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.