Transitioning to Deacon Depot

March 5, 2012

As many of you are aware, after lengthy and extensive collaboration with many campus departments, the University has deployed a new procurement process that automates the way we acquire goods and services. This new process is based on an electronic procure-to-pay solution called Deacon Depot that eliminates the paper-based processes that are currently in use. The University is transitioning to Deacon Depot using a phased approach. If you are not currently using Deacon Depot, a representative from Procurement Services will be contacting you in the upcoming months to plan and schedule your transition. You can learn more about the improved procurement solution at the University website http://deacondepot.wfu.edu.

In preparation for this transition, all personnel currently authorized to approve expenditures on departmental or restricted funds are now set up in Deacon Depot. Prior to your departmental conversion to Deacon Depot, there may be transactions initiated by other departments that require your review and approval to authorize a purchase requisition (e.g., IS procuring computer technology equipment or services on behalf of your unit.). Approvals can easily be made through email after a one-time system set up for your email approval code. After this set up, your attention to emails requesting your approval is an essential step in the procurement process. After approving the email request, your work is done. Invoices for these purchases will be sent directly to Accounts Payable with no additional approvals necessary.

Although the system is very intuitive, we have several tools to assist you in approving these purchase requisitions (orders). In addition to the attached training guide, there are e-learning opportunities on our website in the ‘Training Information’ area. Online training and hands-on sessions are also available through the PDC http://pdc.wfu.edu/events/1294/.

We look forward to working with you as WFU phases in this new and exciting way to purchase goods and services. We thank you in advance for your cooperation and support in making this transition a success. Please do not hesitate to contact us with any questions or requests for additional information.

To address any immediate issues, call us on the dedicated help line: uBuy ( x8289) or email: dcndepot@wfu.edu.

Sincerely,

Deacon Depot Core Team