Procurement and Payment Issues Update

Dear Colleagues,

I know some of you are experiencing delays and other challenges with supplier setup, invoice processing, and payments in Oracle. I am writing to acknowledge the challenges and frustration this situation is causing and to share steps we are taking to address it, as well as steps you can take to help payments process as smoothly as possible.

In preparing for Oracle, the University converted more than 25,000 suppliers and 5,000 purchase orders (PO) into the new system. However, due to issues with the conversion of data from our 40-year-old mainframe system, and technical issues experienced with the integration of key payment systems to Oracle during the conversion process, not all suppliers were converted, and many POs were unable to convert. The impacts of these technical issues, compounded with the learning curve associated with using the new system, has resulted in delays to procurement and payment processes in many instances.

To resolve this issue as quickly as possible, the Financial Systems Transformation team has brought on additional internal and external staff to help set up suppliers in Oracle and expedite overdue payments. We expect to return to steady operations later this fall.

At the same time, you and your teams can take some steps to help make these processes as efficient as possible:

• Suppliers must be set up in Oracle prior to the initiation of the transaction.

• Ensure POs are set up and approved in advance of a purchase commitment.

• Use payment requests only appropriate for the limited category of items for which they are approved, as outlined in the preferred purchasing methods guide.

• If you are a requester, make sure you select the correct Supplier Site in Oracle, since suppliers in Oracle may now have multiple pay sites.

• When submitting invoices to invoices@uchicago.edu, include the Oracle purchase order number, invoice number, and remittance address.

In addition, please note that invoices received without any PO number have been returned to the respective vendors. If a vendor who had an invoice returned to them contacts you, please share the Oracle PO number with the vendor and ask them to submit a new invoice that includes the Oracle PO number.

If you still need additional assistance or have questions, the following resources are available:

• Call 773.702.5800 from 8:30 a.m.-4:30 p.m., Monday through Friday to speak to a live agent.

• Create a ticket via the Services Portal to ask a general question about a variety of financial topics relevant to Oracle and Orbit Reporting.

• Use the ServiceNow Knowledge Base to access frequently asked questions, quick reference guides, and other helpful resources.

Again, I very much recognize the frustration these issues are creating, and I assure you we are taking this matter seriously and working hard to rectify all these challenges as rapidly as possible. I appreciate your patience, assistance, and understanding.

Thank you,

Ivan
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Ivan Samstein
Chief Financial Officer, University of Chicago
Executive Vice President and Chief Financial Officer, UChicago Medicine