This decision will be made by individual Schools and Services.
Yes, the system will be available to locally identified users via a secure web link. Further discussions will take place with staff based, for example, at the farms, the Dove Marine Laboratory, etc to ensure that their specific needs are addressed in the design and build of the new system.
The authorisation/approvals structure will follow a simple three step model with financial limits set at each stage. Approval will be managed electronically through workflow within the SRM system. Users may self-authorise low value purchases which are from catalogue, i.e. budget holder approval will not be required for low value transactions. For more information on approvals click here.
Self authorisation will not be given to all staff. Decisions will be taken at the local level as to which staff will have access to the system and be able to place orders. The system will have the functionality to produce reports detailing spend by each user and such reports should be regularly analysed at the local level.
Email approval will include details of items to be purchased, supplier, the person requesting the items and value, etc. It will not be possible to approve purchases via overview and without reviewing what is actually being purchased.
This is called a substitute and is currently being addressed.
The approvals structure will be built into the SRM system. Decisions will be taken locally as to which staff are approvers. The introduction of the new system may give Schools/Services the opportunity to address the way they currently work. If it would be more convenient for one academic to be approver rather than another then you can build this into the way your area will work with P2P.
The cart will be automatically converted to a purchase order and will be sent to the supplier(s).
The approver will enter a reason for the rejection and this will route the cart back to the cart creators SRM inbox. The cart creator then has the option to accept the changes or change the cart. If the creator accepts the rejection the cart line rejected will be removed. If the cart is changed it will be resubmitted through the approval process.