sunday, October 16 at 12:00 pm.
November 4, 2011 – The 11.3 release will be promoted to the production environment. Production environments will be unavailable from Friday, November 4 at 10:00 pm through Sunday, November 6 at 12:00 pm.
November 6, 2011 – 11.3 product release is available.
Date information for this upgrade as well as the upgrades for 2012 can be found on our Product Upgrade Information page.
1. New search functionality (history search)
With 11.3, searching for requisitions, purchase orders, and invoices in the application will be a more intuitive process. The current search capabilities, which are commonly accessed via the history tab, can be overwhelming to users. Additionally, the filter options seem like an advanced technique. The improvements with 11.3 will make searching for items easier and the search results will be presented more efficiently (quickly). Users can expect to get a much more simplified user experience while at the same time taking advantage of the improved processing time of the search.
2. Date range options for “My Requisitions” and “My POs”
The “My Requisitions” and “My Purchase Orders” sub-tabs are frequently used to view orders that the user has placed. By default, requisitions and orders from the last 90 days display, and the user cannot specify a date range. With 11.3, users will have the ability to specify a date range, enabling the user to view requisitions and orders that they placed during the specific time frame.
3. “Next and Previous” options for viewing requisitions and POs
Searches are commonly performed for requisitions, orders, and invoices. When the user begins looking at the purchasing document, oftentimes they realize they would like to look at the next or previous document. For 11.3, we are adding functionality that allows the user to quickly move from document to document. This can be helpful when comparing information, helping the user quickly get to the “right” document, and more. The next and previous options are commonly found in applications, and users should find this functionality easy to use and familiar. This change allows users to view the subsequent document in search results without having to go back and click on the different number from the search results.
4. New email reminders for assign carts
A new email reminder will be available with 11.3 for users with draft carts assigned to them. These emails will be sent at regularly scheduled intervals as a reminder to process the order. System Administrators can configure the initial interval for the reminder, an optional follow-up interval for subsequent reminders, and a reminder threshold based on the length of time the draft cart has been assigned to them. An email will be sent to any user with draft carts assigned to them that are older than the specified days, reminding them to process the cart(s) if possible.
5. Assign substitute available for all approval folders
Approvers often assign a substitute approver when they are on vacation or leave. A new feature available with 11.3 allows an approver to assign a substitute and end substitution for all folders at one time rather than individually for each folder.
Come and enjoy refreshments and fun while learning more about Deacon Depot – the new, online, automated procurement system for Wake Forest. This system offers many benefits to the University, including:
• Better customer service through a powerful and user-friendly online shopping platform
• Centralized catalog of supplier products and prices
• Paperless procurement environment
• Improved price negotiation ability
• Improved utilization of sustainable and diverse suppliers
There is much more to this new tool, and many of our suppliers will be on hand to talk more about who they are and what they do. Those suppliers include:
October 10th – E&I and Premier (group purchasing organizations), AT&T, Fisher Scientific, Grainger, Lenovo, Sigma Aldrich, SciQuest, Strategic Connections, and University Stores
October 11th – E&I and Premier (group purchasing organizations), Verizon, Graybar, Hauser Rental Service, Lowes Home Improvement, Office Depot, SciQuest, VWR Scientific Products, and University Stores
Come and see how Deacon Depot can benefit you and your department!
In a previous article, we introduced you to Deacon Depot – the new e-Procurement capability at Wake Forest. This capability is an online, hosted e-Procurement solution provided by a company called SciQuest, Inc.
Why SciQuest, Inc?
Through careful research, SciQuest, Inc. has been selected to provide the technology behind Deacon Depot for many reasons. The company is based in Cary, North Carolina, and is the market leader in providing e-Procurement solutions specifically to higher education institutions. These institutions include: the UNC System, Duke University, Cornell, MIT and Notre Dame, among many others across the country. SciQuest also partners with SunGard Higher Education, the company that provides Banner. Together with Banner, Deacon Depot will provide improved operational efficiencies as well as improved financial reporting information.
What improved operational efficiencies will be realized?
Deacon Depot will offer a number of features that will improve efficiencies over the current method of procurement at the University:
- On-demand, web-based shopping experience that is intuitive and easy to use
- A paperless environment in which to purchase, receive items, and process invoices
- Rapid, electronic ordering and approving of purchases
- Electronic routing of orders to suppliers
- Web-based, desktop receiving
- Central billing of electronic and paper invoices
- Automated ability to match purchase orders, receipts, and invoices
- Ability to search, compare, and select from one website at once
Countdown to Go-Live
The phase one departments are on target to begin using the new Deacon Depot application starting on September 1st. Does your department want to be part of the excitement? If so, there are two ways to let us know:
- Visit http://deacondepot.wfu.edu and fill out the Contact Us page to let us know your department is ready.
- Send an email to firstname.lastname@example.org with your department name, contact name, phone number, and email address.
For additional information on Deacon Depot, please visit our website: http://deacondepot.wfu.edu.
You may have recently heard the “buzz” that procurement at Wake Forest will transition in the coming months to an electronic procurement environment, with the addition of an e-Procurement capability. This transformational initiative is a campus-wide effort; a project team of users representing both academic and administrative areas has been formed to help build the WFU-specific environment. Also, a key group of departments have volunteered to be the phase one group to go live with the new environment in early September 2011. This new capability will be an online, hosted solution, and Finance Systems, Financial and Accounting Services, Information Systems, and Procurement Services are working together with the solution provider to get the application up and running from a strategic and technical standpoint. This new WFU e-procurement capability has been branded Deacon Depot.
What is e-Procurement?
e-Procurement is user friendly, on-demand method of procuring goods and services. This method automates the entire process of purchasing goods and services, from selecting items to creating a Purchase Order to receiving an invoice. Deacon Depot is a web-based shopping experience, much like Amazon and other similar online shopping sites. Once Deacon Depot is live, users from across campus will be able to log in and shop for goods and services at any time. Additionally, they will be able to place their orders and have them approved up front.
How will Deacon Depot Benefit My Department?
Offering an e-Procurement capability will provide many benefits to departments and users across campus:
- Better customer service through the use of an online, hosted provider
- Expanded use of contracted suppliers and improved price negotiation ability
- More efficient, streamlined, paperless procurement process, from requisitioning to receiving and invoicing
- Improved availability and utilization of sustainable and diverse suppliers
- Better decision making ability through more accurate, timely, and beneficial reporting
- Support of the current decentralized procurement environment while providing and utilizing a centralized, managed system
When will I be able to utilize Deacon Depot?
The project team decided that to achieve the greatest success, a phased approach to implementation was best for Wake Forest. Based on this approach, we expect that all departments will be fully operational within 18 months. The departments who volunteered to be a part of the phase one group in September include:
- Athletics: Maintenance and Turf
- Information Systems
- Schools of Business: Administration
- School of Divinity
The full rollout schedule will be completed in the coming weeks; however, a phase two group of departments will be decided upon soon, and is expected to be phased in during the Fall and/or Winter of FY12. If your department cannot wait to be part of the excitement, please complete our contact us page or send an email to email@example.com with your department name, contact name, phone number, and email address.
The goal of this initial article has been to introduce the campus community to the idea of e-Procurement and the overarching benefits to the University. Throughout the implementation process, we will provide further articles for Inside WFU, which will delve more deeply into many of these benefits, as well as the improvements to how we do business now and once Deacon Depot is implemented. We will also share lessons learned from other institutions that have implemented this same tool.