Upkeep and verification of ship to locations within UCF Financials:

Currently departments submit the “ship to locations” to the help desk whenever they see a need. This request can come from anyone, even if they have no connection with the department. I think someone should review these locations and validate all locations when it comes to requisitions and updating employee profiles.

FSS has a good process and controls in place to validate “ship to locations”

  • Request is sent to the UCF Financials help desk
  • Routed to FSS for creating new/updating existing
  • Verify that request is from appropriate departmental personnel
  • Validate proper campus address
  • Aaron Fay (primary)
  • Pat Kentish and Dorann Mullins (secondary)

Additional findings

  • Difference between physical location and a “Ship to Location”
  • Physical location: physical location of a person or an asset

Room 327, Third Floor, Research Pavilion Building #8102

  • Ship To location: defines a USPS mailing address

12424 Research Pkwy, Ste. 300, Orlando, FL 32826

  • New employee set up in PeopleSoft
  • DAL holds a Ship to Location as well as a physical location
  • Ship to Location informs the user that the person being added is either a requisition creator or approver, andthat a Ship to ID must be entered.
  • Incorrect use of addresses
  • 4000 Central Florida Blvd. is for Visitor Information and Parking (not the entire campus)
  • 4000 Libra is for Libra Housing, not Central Receiving

Additional underlying issues identified

  • Inconsistent PO information affects Central Receiving
  • UCF issues PO to vendor and shipment arrives at Central Receiving with no reference to PO
  • Vendor subcontracts
  • Vendor ships through a third party
  • Central Receiving actions while driver wants to unload semi-truck:
  • Call department
  • PeopleSoft
  • Plead with driver to stay, or redirect to correct location
  • Central Receiving has limited staff to:
  • Hunt down PO information
  • Unload and store improperly addressed shipments
  • Reload improperly addressed shipments
  • Default “Ship to Location” may not be the correct location for the PO

Actions taken

  • F&S Business Office
  • Instruct FSBO Accountants to ensure they are using the correct “Ship to Location” on requisitions
  • Request “Construction Ship to Location”, and when construction project is complete, and a physical address has been assigned, request an edited “Ship to Location”
  • Facilities Planning and Construction
  • Provide Central Receiving with an ongoing list:
  • Project name
  • Contractor name, point of contact (POC), and reliable phone number (all hours)
  • Project manager and reliable phone number (all hours)
  • Information about upcoming shipments
  • FSS
  • Reviewed Ship To addresses in PeopleSoft, and updated to reflect current street addresses
  • Communicate proper selection of “Ship to Location” (default vs. actual)
  • in Addy Note regarding how to create a requisition
  • In Addy Tip sent out at fiscal year end
  • Created a query for Central Receiving identifying upcoming shipments
  • Provided Central Receiving with a list of requestors who have Central Receiving listed as their default “Ship to Location”.
  • Central Receiving
  • Review project list on FP&C website to identify POC
  • Regularly review FSS CR shipment query
  • Contact requestors who should not have Central Receiving as their default “ship to Location”
  • Campus
  • When placing orders requiring delivery to a “Ship to Location” other than Central Receiving:
  • Inform vendor/carrier if building has limited truck access or no loading dock in requisition notes.
  • When placing orders requiring delivery to Central Receiving:
  • Notify Central Stores of anticipated delivery and disposition.