Using Procurement WorkCenter
Purpose: The Procurement WorkCenter in ctcLink provides users with the ability to analyze, review, and manage requisitions, purchase orders, receipts, contracts, and related data. It offers access to a variety of pages and information to perform daily tasks without navigating between different menus.
Audience: Purchasing staff.
You must have at least one of these local college managed security roles:
- ZZ Purchasing Workcenter
You must also set these User Preference Definitions:
If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.
The Procurement WorkCenter is a role-based central navigational component that is designed to help users of the Purchasing application organize and streamline their workload. It provides a single place to perform a broad range of tasks without leaving the WorkCenter, such as journal functions with exception alerts, monthly closing activities, or reconciliation and reporting, resulting in improved efficiency, productivity, and effectiveness. The WorkCenter is a global configuration that can be tailored to individual requirements. It will be delivered with the most common tasks and links that are applicable to most users.
A WorkCenter is divided into a Task area and a Work area. You click on a link to perform the Task in the Work area, without ever leaving the WorkCenter. When you are finished with a Task, you can quickly select the next one, and open it in the Work area. This functionality improves efficiency and effectiveness, and reduces the need to keep navigating through the menu structure to perform your job duties.
The Procurement WorkCenter is composed of the following pagelets. Each pagelet is discussed in this Quick Reference Guide.
The pagelets are:
- My Work pagelet - Access to your most commonly-performed tasks, including exceptions and alerts for items requiring your attention.
- My Approvals pagelet - Access your approvals.
- Links pagelet - Access your most commonly-used pages. This pagelet is similar to the Favorites menu, but more user-friendly.
- Queries pagelet - Access Query Manager, public queries, private queries, and pivot grids.
- Reports and Processes pagelet - Access reports and processes that you use most often.
Navigation: Fluid Employee Self Service Home Page > Procurement Operations > Procurement WorkCenter
Navigational hints:
- Two Vertical Lines Icon - select to expand/collapse the Task Panel.
- Refresh icon - select to refresh the page to see changes.
- Gear Icon - select to personalize the WorkCenter and edit the filters in My Work.
All the menus in the WorkCenter are set to start Collapsed, this can be changed in the Personalize menu (Gear Icon) if you want to modify this setting.
The My Work pagelet will be pre-configured with many links that can assist users in performing day-to-day Buyer and/or Purchasing Staff duties. It will show the statuses and counts for plans or events in error and notification of pending processes. Selecting a link will open a Work area pagelet where actions can be taken, such as viewing Requisitions to be Sources or PO Sourcing Errors, etc.
Users cannot add links to the My Work pagelet, only modify the display options.
- The My Work pagelet includes links to pages that you may want to access frequently. It includes links divided into these collapsible sections:
- Pending Activities
- Alerts
- The My Approvals pagelet includes links to pages that you may want to access frequently.
- Before you can use any of the My Work links, you must define the required filter values. Select the Gear icon and then select the Edit Filters link to open the Edit Filters pagelet in the Work Area.
Note: When changes are made in the WorkCenter areas, you will be prompted to refresh the pagelet to see your changes. Click on the Refresh icon in that area.
Once the Edit Filters have been activated, optional to personalize how My Work appears.
- Select the Gear icon and then select Personalize.
- The Personalize page displays.
- On this page, you can indicate the display order, if you want the groups collapsed or expanded, if the count or link should display, or if the link should open on the Procurement WorkCenter starting page.
- Select the Done to save any changes and close out the window to return to the main Buyer WorkCenter page.
Selecting the Reset button may not remove all prior personalizations from the Buyer WorkCenter.
The Links Group contains access to common Procurement pages including: Work Benches, Requisitions, Purchase Order, and Receive. The pages you see in this Group will be dependent upon your local security roles.
The Queries Group is pre-populated with common Procurement queries, separated by query function. You have the option of editing the pre-populated queries and/or adding your own by selecting the Gear icon on the top left of the page, selecting Personalize, and then selecting the Queries tab.
Report Viewers and Monitors, such as Process Monitor, can be found in this group.
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