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Source2Pay

Source2Pay BPI Process Review Schedule

Procurement Services has identified 23 processes that comprise Source2Pay and each one will be evaluated by a Business Process Improvement (BPI) team. Click through the links below to see a description and a timeline of each process.

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1. New Vendor Setup and Profile Management 

Status: Complete

Process: This process establishes a vendor of record for payment and order processing, and begins when a campus unit identifies a need to acquire goods or services from a vendor that does not exist in Banner, currently the system of record. 


2. Research Purchase Options

Status: Complete

Process: How a campus department identifies a need for supply or service, identifies a vendor, or determines a competitive solicitation is needed.


3. Create a Purchase Requisition

3.0 - Create a Purchase Requisition

Status: Complete

Process: The requisition process begins when the campus department identifies a need and ends with the transmission of the approved requisition.

3.a - Create a Purchase Requisition

Status: Complete

Process: When a need is identified in a campus department for a good or service that is needed only one time, a requisition is created to communicate that need to the Purchasing Office. Currently there are two different ways for a campus department to create a requisition, the iBuy procurement system and the banner requisition forms.


4. Requisition Review & Assignment

Status: Complete

Process: This team will review the steps that occur between Purchasing's receipt of an approved purchase requisition, including review for completeness of the requisition, through the determination to which purchase method should be utilized.


5. Purchase Methods Not Requiring a Solicitation

Status: Complete

Process:  This team received the steps of purchases that do not require a competitive solicitation. 


6. Purchase Methods Requiring a Solicitation

Status: Complete

Process: This team will review the steps for creating, publishing, evaluating, and awarding requests for proposals (RFPs) and invitations for bids (IFPs).


7. Purchase Order Processing

Status: Complete

Process: This team will review the steps required to create and route and approved/completed purchase order to a vendor.


8. Contract Processing

8.0 - Contract Processing

Status: Complete

Process: This team will review the steps to form a two-party contract between a vendor and the University. We will be discussing contract routing (via iCS & CARFs), the review/negotiation process, contract approvals, and contract filings. 

8.a - Contract Processing Non-Procurement

Status: Complete

Process: Non-procurement contracts types include Revenue Generating, No Funds, Lease/Licenses, Capital, Research, and Human Resources. These contract types were reviewed in another process to capture each high-level process, identify issues as they relate to the iCS applications, and determine the requirements for a new application.


9. Purchase Card (PCard) and Travel Card (TCard) Purchase

Status: Sept 25-Dec 4, 2017

Process: This team will review when a P-Card or (T-Card) can/cannot be used, the exception process for using a card in specific circumstance, and the reconciliation process after a purchase is made. 


10. Post Execution Contract Management

Status: Complete

Process: This team will review the post-execution contract management, discuss compliance with the contract, vendor performance, and reporting and periodic reviews throughout the contract term up-to and including expiration/termination.


11. Receiving Products and Services

Status: Complete

Process: This team will review the receiving process at the University and will be discussing receiving thresholds, receipt requirements, and asset tagging processes.


12. Payment Processing - Purchase Order Invoices

Status: Complete

Process: When the University receives an invoice for payment of goods or services from and external vendor, University Payables (UPay) reviews the invoice to ensure that it matches the Purchase Order that was sent to the external vendor. 


13. Payment Processing - Non-Employee & Non-PO Transactions

Status: Complete

Process: This team will review the steps to process to non-employees, not tied to a purchase order (e.g., Banner direct pay transactions, temporary vendor payments, TEM reimbursements to non-employees).


14. Payment Processing - Employee Travel Expense Management (TEM) Reimbursements

Status: Sept 25-Dec 4, 2017

Process: This team will review the processing of TEM reimbursements to University employees, travel reimbursements, miscellaneous reimbursements, cash advances (for travel and human subject payments), and petty cash disbursements and discuss the exception process related to these types of payments.


15. Payment Processing - Invoice Feeders

Status: Complete

Process: This process provides an easy way to process mass amounts of payment transactions for departments that have a specialized system or condition. The purpose is to leverage existing data to help facilitate a large number of payment transactions or specialized conditions from a campus unit to be uploaded into the Enterprise Resource Planning (ERP) system of record, currently Banner.


16. Payment Scheduling

Status: Sept 25-Dec 4, 2017

Process:  This team will review how University Payables schedules all types of approved payment transactions, including special payment requests, and discuss payment terms associated with vendor profiles listed on purchase orders (for purchase payments).


17. Payment Method

Status: Sept 25-Dec 4, 2017

Process: This team will review the steps University Payables uses to determine a payment type of an approved payment and resolution of payment issues. The team will discuss check, Automated Check Clearing house (ACH), Single Use Account (SUA), Wire Transfer, and University P-Card payments. 


18. Purchasing/Payables Documentation Storage

Status: Sept 25-Dec 4, 2017

Process: This team will review the documentation storage needs of Purchasing and Payables. From the purchasing perspective, the team will discuss the documentation storage needs for POs, solicitations, change orders, etc. From the payables perspective, the team will discuss the documentation storage needs for invoice, reimbursement receipts, P/T card receipts, etc.


19. Data Analytics and Metrics

Status: Complete

Process: This team will review the data analytics and metric gathering process and will be discussing how spend analysis is conducted and how various reporting requirements are met.


20. Customer Service

Status: Complete

Process: This team will review customer service provided by Purchasing and Payables. This discussion will include the review of how customer service requests are initiated, assigned, resolved, and closed.


21. Change Order Processing 

Status: Jan 8-Mar 12, 2018

Process: This team will review the steps that occur between Purchasing's receipt of a change order request, through the completion of a PO change order and contract amendment (if applicable).


22. Travel Requests, Approval, Booking and Modifications

Status: Complete

Process: This team will review training provided by Purchasing and Payables and will include how training topics are identified, created, provided to customers, and reviewed for usefulness.


23. Purchasing and Payables System Security and Authority

Status: Jan 8-Mar 12, 2018

Process: This team will review system security and authority provided by Purchasing and Payables, which will include the levels and types of security/authority that are available and how they are assigned to individual users.



The Source2Pay Project Team will be soliciting involvement from customers across the University of Illinois System. If you would like to get involved, please continue to the next page to find out how you can serve as a Subject Matter Expert (SME) and/or a Customer Focus Group (CFG) member.

Source2Pay Timeline

Last Updated: November 3, 2017

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