Fall 2024 CU Marketplace Redesign

Registration for all on-campus events may be found here:

Please Note:

We encourage you to watch the webinar, which will be posted after the October 8th session, before attending an in-person session. These webinars will help you understand the project and how the new forms will work. If your in-person session occurs before these webinars, or you are unable to find time to watch them, we will dedicate about 15 minutes at the start of the session to cover the project and the new forms.  The rest of the session will allow attendees to log into our Test environment and get familiar with the new layout and forms.  

For the sessions at CU Boulder, UCCS, and the October 30th CU Denver session please bring a laptop, if possible, as these sessions will take place in rooms without computers for each attendee's individual use. 

At CU Anschutz Medical Campus and the October 16th CU Denver session, computers will be available for attendees' use.  Please note there is limited seating due to the number of computers available for use in each computer lab. 

• Creates a more intuitive buying experience by reducing the number of “clicks” to get to commonly used forms and processes
• Creates a more visually appealing landing page
• Eliminates duplicate information between Marketplace and the PSC website (guided buying)
• How-to guide information will be relocated to the PSC Knowledge Base for more streamlined content delivery

What is changing and for who?

Marketplace Users:

• Will see a new landing page that offers easy access to our most used forms. This will provide a one-click experience.

• Creates an intuitive single-entry point (no more guessing on form type)
• Requests are filled out in an intuitive smart form like interface
• Greatly reduces customer confusion and re-work
• Reduces email traffic
• Increases ability to track compliance and supports ad-hoc data needs
• Enhance workflow capabilities based on purchase logic
• Modernizes an area long overdue for improvement

What is changing and for who?

Shoppers/Requestors:

• Will use a single, intuitive purchase request form where all required documentation is clearly explained and requested before the purchase order can be submitted, streamlining the purchasing process.
• Will choose from an expanded commodity code list and will be prompted to answer additional questions and provide necessary documentation on the form, ensuring all relevant information is captured accurately.

Approvers:

• Will have increased visibility into the form questions and answers, enabling them to review and approve requests with complete and clear information.

• Eliminates a custom Marketplace software configuration, and replaces with software-delivered functionality, allowing for seamless future system enhancements
• Places policy guidance directly into the Payment Voucher form
• Reduces delays in processing submissions due to duplicate invoice numbers, missing documentation attachments, etc.
• Modernizes the process and creates efficiencies for Payables processors by eliminating the need for data re-entry (copy/paste) on form submissions

What is changing and for who?

Shoppers/Requestors:

• Will use a new Payment Voucher form with guided questions that request all required documentation, clarifying the process, and reducing delays.

• Reduces the amount of information required by the requestor by limiting the required questions and attachments to the type of commodity being purchased
• Provides enhanced spend data for the PSC to negotiate more master terms and enterprise agreements
• Allows for workload balancing and a more consistent purchasing experience for the requestor

• Eliminates a custom CU Marketplace feature, and uses software-delivered functionality, allowing for seamless future system enhancements
• More appropriately matches the way the supplier will invoice the university, requiring less follow-up action by the department
• Improves the change order processes

CU is enhancing efficiency and aligning with procurement best practices by implementing an Auto-Close PO Process. Once fully matched, eligible Purchase Orders (POs) will enter a soft close state for seven (7) days, during which time further actions on the PO will be restricted. Following the 7-day period, the PO will be closed in PeopleSoft Finance. Note that all invoices on the PO must be in paid status for the PO to fully close. This automated process will ensure that all transactions are fully processed and will reduce the need to reopen POs.

• Enhances operational efficiency by automating the current manual PSC PO closure process, ensuring consistent and predictable PO closures.  
• Automatically closes Purchase Orders (POs) with a fully matched status, ensuring data accuracy and reliability.
• Reduces discrepancies and manual errors, maintaining data integrity.
• Will NOT apply to SPOs/Blanket Purchase Orders, including Construction and Sponsored Projects Subawards/Subcontracts.

Implemented in 2011, CU Marketplace has largely remained unchanged.  CU has not taken advantage of the new functionality within the system and has not adopted best practices which can improve the user experience.  Currently, customers are expected to be procurement experts to navigate the multiple form types. Navigation is cumbersome, often requiring multiple clicks to reach the necessary screen for entering requests. Additionally, the current process does not require the necessary information during requisition intake which frequently leads to rework and delays. 

Our goal is to reduce confusion and frustration for our customers by creating an intuitive buying experience. We aim to develop a requisition and payment process that minimizes rework by incorporating specific steps to ensure a complete record is submitted to the PSC for processing. Additionally, we seek to create flexibility in the requisition process allowing CU to adapt to changes in its business environment including Federal, State, and other regulatory requirements. Furthermore, we will enhance the workflow based on the goods or services being purchased. 

This initiative by the Procurement Service Center is supported by a working group comprised of the following CU staff members:

“I am excited for the completion and rollout of the new requisition process in Marketplace. The changes will make creating a requisition much easier and more intuitive for everyone. Working with this team has been a learning experience, and I appreciate everyone’s efforts to simplify the process. – Sherry McDonnell