PantherExpress System User Profile Form Instructions

PantherExpress System User Profile Form Instructions
Introduction:
The PantherExpress System User Profile Form must be filled out in order to obtain access to the PantherExpress System.
All users in the PantherExpress System are classified under three roles: Shopper, Department Buyer, and Approver.
Please read the “Role Explanations” section below to determine which role(s) you will have in the PantherExpress
System. When this form is completed, please either fax it to 412-624-5278, email it to [email protected], or mail it
to us at 3309 Cathedral of Learning. If you have any questions regarding this form, please contact customer service:
http://cfo.pitt.edu/pexpress/CustomerService/inquiry.phpor check our website, found at
http://cfo.pitt.edu/pexpress/pbuytraining.php. You must also fill out a Conflict of Interest form found at
http://www.cfo.pitt.edu/pexpress/documents/CONFLICTOFINTERESTCERTIFICATION.pdf.
User Training Requirements:
Users registering to be an Approver or Department Buyer must attend PantherExpress System training and are required to
complete Purchasing Fundamentals. Both courses are offered online and you are able to complete both at your
convenience. For the online Purchasing Fundamentals training, please email Cathy Lewis at [email protected] to
register. Once you are registered, you will receive directions and login information via email. Users registering to be
Shoppers can complete all training online. You can either email Cathy Lewis to sign up for this training or you can submit
your form to our team, and we will enroll you once we have received it.
Policy:
It is University Policy that if a PantherExpress System user has not accessed the system for 6 months or longer, the user
will have to retake the appropriate training modules according to his/her role(s) in the PantherExpress System. This is due
to the system upgrades that occur throughout the year and the changes that are made to the various screens and software
functions.
Role Explanations:
Shopper ONLY – A shopper has the ability to log into the PantherExpress System, search the hosted catalogs and vendor
punchouts, and place items into a shopping cart. The shopper DOES NOT have the ability to apply an account number to
an order. The cart and its contents will be sent to the designated Account Assigner(s) to review the order, attach the
appropriate account information, and submit the order to the Departmental Approval workflow. NOTE: Shoppers WILL
NOT be given access to the Specialty Forms.
Department Buyer – A Department Buyer has the ability to login to the PantherExpress System, search the hosted
catalogs and vendor punchouts, place items into shopping carts, and submit the orders to the supplier for fulfillment. The
Department Buyer role is NOT restricted like the shopper role. Buyers can and must attach an account number to their
orders. A dollar Spending Limit is required and can be indicated as Level 1 ($0), Level 2 ($500), or Level 3 ($5,000).
Standard Forms Access will provide the buyer with additional access to the Non-Catalog, Blanket, and Software forms.
This is covered during the in-class training with Cathy Lewis, but additional online training is available for Buyers who
do not have this access. Specialty Forms Access will provide the Buyer with access to the Conference and Event, Dues,
Other Payment, Services Agreement, Refunds, Supplier Agreement, and Research Sub-Contract forms.
Specialty Forms ONLY – The Specialty Forms ONLY role will provide the user with the ability to access and use the
Specialty Forms (Conference and Event, Dues, Other Payment Request, Services Agreement, Refunds, Supplier
Agreement, Research Sub-Contracts). The Specialty Forms ONLY role does NOT provide the user with buying abilities,
and he/she will not have access to punchouts, hosted catalogs, or standard forms. Any transaction placed will go to a
designated 2nd signature approver that is listed on the form.
Last updated: August 16, 2016
Department Approver – An Approver is an individual who has been granted permission by his/her department to review
and approve orders submitted by Shoppers and Department Buyers in the PantherExpress System. Users who are only
Approvers do not have the ability to purchase items. If you plan to both approve and purchase items for yourself and for
others, you must indicate that you will be both an Approver and Department Buyer. Additionally, a Department
Approval Form must be filled out and submitted to indicate the codes for which you will be granted approving authority.
This form can be found here: http://cfo.pitt.edu/pexpress/documents/PEDepartmentalApprovalForm.pdf.
Form Instructions (see the attached sample – the numbers below match form fields below):
Shopper ONLY – If you are signing up to be a Shopper in the PantherExpress System, you are only required to
complete fields 1-7, 10 (if applicable), and 13-14. The remainder of the form does not apply to you. If your
department has not already set up Account Assigners for its Shoppers, you must complete the Account
Assignment section of the Department Approval Form:
http://cfo.pitt.edu/pexpress/documents/PEDepartmentApprovalForm2_11.pdf
1. Select the type of access request: New User, Existing User, or Access Termination. Access Termination will only
apply to the PantherExpress System.
2. Enter full name. This is the full name of the person requesting access to the PantherExpress System.
3. Enter the @pitt.edu email address of the person requesting access.
4. Enter the office phone number of the person requesting access.
5. Enter your University Computer ID Name here (Ex: RJH35). This is the name that precedes your @pitt.edu email
address (ex: [email protected]). If you do not know this name, contact your RC Account Administrator (found at
https://acct-prod.cssd.pitt.edu/Account/ResponsibilityCenterAdministrators). This is also the name used to log into the
my.pitt.edu portal.
6. Enter the Full Name of your Department.
7. Indicate the DEFAULT Shipping Address. This is the address where all or most of your orders will be delivered.
10. Information required for NON Pitt Employees only.
13. From the “Roles” list - Select the Shopper ONLY role. (Note: Do NOT indicate account codes in section 11 & 12.
You will not be granted access to any account codes as a Shopper.)
14. Signatures from both the Shopper and the department administrator or supervisor are required on the form. The
RC signature is not required to be granted “Shopper ONLY” access.
Note: DO NOT fill out 15-16. They are for internal use only.
Department Buyer, Specialty Forms and Approver Section – If you are registering to be a Department Buyer
and/or an Approver in the PantherExpress System, please use the following instructions:
1. Select the type of access request: New User, Existing User, or Access Termination. Access Termination will only
apply to the PantherExpress System.
2. Enter full name. This is the full name of the person requesting access to PantherExpress.
3. Enter the @pitt.edu email address of the person requesting access.
Last updated: August 16, 2016
4. Enter the office phone number of the person requesting access.
5. Enter your University Computer ID Name here (Ex: RJH35). This is the name that precedes your @pitt.edu email
address (ex: [email protected]). If you do not know this name, contact your RC Account Administrator (found at
http://www.cfo.pitt.edu/pexpress/documents/RCApproverList.pdf). This is also the name used to log into the
my.pitt.edu portal.
6. Enter the Full Name of your Department.
7. Indicate the DEFAULT Shipping Address. This is the address where all or most of your orders will be delivered.
8. List the person who is your 2nd Signature Approver for all of your Specialty Forms orders. This information is
required for Specialty Forms Access. The 2nd Signature Approver must be the direct supervisor, manager, or
administrator of the user listed on this form. The person who will be approving the user’s Specialty Forms order must
have access to the PantherExpress System and he/she must have the Approver role. If your 2nd Signature Approver is
not a PantherExpress System user and/or is not an Approver, please submit a User Profile Form for him/her
requesting the appropriate access.
9. Indicate the Completion Date for the Purchasing Fundamentals training.
10. Information required for NON Pitt Employees only.
11. Enter all of the Entity and Department codes that the user will need to access.
12. Indicate the DEFAULT 32 Digit Account Code you will be using. This is the code you will be using most often. Pitt
uses a 32 Digit Account Code System. It is broken into seven segments: Entity Code, Department Code, Subcode,
Purpose Code, Project Code, Departmental Reference Code, and Future Reference Code. DO NOT LEAVE THIS
SECTION BLANK.
13. Select which role(s) this user will have (see “Role Explanations” above). (Note: Department Buyers must indicate a
Spending Limit). Indicate additional access to Standard and/or Specialty Forms. A Departmental Approval Form
should be completed in addition to this form when adding a new Approver or Account Assigner.
14. Please have the person requesting PantherExpress System access, his/her supervisor or administrator, and the
authorized RC for your area sign the form on the appropriate line. Authorized RC designates are individuals who are
permitted to sign for the RC head or the Business Administrator at the responsibility center level. If you do not know
the name of this individual for your department, please contact customer service:
http://cfo.pitt.edu/pexpress/CustomerService/index.php. Access will not be granted until all the appropriate signatures
are on the form and all training requirements are completed.
15. Do not fill out – internal use ONLY.
16. Do not fill out – internal use ONLY.
Last updated: August 16, 2016
User Profile Form
1
Please choose one:
New User
Existing User
User Access Termination
2
Name: ____________________________________
3
@pitt.edu Email: ___________________________
4
Phone: ______________________
5
Primary University Computer ID: ______________
(@ pitt.edu email address is required)
6
Department Name: ________________________________________________________________________
7
Default Ship-to Location: ___________________________________________________________________
8
List your 2nd Signature Approver:_____________________________________________________________
9
Purchasing Fundamentals Completion Date: ____________
NON Pitt Employees Only:
Birth Date:
SSN:
 Female
Conflict of Interest Form completed:
 Male
___________________________________
10
___________________________________
Sponsored University ID: ________________________________
List the Entity Code(s) you will need to access: (use an asterisk (*) to denote all values for a particular digit)
Entity Examples: 02 05 03 **
_____
_____
_____
_____
11
_____ _____
List the Department Code(s) you will need to access: (use an asterisk (*) to denote all values for a particular digit)
Department Examples: 02070 35207 932** (Attach separate sheet for additional Departments if necessary)
__________
__________
11
__________
__________
__________
__________
__________
User’s 32 Digit Default Account Number (Entity and Department must be listed above)
DO NOT USE ASTERISKS
Entity
Department
Subcode
Purpose
Project
Dept. Ref.
Future Ref.
12
What ROLE(S) will this person have? DO NOT LEAVE BLANK
13
Shopper ONLY (NO account code access)
Department Buyer (select a required Spending Limit and additional Forms Access if required)
Level 1 ($0 Spending Limit)
Level 2 ($500 Spending Limit)
Level 3 ($5,000 Spending Limit)
Standard Forms Access (Blanket/Standing Order, Software, Non-Catalog)
Specialty Forms Access (Conference and Event, Dues, Other Payment, Services Agreement, Refunds,
Supplier Agreement, Research Sub-Contract)
Specialty Forms ONLY (Conference & Event, Dues, Other Payment, Svs Agreemnt, Refunds, Supplier Agreement,
Research Sub-Contract)
If you will be the Department Approver and/ or Account
Department Approver/Account Assigner
Code Assigner, please check the appropriate role box on
the left and fill out the required Departmental Approval
Last updated: August 16, 2016
Authorization:
As the requester, I affirm that I have read and understand University Computing, Information, and Data Policies:
10-02-04
10-02-05
10-02-06
(http://www.cfo.pitt.edu/policies/policy/10/10-02-04.html)
(http://www.cfo.pitt.edu/policies/policy/10/10-02-05.html)
(http://www.cfo.pitt.edu/policies/policy/10/10-02-06.html)
and will abide by these policies, and use the requested data access only as required in the performance of my University duties.
As the supervisor for the requester, I affirm this request is in accordance with the requester’s job function. I will be
responsible for taking the appropriate change action, if the requester has a change in employment status.
User’s Signature: _____________________________________ Date: ____________ Phone: ___________
Supervisor’s Printed Name: ____________________________
14
Supervisor’s Signature: ________________________________ Date: ____________ Phone: ___________
Authorized RC’s Printed Name: _________________________
Authorized RC’s Signature: ____________________________ Date: ____________ Phone: ___________
15
ASA Approval: __________________________________________
FIS USE ONLY
PRISM Responsibility Setup
Date: _________________
Placed in Portal Group
Non-Pitt Access Setup
16
Completed: __________________________________________
Date: __________________
Last updated: August 16, 2016
User Profile Form
Please choose one:
New User
Existing User
Name: ____________________________________
User Access Termination
@pitt.edu Email: ___________________________
(@ pitt.edu email address is required)
Phone: ______________________
Primary University Computer ID: ______________
Department Name: _________________________________________________________________________
Default Ship-to Location: ____________________________________________________________________
List your 2nd Signature Approver:______________________________________________________________
Purchasing Fundamentals Completion Date: ____________
NON Pitt Employees Only:
 Female
Conflict of Interest Form completed:
 Male
Birth Date:
___________________________________
SSN:
___________________________________
Sponsored University ID: ________________________________
List the Entity Code(s) you will need to access: (use an asterisk (*) to denote all values for a particular digit)
Entity Examples: 02 05 03 **
_____
_____
_____
_____
_____ _____
List the Department Code(s) you will need to access: (use an asterisk (*) to denote all values for a particular digit)
Department Examples: 02070 35207 932** (Attach separate sheet for additional Departments if necessary)
__________
__________
__________
__________
__________
__________
__________
User’s 32 Digit Default Account Number (Entity and Department must be listed above)
DO NOT USE ASTERISKS
Entity
Department
Subcode
Purpose
Project
Dept. Ref.
Future Ref.
What ROLE(S) will this person have? DO NOT LEAVE BLANK
Shopper ONLY (NO account code access)
Department Buyer (select a required Spending Limit and additional Forms Access if required)
Level 1 ($0 Spending Limit)
Level 2 ($500 Spending Limit)
Level 3 ($5,000 Spending Limit)
Standard Forms Access (Blanket/Standing Order, Software, Non-Catalog)
Specialty Forms Access (Conference and Event, Dues, Other Payment, Services Agreement, Refunds,
Supplier Agreement, Research Sub-Contract)
Specialty Forms ONLY (Conference and Event, Dues, Other Payment, Svcs Agreement, Refunds, Supplier Agreement,
Research Sub-Contract)
Department Approver/Account Assigner
If you will be the Department Approver and/ or Account
Code Assigner, please check the appropriate role box on
the left and fill out the required Departmental Approval
form.
Last updated: August 16, 2016
Authorization:
As the requester, I affirm that I have read and understand University Computing, Information, and Data Policies:
10-02-04
10-02-05
10-02-06
(http://www.cfo.pitt.edu/policies/policy/10/10-02-04.html)
(http://www.cfo.pitt.edu/policies/policy/10/10-02-05.html)
(http://www.cfo.pitt.edu/policies/policy/10/10-02-06.html)
and will abide by these policies, and use the requested data access only as required in the performance of my University duties.
As the supervisor for the requester, I affirm this request is in accordance with the requester’s job function. I will be
responsible for taking the appropriate change action, if the requester has a change in employment status.
User’s Signature: _____________________________________ Date: ____________ Phone: ___________
Supervisor’s Printed Name: ____________________________
Supervisor’s Signature: ________________________________ Date: ____________ Phone: ___________
Authorized RC’s Printed Name: _________________________
Authorized RC’s Signature: ____________________________ Date: ____________ Phone: ___________
ASA Approval: __________________________________________
FIS USE ONLY
PRISM Responsibility Setup
Date: _________________
Placed in Portal Group
Non-Pitt Access Setup
Completed: __________________________________________ Date: ______________________
Last updated: August 16, 2016