JAGGAER

JAGGAER is a web-based, procurement software that manages purchases of goods and services from request to payment. Employees will access JAGGAER through Single Sign-On (SSO). JAGGAER has three modules: eProcurement (goods) module, Contracts+ (services) module and A/P (invoices) module. Employees will access eProcurement and Contracts+ modules. Most employees will have the “Shopper” role in JAGGAER. Employees who handle financial tasks will have the “Shopper” and “Requester” roles.

Employees who purchase goods and/or services for U of I using a purchase order, service agreement or P-card will now shop and buy goods and services through JAGGAER. JAGGAER will improve request-to-purchase order time by streamlining the order process. Purchasing policies regarding bid limits, bid waivers, etc. will remain the same.

All purchase orders and service agreements will be generated and managed in JAGGAER.

For eProcurement there will be two vendor types: PunchOut Vendors and Non-PunchOut (Non-Catalog) Vendors. PunchOut vendors are negotiated and discounted contracts. U of I, BSU, ISU and LCSC will use the same PunchOut Vendors.  

Vendors who were used in the previous 36 months will be available in JAGGAER as Non-PunchOut (Non-Catalog) Vendors.

Approval Queue Structure:

• Each document type (e.g., requisitions, contracts, invoices) has a specific approval workflow tailored to ensure compliance and efficiency.
• These workflows are designed to route documents to the appropriate approvers based on predefined criteria, such as budget amount and document type.

Document Types and Approval Paths:

• Requisitions/POs:
  • Path: Shopper → Department Requester → OSP → Procurement/Special → NSF
  • Criteria:
    • OSP
      • > $10k on grant
      • NSF Grant
    • Purchasing
      • Non-catalog Purchases > $10k
      • Catalog Purchases > $50k
      • Blanket Orders
    • NSF
      • Specific Fund Types: 1S; 24; 1R; Grant (22); 10; 11
    • Special Approval
      • EHS
      • Blank Distribution (no email)
      • GL Code
      • Accounting Date
      • FLEX Address
  • Invoices:
    • Path [Against PO]: AP Entry → Shopper (Order Owner) → Match Exceptions → AP Review I and II → NSF
      • Criteria: Prior department approval / Against PO; OSP and NSF same as above
    • Path [Payment Request]: Department Entry → OSP → AP Approval → NSF
      • Criteria: OSP and NSF same as above
  • Contracts:
    • Path: Initiator → Contract Manager → Department Budget Officer → Procurement → Signature/Execution

Visibility of Approval Queues:

• On eProcurement documents the dynamic workflow is shown under the “What’s Next?” section on the right-hand summary. The current workflow step can be selected to see what university-wide rule(s) is/are triggering the current stop.
• For contracts, the approval steps can be viewed from the Approvals page.

Audit:

• The system automatically tracks and logs each approval step, providing an audit trail that can be reviewed if needed. A full audit trail is available under the “History” tab of each document.

User Experience:

• For most users, and cases, the process is designed to be seamless. You submit a document, and the system takes care of routing it through the necessary approval steps.
• Notifications and status updates are provided at key stages to keep you informed about the progress of your document.

Decentralization:

• Units are authorized to issue purchase orders for goods in amounts below the competitive bid threshold without competitive bidding against funds currently on deposit in budgets under their control and direction. [APM 60.02 D]
• However, this DOES NOT include the authority to sign quotes or contracts. Quotes that require a signature under the threshold should be reviewed and signed by Contracts and Purchasing Services prior to requisition submission.

Employees must use JAGGAER to shop Amazon. You will create a cart which you will assign to your department’s financial person to approve. Employees should include their indexes/funds on their shopping cart. Amazon purchases made outside of JAGGAER will be charged to the responsible individual's personal accounts receivable and are not eligible for reimbursement.

Departments should utilize JAGGAER for most purchases. However, if a local vendor is not in JAGGAER, employees may use their P-cards for purchases. Beginning Sept. 30, 2022, new vendors will be added to JAGGAER via PaymentWorks.

Please see APM 60.43.

U of I, BSU, ISU and LCSC are using the same, jointly negotiated contracts, to maximize saving for all institutions.

Email Contracts and Purchasing Services at jaggaer@uidaho.edu.