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UFS

 

Weekly Bulletin No. 822

Week Commencing Tuesday 28th July 

Procurement heading

Marketplace Unavailable – Thursday 30th July 2020

Please be advised of an upcoming period of maintenance scheduled to take place on the Marketplace from 6:00pm to 8:00 pm Thursday 30th July 2020
We apologise for any inconvenience this may cause.
 
Issued by Heather Twinn - Procurement Service

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How can organisations tender for work across the University ?

We are regularly asked how can organisations – micro, small, medium or large; start up or established; social venture or a publicly listed company – tender or bid for opportunities to supply goods, works or services across the broader University.

The answer is to register on the University electronic tendering system ‘InTend’ this free of charge, free to use platform can be accessed here: https://in-tendhost.co.uk/universityofcambridge .

This system allows organisations to register themselves for potential opportunities, submit expressions of interest as well as appropriately download tender documents and upload bids – not just for University of Cambridge but other ‘In-Tend’ users too.  More information, guidance on how to navigate and the information that new registrants will be asked to complete is available from the procurement website https://www.procurement.admin.cam.ac.uk/supplier-portal/becoming-supplier,

This information is freely available to the public on the University website but we thought it might be useful to bring it to your attention, so please feel free to pass this on to your local suppliers, friends and contacts if they are not already registered.

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Redirecting pages to the new Procurement Services website
 
Procurement Services launched their new website last week: www.procurement.admin.cam.ac.uk   
The previous/old website is still live, but is in the process of being decommissioned. As a result, any links currently directed towards this website could break in the near future (certain links are automatically being redirected, but this arrangement will not be in place permanently).

In order to ensure users are successfully directed to accurate and up-to-date information, we kindly request that you review any web pages on your site that link to Procurement Services and update them to direct to the website listed above. If you are presently linking to the old website and are unsure of the most appropriate page to link to on the new website, please do not hesitate to Procurement Services for advice via the new website.

 
 
Sustainability: Updated Whole Life Costing Model and sustainability consideration guides
 
As part of the work to launch the new website, Procurement Services worked collaboratively with the University's Environment and Energy team to update and improve guidance around sustainable purchasing. This includes ‘Buying for today, thinking of tomorrow’ section guides in the new Purchasing Guide, alongside refreshed product sustainability consideration guides and a revised Whole Life Costing ('WLC') model, with updated figures and pricing for the coming academic year.
 
This is the beginning of a body of work which will ensure that sustainable procurement - meeting the need for delivering goods, works and services in an environmentally, economically and socially responsible manner - is effectively embedded in the University’s approach. Going forward, the WLC model will be updated annually and we advise downloading a fresh copy of the model from the website when starting any new sourcing and/or purchasing project.
 
Issued by Helen Wain - Head of Group Procurement

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Latest Java Release

As mentioned at the Financial User Goup 1st July, a new policy has been agreed and the latest java version is 1.8.0_261

The following are availialbe from the Technical Download page

  • Latest certified and tested version - 1.8.0_231  

  • Latest Certified Version - 1.8.0_261

  • Certified Version  - 1.8.0_251

It is advised that users have Automatic Downloads Disabled as new versions of browsers, some versions of JAVA or OS may not be compatible or supported.

Issued by Lesley Dent - System Administrator

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General Finance heading

Year End

Year end tasks to be completed this week

Last date Module

Task

Actioned

Fri 31 Jul

AR

Identify and bank all cash, cheques received up until the end of July

 

Fri 31 Jul

INV

Physical stock take for all departments with stores
NB: Due to current circumstances, Year end stock takes can be delayed until Departments have access to their buildings. Once access is available, a stock take must be undertaken as a priority.

 

Fri 31 Jul

PO

Run and review the Open Purchase Order Report - Excel Version

 

For detailed guidance please refer to the Year End Instructions pages on the Finance Division website. The link to the Year end video presentation is also available on these pages, as well as the FAQs arising from the Q&A sessions.

Issued by Christine Rogerson - Finance Training

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Key Contacts- Users and Responsibilities Audit

Users and Responsibilities Audit reports were emailed to Key Contacts on 3rd July.

Intially there was a very good response and many departments have completed the audit which is much appreidated.

However there are a number of departments yet to complete the audit.

Please note that failure to reply to the audit may result in the department access being removed.

If you have any questions or unsure if your department has completed the audit please email UFS Audit 

Issued by Lesley Dent - System Administrator

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Training header

New timetable

The 2020/21 course timetable will be uploaded in August, and the courses, starting in September, will then be open for booking.

 Forthcoming Courses

Virtual - How to Excel - Part 1 & 2 (For Finance Staff): Tue 4 & 6 August.

There are still 3 places available for this course which is targeted at staff with a financial role who need to develop more advanced Excel skills, within the context of UFS data. Please note that attendance is by booking only.

Quick Tip: Use Cognos to run a Transaction Code Balances report

Issued by Christine Rogerson - Finance Training

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FAQ heading

Monthly Accounting Timetable

To view the status of the monthly process including the month end close dates please use the following link: Accounting Timetable

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Vulnerable Periods

Some systems may be unavailable between 6.00am to 9.00am Tuesdays and Thursdays. Users will be notified of planned vulnerable periods here and in the latest bulletin.