New Automated CPO-05 Process: EIPA Workflow

Sharing on behalf Ryan Sears, Director, Capital & Facility Services and Jennifer Pugliese, Director, Information Technology

We are pleased to announce the launch of a new electronic form in our Help Desk – Self Service portal to streamline the CPO-05 process.

This web form went live Friday, February 21. Please follow the new automated process.

Note: for CPO-05 Equipment and Installation Planning forms currently in progress, please continue with the ‘paper’ work flow.

The new web form, named “Equipment and Installation Planning Approval, EIPA” will automate all approvals and significantly improve the process efficiency.

Key Features and Benefits:

  • Automated approval workflow
  • Email notification upon completion of all approvals
  • Integration with our existing systems

All approved capital and minor equipment must have an EIPA form completed.

Complete the EIPA form, ensuring approval prior to procurement, during the planning phase.

Requester’s Steps:

  • Gather required information on the equipment (Manufacturer’s Data (Cut Sheets), Recommended Installation, Operations & Maintenance Manuals, etc.)
  • Complete the Budget workbook sheet (found in Knowledge Article #14376), we recommended engagement with Capital & Program Development in advance for items that are not a direct replacement of existing equipment.
  • Fill out the new EIPA form, found in Help Desk-Self Service, and submit
  • The system will automatically route the form for all necessary approvals
  • You will receive an email notification once all approvals have been obtained
  • Receive the EIPA approval email
  • Create a Purchase Requisition
  • Submit the Purchase Requisition to Purchasing once approval is obtained, including:
    • Quotes
    • Limited Tendering documentation (if applicable)
    • Attach the EIPA approval email
  • This new workflow will streamline our process, reduce manual work, and expedite approval. We encourage all involved in Equipment and Installation Planning to familiarize themselves with this new process.

For any questions or assistance, please contact the Help Desk or Capital & Facility Services.

Thank you for your engagement in implementation!