OBF – 343 eShip to PeopleSoft Interface

(Each version of the mod, including the original will have its own document, with –Vxx appended to the end of the original functional spec name)
Shared PeopleSoft
Version 1.0 Filename
Project ID
Modification Name:
Modification Type
Modify Custom Code Interface/Bolt-on Configurations
(check all that apply)

Author/Contact Dept Email Phone

Kien Hoang FMS – BPA Kien.Hoang@utdallas.edu (972) 883-2791

FMS – BPA
OBF
Mod Request Applies Campus Human
To Solutions
Portal CRM EPM X Financials
Resources
(check all that apply)
Module Gemini Financials
Priority
Production Due Date 4 Est. Test Time ( in days) 30
(1=Critical, 2 = High, 3= Medium, 4=Low)

Technical Analysis (IT Use Only)

Analyst Name Phone Email

Preliminary Time Estimate for Original Modification

Estimated Maintenance Over 5 Years
Minimal Significant
Impact on Upgrades None Moderate
(i.e., Bolt-on) (i.e., mod PS delivered objects)
Oracle Review (if n/a
applicable)

Review History
Recommended/
Campus Name Date Feedback/Comments
Not Recommended
UTA
UTB
UTD
UTT
UTPA
UTPB
UTSA
UTEP
UTX
OC

Final Mod Status

Final Mod Status* Approval Date Comments

*Final Mod Status: Approved, Not Approved, Deferred, Cancelled)

Project #: OBF-343

Criteria for Modification Request

Please check the appropriate categories to indicate the business justification for this modification request.

Modification Governance Category Modification Decision Criteria

(check ONE) (check ALL that apply)
Impacts the ability to go live or is a result of
State/Federal/Legal/Coordinating coordinating board, Accreditation requirement,
Board/Accreditation Requirement Executive direction, or State / Federal
regulations
Modification would result in a significant
Business Requirement X
reduction in manual effort
Modification would maintain a significant
Productivity Enhancement service level or add significant improvement in
administrative productivity and/or service
Without the modification, additional staff would
X Software Improvement
be necessary to perform the business process

Business Justification
Currently, when shipping items at UTD, it is encouraged that faculty/staff use the eShipGlobal interface. Without using
the eShipGlobal interface, correct cost centers are usually not charged and a manual process to enter in the correct cost
center takes place.

To use eShipGlobal, users must log into Galaxy and navigate to SciQuest where they can then access the eShip portal.
Moving the eShipGlobal link from eProcurement to the front page of the Galaxy portal will help encourage faculty/staff
that ship items to and from UTD to use eShipGlobal as the main shipping method.

In addition to creating a link on the Galaxy portal page, we want to automate the journal upload process that is currently
being done by Jerry Porter from the Distribution team. This will result in a significant reduction in manual effort and also
reduce risk of human error.

Prepared by: Kien Hoang

Last Revised: 1/17/2019 4:06:00 PM Page 2 of 4
Project #: OBF-343
Current Process

Recommendations
1. Create a link to eShipGlobal on the Galaxy page under the Concur link.
2. Automate the journal upload process for eShipGlobal
3. Encourage campus employees to use the eShip portal when shipping items.

Prepared by: Kien Hoang

Last Revised: 1/17/2019 4:06:00 PM Page 3 of 4
Project #: OBF-343
Detailed Requirements

Req: # Requirement Description Comments

1 Create a link to eShipGlobal on the Galaxy page
1.1 The link to eShipGlobal will be under the Concur link
2 Reassign login credential administration from Jerry Porter to an assigned
Procurement team member
3 Automate the journal upload process for eShipGlobal invoices
3.1 Build a FTP script to retrieve invoice file from eShip
3.2 Build a program to process invoice from eShip and create the journal

Assumptions/Risks
Assumptions
Assumption ID Description
A-01 Automated journal upload process will occur weekly – the same frequency that eShipGlobal sends
invoice (every Tuesday)
A-02 eShipGlobal portal link will still ask for log-in credentials to proceed to the eShipGlobal portal to
prevent unauthorized users from using eShip
Risks
Risk ID Description
R-01 Jerry Porter is set to retire in June 2018. As of right now he is the only employee that handles this
process, automating it with his help before he leaves will be critical
A-02 Potential development costs on eShipGlobal end

Appendix
Invoice file eShip sends to Jerry Porter

100081654.csv

Excel file Jerry Porter uses for Journal Upload

100081654.xlsx

Sample of eShip Journal

JRNL1 - FRT.xls

Prepared by: Kien Hoang

Last Revised: 1/17/2019 4:06:00 PM Page 4 of 4