Enterprise Amazon Business Account

myUK Enterprise Amazon Business Phase 2 – UK Healthcare (Update 8-8-23)

The myUK Enterprise Amazon Business Phase 2 transition for UK HealthCare Amazon purchases is planned for completion during August. Below are key points for UK HealthCare users who currently order items from Amazon Business or plan to make future Amazon Business purchases on behalf of their areas.

• The cutover/go-live date for transitioning UKHC Amazon purchases to myUK Enterprise Amazon Business is August 30. After this date, all purchases from Amazon must be conducted via the Amazon Business tab located within myUK Enterprise Services.
• Current users on the UKHC existing Amazon Business Account will be migrated to the Enterprise Amazon Business Account in myUK on August 30. Key points for users attached to the UKHC Business Account are listed below:
  • Each user in the current UKHC Amazon Business Account will need to ensure the email affiliated with their individual account is in the format of their simple linkblue email address. For example:
    • Jsmith4@uky.edu            (correct format)
    • John.smith@uky.edu      (vanity email; incorrect format)
    • Jsmith4@email.uky.edu (older domain used; myUK Amazon will only recognize linkblue@uky.edu domain)
  • Needed updates to email addresses can be performed through the user’s Main Menu / Your Account / Login & Security tab.
  • The UKHC Amazon Business Account will be offline on August 30 for migration and not available for use; migrated accounts should be available in myUK Enterprise Services on August 31 for use and ordering.
  • Order history for each current user having their account under their simple linkblue email address should move forward to the myUK platform. In preparation for this, each user should download any needed receipts for recent purchases/Concur p-card reporting and their personal order history through the Main Menu/ Business Analytics / Reports / Orders tab.
  • Any current UKHC Amazon Business accounts that have not been updated to their simple linkblue email format will be removed from the UK HealthCare Business Account on August 30, inactivated, and order history lost/removed.
    
     
• After the August 30 cutover/go-live date, other UK HealthCare staff who are currently not attached to the UK HealthCare Amazon Business Account can also be added to the myUK Enterprise Amazon Business account with approval from their departmental leadership. Other UK HealthCare staff (not placed into departmental groups) will be able to browse (although not buy) Amazon Business products within the myUK Enterprise Services tab after the go-live transition. A web-based form for new requests is available on the Procurement Services Learning and Training Resources page, document C-10.

The following support resources are available for UKHC Amazon Business users and departmental group approvers related to the transition and continued ordering of needed Amazon Business items:

• A course entitled FAST Amazon Business is available to take on-demand in myUK Learning. The course is 30 minutes in length and interactive with quizzes. The FAST Amazon Business course is optional, but encouraged and recommended for all UKHC current users or those who plan to make future purchases from Amazon Business.
• A dedicated informational course designed for UKHC departmental group approvers has been scheduled for August 24. Amazon Business representatives will lead the virtual session and a calendar invite has been sent to the dedicated group approvers. For those who cannot attend, the session will be recorded with a link provided on the Procurement Services website along with the PowerPoint file for reference.
• Two optional sessions for UKHC Amazon Shoppers are scheduled for August 23, 2:30 p.m. and August 25, 10:30 a.m. Each session is identical and informational in nature with opportunity for questions and answers. Attending a session is optional; the on-demand FAST Amazon Business course in myUK Learning is the recommended, primary learning resource for using myUK Enterprise Amazon Business. One or both sessions will be recorded for later viewing, if desired, as well as visual materials are available on the Learning and Training page of the Procurement Services website. Interested UKHC Amazon Shoppers can simply visit the Procurement Services website to log in to either session at the dedicated time. Be sure to login at the top of the Procurement Services website upon arrival using your linkblue ID; then navigate to the Internal Resources tile from the home page to access the desired session link.

In addition, the following web-based resources are available to all new, current, or planned users of myUK Enterprise Business Account:

• Procurement Services website, Learning and Training Resources page, dedicated section C for all myUK Amazon Business resources and help guides. To arrive at the resources, visit the home page and log in at the top right using your linkblue ID and password. Then navigate to the Learning and Training Resources tile, section C. Learning resources here include full Shopper and Approver guides, Frequently Asked Questions (FAQs), migration/conversion information, web/help forms, etc.

Questions regarding the UKHC cutover/migration or other inquires related to myUK Amazon Business can be directed to amazon@l.uky.edu.

myUK Enterprise Amazon Business Phase 2 – UK Healthcare (Update 6-26-23)

The myUK Enterprise Amazon Business transition was completed last fall for the academic campus; all Amazon orders for campus departments should be transacted via the Enterprise Amazon Business Account via myUK Enterprise Services tab. Phase two planning for transitioning UK Healthcare purchases for Amazon is now underway with a go-live timeframe planned for early to mid-August. Below are key points of interest for UK Healthcare staff who plan to utilize Amazon Business for purchases going forward as part of this transition:

• The core structure on the myUK Amazon Business platform for healthcare will be identical to that of campus departments having guided buying tools, departmental group approvers, Purchasing approvals, product curation, and more.
• A key component of the transition will be the migration of users on the current UK Healthcare Centralized Amazon Business account into the myUK Enterprise Business Account. Current users of the UK Healthcare Centralized Amazon Business Account should be aware of the following:
  • As part of pre-transition preparations, it’s important that the email address used for your current affiliation on the Healthcare business account be in the form of your UK linkblue email address. You will be contacted directly by the Purchasing Division in the near future with additional information to validate this and request support to update your email address if needed.
  • With registrations on the current UK Healthcare Business Account being in the form of a linkblue email address, the migration at the go-live date should be seamless and carry previous order history for each person forward to the myUK Enterprise Business Account.
  • Once transitioned to the myUK Enterprise Business Account, hospital users will be placed into their respective departmental groups going forward identical in structure to other campus departmental groups.
  • Departmental groups will have assigned approvers who will approve all orders for their areas prior to placement with Amazon Business.
  • Departmental approvers for the new healthcare groups will be assigned to their groups prior to the early to mid-August go-live date. That list is currently under development and a representative from the Purchasing Division will contact healthcare group approvers in the near future to initiate their pre-go-live onboarding.
  • Amazon departmental approver assignments are typically mirrored on their SAP/SRM roles for Shopping Carts, Requisitions, Payment Request Documents, etc.
  • All myUK Enterprise Amazon Business orders receive Purchasing Division review and approval prior to order placement to ensure contract and other compliance.

Other UK Healthcare staff who are currently not attached to the UK Healthcare Centralized Amazon Business Account can also be added after the go-live transition to the platform with approval from their departmental leadership. Additional Healthcare staff (not placed into departmental groups) will be able to browse (although not buy) Amazon Business products via the Amazon Business link within the myUK Enterprise Services tab after the go-live transition.

In preparation for this transition, the following resources are available for UK Healthcare staff regarding the myUK Amazon Business migration and transition:

• Purchasing website, Learning and Training Resources page, dedicated section C for all myUK Amazon Business resources and help guides. To arrive at the resources, visit the home page and log in at the top right using your linkblue ID and password. Then navigate to the Learning and Training Resources tile, section C. Learning resources here include full Amazon Shopper and Approver guides, Frequently Asked Questions (FAQs), migration/conversion information, web/help forms, etc.
• Dedicated news page for Enterprise Amazon Business Account on the Purchasing website
• Dedicated informational course in myUK Learning entitled FAST Amazon Business, 30-minute viewing time and interactive, can be booked and taken on demand (serves and encouraged as the primary learning resource for all users)

In addition, virtual learning sessions are being planned with more information to be forthcoming in July. A dedicated session for Amazon UK Healthcare approvers will be provided and led by Amazon staff. Two additional sessions (optional) are also planned for Amazon UK Healthcare shoppers. Information on all sessions will be communicated once scheduled.

More information will be forthcoming in July regarding this upcoming transition. Questions can be directed to amazon@l.uky.edu.

myUK Enterprise Amazon Business Phase 2 – UK Healthcare (Update 5-18-23)

The myUK Enterprise Amazon Business transition was completed fall 2022 for the academic campus; all Amazon orders for campus departments should be transacted via the Enterprise Amazon Business Account via myUK Enterprise Services tab. Phase two planning for transitioning UK Healthcare purchases for Amazon is now underway with a go-live timeframe planned for late July. Core structure on the myUK Amazon platform for healthcare will be identical to that of campus departments with guided buying tools, departmental group approvers, Purchasing approvals, etc. Learning sessions for both healthcare Amazon Shoppers and Approvers are in planning with more information to be forthcoming in June. Current staff who are utilizing the UK Healthcare Amazon Business Account will be automatically migrated to the myUK Enterprise Business Account as part of go-live/cutover activities.

More information will be forthcoming in June regarding this upcoming transition. Questions can be directed to amazon@l.uky.edu.

Enterprise Amazon Business Account Update and Reminders (Update 9-26-22)

The Enterprise Amazon Business Account was successfully launched for campus on August 11 and now serves as the University’s single, integrated platform for making needed purchases from Amazon. As a reminder, the deadline for academic campus departments to transition to the platform or for any existing Amazon.com work accounts or departmental Business Accounts to migrate is October 1.

Areas within UK Healthcare (Hospital department numbers HXXXX) and Athletics will be integrated with the platform in a second phase with hospital departments potentially onboarding in early 2023.

In sourcing common operational goods, remember to use the University’s conventional contracted suppliers as first choice for product purchases. This includes Ariba Network e-catalog providers such as Dell, CDW, Grainger, Fastenal, B & H Photo, etc. with particular attention to those having exclusive contracts with the University, such as ODP Business Solutions for purchase of office supplies and VWR for laboratory/research purchases. The University Supply Center should also be considered a first source for provision of products available through their offerings. Remember to place comments during the checkout process from Amazon Business providing cost comparison information or other rationale for the purchase from Amazon over other primary contract providers, when applicable. Comments here can be condensed, if needed, with examples being:  “Item not on contract”, “Checked Dell, CDW and Connection. Required item out of stock”, “Item available from CDW but lead time does not meet my needs”, “Item available from Office Depot but 50% less from Amazon”, etc.

Shipments of any orders to any residential address are not permitted unless the employee has a full-time telecommuting status supported by appropriate documentation at the departmental level. Product purchases for any employees having a hybrid working model must be shipped to a campus address for pickup.

As a reminder, various help materials and references are available for both Amazon Approvers and Shoppers. A dedicated course is available within myUK Learning entitled FAST Amazon Business. Amazon shoppers and other interested parties can access and take the course via myUK Learning on demand at any time. Simply locate and book the course by title and click Start. The course takes approximately 25 minutes to complete and includes interactive quizzes. Although optional, the course is recommended for both Amazon Shoppers and Approvers.

Available Learning Resources on the Purchasing Division website include: Dedicated Amazon Business General Information Page, Amazon Business Frequently Asked Questions (FAQs), Amazon Shoppers PowerPoint, Amazon Approvers PowerPoint, account conversion steps, and more. If you are looking for a one-stop shop on all Enterprise Amazon Business information, Section C of our Learning and Training Resources page has links to all available resources on the Purchasing website regarding Amazon Business in a single section. Questions or support requests relating to the Enterprise Amazon Business Account can be sent to amazon@l.uky.edu.

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The launch date for Enterprise Amazon Business Account was August 11, 2022. A dedicated link is now available within myUK Enterprise Services tab to access the Enterprise Amazon Business Account platform. The platform uses Single Sign-on (SSO) functionality allowing employees to access and utilize the platform utilizing their linkblue ID and password.

Important note for employees with an existing Amazon Business Account or Amazon.com account used for work purposes: If you are an employee having an existing departmental Amazon Business Account or Amazon.com account used for work purposes under an email other than your linkblue email address, please refrain from accessing the new Enterprise platform through myUK and contact amazon@l.uky.edu for migration assistance. A customized migration can be scheduled specifically for you. It’s important that the person to whom the departmental account is registered not access the new platform before their migration to ensure their existing business account or Amazon.com account can be converted/migrated correctly.

Departmental groups are arranged on the platform providing Approvers the ability to approve/reject orders for their individual area(s) as well as access to other functionality and analytics. Purchasing oversight is also part of the order workflow. Employees who were active procurement card holders as of July 1 were automatically added to their respective departmental groups at the launch date allowing them to create and place orders. Other employees are able to browse products and create shopping lists. Departmental approvers (and the Purchasing Division) can also add additional employees to groups allowing them to create orders as well. Access to the Enterprise Amazon Business Account requires an employee’s linkblue email for identification; if any employee (including Approvers) is using their linkblue email address for another Amazon account, an account conversion is required on the first access to enter and use the platform for any role.

Departments should plan to transition any purchases from Amazon to the new platform by October 1. UK Healthcare (department numbers prefixed with H) and Athletics areas will not be active on the platform at the initial launch and will be integrated at a later date.

Departmental approvers received Amazon-provided direct online training during the week leading to the launch date; direct meeting invitations were sent to those persons. Approver sessions were recorded and are available for viewing by request.

Following are the available resources provided for Amazon Shoppers to use the new platform:

1. A dedicated course has been created by the FAST Training Team and placed within myUK Learning entitled FAST Amazon Business. Amazon shoppers and other interested parties can access and take the course via myUK Learning on demand at any time. Simply locate and book the course by title and click Start. The course takes approximately 25 minutes to complete and includes interactive quizzes. Although optional, the course is recommended for both Amazon Shoppers and Approvers.
2. Online Amazon Shopper and Approver sessions were recorded and are available for viewing by departments upon request. Email amazon@l.uky.edu to request access to either recorded session.

3. Available Learning Resources on the Purchasing Division website:

• Dedicated Amazon Business General Information Page
• Amazon Business Frequently Asked Questions (FAQs)
• Looking for a one-stop shop on all Enterprise Amazon Business information? Section C of our Learning and Training Resources page has links to all available resources on the Purchasing website regarding Amazon Business in a single section.

Online web forms are also available to inquire on Amazon Business General Information and Request To Be Added to Departmental Group

A dedicated help email at amazon@l.uky.edu is  available going forward for inquiries or requests for support.