To avoid the common prohibited role combination of iBuy Approver with FABweb Unit Rep and/or Biennial Unit Contact, we recommend making a specific change: transition from the iBuy Approver role to an iBuy Executive Approver.

The iBuy Executive Approver role holds the authority to approve, reject, forward, or return requisitions within their approval queue but does not possess the ability to edit these requisitions. It's essential to note that the iBuy Approver role becomes redundant when an Executive Approver is already in place.

For more information on iBuy roles, please see iBuy Roles Explained.

An alternative to the iBuy Requestor role involves utilizing the combination of the iBuy Shopper and Department Account Coder (DAC) roles. This substitution streamlines the requisition process while ensuring necessary compliance.

The iBuy Shopper role empowers individuals to perform all essential tasks required for creating a requisition and submitting it for approval, with the sole exception of adding C-FOAPAL information. Upon submission by the Shopper, the requisition proceeds to the DAC, whose responsibility is to incorporate the required C-FOAPAL details. Subsequently, the DAC forwards the requisition to the iBuy approval queue.

Please note:

• This option introduces an additional individual into the process to fulfill the DAC role.
• It's important to note that the DAC role cannot be combined with either the Shopper or Executive Approver roles.

For more information on iBuy roles, please see iBuy Roles Explained.

The Banner Department Manager/Requestor role historically served to create requisitions within the Banner system. However, in light of our transition to iBuy for most purchase orders, this role is now largely redundant, as it is not utilized for iBuy orders. Given this shift in our procurement processes, please engage with your University Security Contact (USC) to assess whether the Banner Department Manager/Requestor role is still required in your unit.

If you have a legitimate reason to continue using this role, please include that on your exception request.

The FABweb Unit Rep role is unique in that there are no alternative FABweb roles that can be provisioned in its place. Given this constraint, it is essential to explore options for reassigning the responsibilities associated with this role within your unit, school, or college. To optimize role assignments and ensure efficient resource allocation, consider the following recommendations:

• Identify Alternative Resources
  Evaluate potential staff resources within your unit, school, or college who may be suitable candidates for taking on the FABweb Unit Rep role. In many cases, units have successfully segregated equipment management functions by assigning these responsibilities to the unit's facilities management group or other office administrators. This approach ensures that staff members with procurement responsibilities do not need to handle fixed asset functions.

• Utilize Shared Services
  Some colleges offer shared services for equipment management. Explore whether such services are available within your college and consider utilizing them as an alternative to the FABweb Unit Rep role.

• Role Reconfiguration
  If identifying additional resources proves challenging, explore the possibility of reconfiguring roles within the iBuy system. You can consider combining allowable roles creatively to achieve the tasks needed. (Refer to the "iBuy Roles Explained" resource for guidance on role combinations.)

• Review Department Manager/Requestor Role
  Assess the necessity of the Department Manager/Requestor role, especially in light of the fact that purchase orders are no longer initiated in Banner. If this role is not required, collaborate with your University Security Contact (USC) to initiate its removal unless a valid reason for its retention can be provided.

The Biennial Unit Contact role is distinctive in that there are no alternative Biennial roles available to replace it. Therefore, it is essential to explore and assess other staff resources within your unit, school, or college who may be suitable for the Unit Contact role assignment.

To optimize role assignments and ensure the efficient management of responsibilities, consider the following recommendations:

• Identify Potential Resources
  Evaluate potential staff members within your unit, school, or college who could take on the Unit Contact role. Given the role's limited scope, which primarily involves managing and conducting the Biennial Inventory, it can often be more easily escalated within schools and colleges. Think of it as similar to hiring an external party to conduct a physical inventory, as many retailers do.

• Shared Service Centers
  Some colleges have established shared service centers at the school or college level to efficiently complete the mandated Biennial Inventory. Such centers can provide additional independence from unit staffers involved in procurement and FABweb transactions.

• Role Reconfiguration
  If identifying additional resources proves challenging, consider the possibility of reconfiguring roles within the iBuy system. You may explore creative combinations of allowable roles to accomplish the necessary tasks. (Refer to the "iBuy Roles Explained" resource for guidance on role combinations.)

• Review Department Manager/Requestor Role
  Assess the continued necessity of the Department Manager/Requestor role, especially considering that purchase orders are no longer initiated in Banner. If this role is deemed unnecessary, collaborate with your University Security Contact (USC) to initiate its removal unless a valid reason for retention can be verified.

The PCard Holder role is unique, and there are no alternatives to it. Given this, it is essential to maintain the necessary separation of duties. As such, it is recommended that no individual who holds the FABweb Unit Rep or Biennial Unit Contact roles also holds the PCard Holder role.

To ensure the appropriate segregation of responsibilities, it may be necessary to brainstorm and assess other staff resources within your unit, school, or college. This evaluation aims to separate equipment management and purchasing responsibilities effectively.