Last updated: July 26, 2021
See common issues and solutions for creating, submitting, and approving animal orders in LAMPS and Workday.
LAMPS
| Issue | Cause | Solution | Urgency |
|---|---|---|---|
| Requisition remains in “Order in Preparation” status for more than one business day. | DCM has not received approval from Workday. Requisitions are sent to Workday as Supplier Contracts. Departments must assign the correct funding source from the Memo field and route for additional approval(s). The transaction is held up somewhere in this process. | Contact department accounting staff for information on where the requisition is in the Workday approval process. PIs and DCM Procurement cannot track the status in Workday. | Critical If your requisition is in this status for more than one day, contact your department accounting staff. This should be addressed within one business day. Approval from Workday is required before the order can be sent to the vendor. |
| Error message during requisition process: “Please add funding account before creating a requisition” | A new protocol ID was approved in eProtocol. DCM must enter a default research cost center before the first requisition. | Email DCM Procurement with the protocol ID that is missing the funding account. The University settled on a “Default Research Cost Center” to be used for all LAMPS Integrations to Workday – this cannot be changed (specific funding details for orders should be included during the requisition process (see guide). | High Requisitions cannot be created before the “Default Research Cost Center” is added to the funding details in LAMPS. This should be addressed within one business day. |
| Submit to ARC button does not appear; only Submit for Approval. ARC stands for Animal Resource Center, aka Division of Comparative Medicine (DCM). | You do not have edit access to the protocol. | Request the PI submit an amendment in eProtocol to upgrade you to a role with edit access. Clicking Submit for Approval requires a person with edit access to the protocol to submit the requisition to ARC (DCM). | High Submit for Approval does not sent to DCM. The requisition must be submitted to DCM by someone with edit access to the protocol. DCM cannot see this requisition until it is submitted by someone with edit access. |
| A requisition on my homepage is highlighted in yellow. | A personnel member with Read Only Access submitted a requisition. The requisition must be submitted to DCM by a protocol member with edit access. | Review the requisition, edit if necessary, and click Submit to ARC. Then, submit an amendment in eProtocol to upgrade the personnel to Edit Access. | High DCM cannot see this requisition until it is submitted by you or someone else with edit access. |
| Error message: “Requisition submission date should coincide with Monday, Tuesday, Wednesday, Thursday, Friday.” | LAMPS does not allow requisitions to be submitted on Saturdays and Sundays; this is a system limitation. | Submit requisitions only Monday – Friday. | Low |
| No longer receiving system-generated emails for requisitions and transfers | These emails have been paused based on feedback. | Communicate with protocol members via email if necessary. Emails will be re-evaluated after the stabilization period (7/1 – 10/1). | Low |
| Receiving out of office emails after submitting a requisition | A personnel member with Read Only access submitted a requisition. The requisition must be approved by a protocol member with edit access. To facilitate this, LAMPS sends an email from the email address of the requisition submitter to protocol personnel with edit access (plus other central staff for awareness). | Ignore the out of office message. Be sure a protocol personnel member with edit access reviews your requisition and submits to DCM. It is recommended that all requisition submitters have edit access to the protocol. See this guide on how a PI can submit a personnel-change-only amendment. | Low |
| Negative animal balance in a USDA Pain Category (C, D, E). | Transactions such as split/weans do not take balance by pain category into account and this feature was not turned off although it is not monitored. | Ignore negative balances by pain category. The Balance to Requisition (BRN) is the correct number of remaining animals to requisition or wean. The breakdown by pain category in LAMPS is not monitored; the University does retrospective pain reporting by species, as appropriate. See the guide to check your BRN. | Low |
Workday
| Issue | Cause | Solution | Urgency |
|---|---|---|---|
| I cannot find a submitted animal requisition in LAMPS. | Animal orders send to Workday as Supplier Contracts (Not a purchase order). | Set inbox filters to look only for Supplier Contracts. If you know the LAMPS Order number, search for this in Workday | Critical Workflows for animal orders must be addressed at least daily. Supplier Contracts should not remain unresolved for multiple days. If they are not fully approved by 2pm on Wednesdays, there is a potential negative impact on research and delivery dates! |
| The Cost Center Supplier Contract Specialist (CCSCS) does not know which worktags (grant, cost center, etc.) to assign in Workday. | The CCSCS is not aware where this information is located on the Supplier Contract document. | Update the Supplier Contract with the appropriate worktags (cost center, grant, project, etc.) per the information in the Memo Field. Note: DCM only reviews the field that will route to Workday for completion (submitter’s name/initials and that additional funding notes are included); DCM does not validate the information included – any questions should be routed to the submitter or the PI. See these LAMPS and Workday integration screenshots. Review the eLearning on Supplier Contracts to find the PI name, protocol ID, and memo field in Workday. | Critical Workflows for animal orders must be addressed at least daily. Supplier Contracts should not remain unresolved for multiple days. If they are not fully approved by 2pm on Wednesdays, there is a potential negative impact on research and delivery dates! |
| I do not know if this requisition/supplier contract is for an approved species or an allowed number of animals for this protocol. | Species and quantity of the requisition do not send to Workday. | LAMPS only allows requisitions to be submitted for approved species with a sufficient remaining balance. If a supplier contract has been sent to Workday, it is for an approved species and an allowable number of animals for this protocol. | Low |
| The Supplier Contract has an incorrect price. A requisition came over with a very low amount such as $0.05 or is missing shipping and freight. | LAMPS defaults to $0.01 per animal and the unit price was not updated on the requisition. Ancillary charges are typically not included in the price sent to Workday. DCM does not validate pricing. | The price on the supplier contract can be modified by an amendment; do not disapprove the order due to incorrect price. Review the eLearning on Supplier Contracts. Creating an amendment begins at timestamp 11:24. Follow up with the individual who placed the order to request the price per unit be updated when submitting future requisitions in LAMPS. | Low |