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Procurement Services Fall Forum September 2011
Procurement Services Fall Forum
Procurement ServicesFall ForumSeptember 20112Procurement Services Our New Org StructurePresenter: David Wright (UW Bothell, UW Tacoma) / Mark Conley (SLU, Foege and UW Tower)
We will briefly mention the organizational changes in PS and how this will benefit the campus.
Key Points to remember: use of eProcurement over Procard Direct Buy Limits do not apply to orders placed in eProcurement2Supplier Registration
The online portal was released on July 18th and replaces the PDF registration form.
Like the form, only for new suppliers being paid through purchase order number in PAS -Less paper, reduces lost information -Paper form will be removed from the website at a determined time.3See the Supplier Registration online at:https://f2.washington.edu/fm/ps/info-for-suppliers/registration-formPresenters:9/13 @ SLU:Rachel Pitt9/15 @ Foege:Rachel Pitt9/22 @ UW Tower:Rachel Pitt or Heather Nicholson 9/27 @ UW Bothell:David Wright10/11(?) @ Tacoma:David Wright3
Tools & Templates
Sole Source Justification Web Forms for:Goods & Purchased ServicesITEquipment & ITPurchased ServicesPersonal Services & ITPersonal Services Coming Soon !!
4Coming Soon !!Presenters:9/13 @ SLU:John Whitney9/15 @ Foege:Kathryn Harrington9/22 @ UW Tower:John Whitney 9/27 @ UW Bothell:Claudia Christensen or David Wright10/11? @ Tacoma:Claudia Christensen or David Wright
4Tools & TemplatesBENEFITS of using the New Sole Source Justification Web Forms
5Coming Soon !!9/13 @ SLU:John Whitney 9/15 @ Foege:Kathryn Harrington 9/22 @ UW Tower:John Whitney 9/27 @ UW Bothell:Claudia Christensen or David Wright 10/11? @ Tacoma:Claudia Christensen or David Wright
5Youve Been Asking And Its Finally Here!6
Presenters:9/13 @ SLU:Ray Hsu9/15 @ Foege:Ray Hsu9/22 @ UW Tower:Claudia Christensen9/27 @ UW Bothell:Claudia Christensen10/11? @ Tacoma:Claudia Christensen
6UW Contracts On the WEB
7http://f2.washington.edu/fm/ps/how-to-buy/uw-contracts
Presenters:9/13 @ SLU:Ray Hsu9/15 @ Foege:Ray Hsu9/22 @ UW Tower:Claudia Christensen9/27 @ UW Bothell:Claudia Christensen10/11? @ Tacoma:Claudia Christensen
7Easy Search Tool8
Displays preferred method
Presenters:9/13 @ SLU:Ray Hsu9/15 @ Foege:Ray Hsu9/22 @ UW Tower:Claudia Christensen9/27 @ UW Bothell:Claudia Christensen10/11? @ Tacoma:Claudia Christensen8Supplier Diversity9
Presenters:9/13 @ SLU:Ray Hsu9/15 @ Foege:Ray Hsu9/22 @ UW Tower:Claudia Christensen9/27 @ UW Bothell:Claudia Christensen10/11? @ Tacoma:Claudia Christensen9Contract Summary Available10
Presenters:9/13 @ SLU:Ray Hsu9/15 @ Foege:Ray Hsu9/22 @ UW Tower:Claudia Christensen9/27 @ UW Bothell:Claudia Christensen10/11? @ Tacoma:Claudia Christensen10Procurement Desktop Reports (PDR)AP reports to view the status and image of your invoices for online PAS Purchase OrdersProCard reports to view department and cardholder spend data, including high risk transactionsCTA reports to view detailed spend data by category and CTA account
Access the reports and register for a class at:
http://f2.washington.edu/fm/ps/tools-for-reconciling/pdr
11Presenters:9/13 @ SLU:Julie Condit9/15 @ Foege:Julie Condit9/22 @ UW Tower:Julie Condit9/27 @ UW Bothell:Julie Condit10/11? @ Tacoma:Julie Condit
Procurement Desktop Reports are now online at http://f2.washington.edu/fm/ps/tools-for-reconciling/pdr . We hope you will find this to be a useful tool and will bookmark this url.
Procurement Desktop Reports (PDR) are a suite of web based reports developed by Procurement Services. The reportsdraw data from the PASData Warehouse and JP Morgan Chase PaymentNet and are updated nightly or as new data is available. Reports are available for various categories of data and are useful to departments for approving payment of invoices larger than $10,000, tracking payments and resolving issues, budget reconciliation, assuring appropriate use of department resources and managing compliance issues.Additional reports are in development and will be added to the categories as they are ready.
11Changes to the NonRIP ReportsAP will discontinue mailing copies of invoices to departments on 12/31/11
PDR reports available to view pending invoicesCan set subscriptions to have reminders emailed to view reports
This does not change our other processes!Continue to notify [email protected] if an invoice should not be paid Continue to notify [email protected] when a pending NonRIP invoice is approved (or not) for paymentContinue to submit invoices to AP with invoice vouchers to specify approval or special handling
12Presenters:9/13 @ SLU:Julie Condit9/15 @ Foege:Julie Condit9/22 @ UW Tower:Julie Condit927 @ UW Bothell:Julie Condit10/11? @ Tacoma:Julie Condit
12Role of the Business Diversity Program
Presenters:9/13 @ SLU:Chesca Ward9/15 @ Foege:Chesca Ward9/22 @ UW Tower:Chesca Ward9/27 @ UW Bothell:Chesca Ward10/11? @ Tacoma:Chesca Ward
13Economic BenefitsPresenters:9/13 @ SLU:Chesca Ward9/15 @ Foege:Chesca Ward9/22 @ UW Tower:Chesca Ward9/27 @ UW Bothell:Chesca Ward10/11? @ Tacoma:Chesca Ward
14Multiplier EffectEstimates the ripple effect in the state economy where spending occursUW Spending with local suppliers provides these suppliers with addtl dollars that they re-spend in the local economy multiplier effect.For every $1 of direct UW spending, $1.275 of indirect spending is generated for the state economy via employment, tax revenue, and business spending
MULTIPLIER EFFECT (1.275)
Source: The Economic and Societal Impact of the University of WashingtonPresenters:9/13 @ SLU:Chesca Ward9/15 @ Foege:Chesca Ward9/22 @ UW Tower:Chesca Ward9/27 @ UW Bothell:Chesca Ward10/11? @ Tacoma:Chesca Ward
15Role of the Business Diversity Program
Contact: Chesca Ward, Business Diversity ManagerEmail: [email protected] Phone: 206-543-0847 Website: f2.washington.edu/bdp
Presenters:9/13 @ SLU:Chesca Ward9/15 @ Foege:Chesca Ward9/22 @ UW Tower:Chesca Ward9/27 @ UW Bothell:Chesca Ward10/11? @ Tacoma:Chesca Ward16Non PO Invoice PaymentsIn January, Procurement Services developed a lean team to streamline Purchases. The team learned that there are times when a PO is created in PAS simply to make a payment to a supplier when a physical PO copy is not required. We set out to provide a flexible, less expensive alternative to meet campuss payment needs. What resulted is the Non-PO Invoice module in Ariba.
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Presenters:9/13 @ SLU:Michelle Schrader9/15 @ Foege:Michelle Schrader9/22 @ UW Tower:Michelle Schrader9/27 @ UW Bothell:Michelle Schrader10/11? @ Tacoma:Michelle Schrader
17Non PO Invoice PaymentsWhat is a Non-PO Invoice?
ANSWER: An online tool used to make a payment to a supplier when a PO is not required.
Ex: Items purchased under the UWS Direct Buy limit (currently $3500) when the supplier is not in eProcurement, registrations, memberships, etc.
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Presenters:9/13 @ SLU:Michelle Schrader9/15 @ Foege:Michelle Schrader9/22 @ UW Tower:Michelle Schrader9/27 @ UW Bothell:Michelle Schrader10/11? @ Tacoma:Michelle Schrader
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Non PO Invoice PaymentsHow will this help departments?
Cuts down the groups involved in making a payment (less touches to the process)Invoices are retained in the department which reduces the amount lostGreater flexibility with budgets, account codes and PCA codes on a line item basis (previously unavailable in PAS)Complete transparency of the invoice process from beginning to endLinks between MyFD andinvoices in Ariba
19Presenters:9/13 @ SLU:Michelle Schrader9/15 @ Foege:Michelle Schrader9/22 @ UW Tower:Michelle Schrader9/27 @ UW Bothell:Michelle Schrader10/11? @ Tacoma:Michelle Schrader
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Non PO Invoice PaymentsWhen will Non-PO Invoice be available?Soon! The project is projected to go live in November 2011Beta testing is September 28th from 9 am to noon.
Interested in joining? Sign up at https://catalyst.uw.edu/webq/survey/michells/141570
Look for upcoming training dates as we get close to project completion!!20Presenters:9/13 @ SLU:Michelle Schrader9/15 @ Foege:Michelle Schrader9/22 @ UW Tower:Michelle Schrader9/27 @ UW Bothell:Michelle Schrader10/11? @ Tacoma:Michelle Schrader
20Direct Deposits21Presenters:9/13 @ SLU:Teresa Crisostomo9/15 @ Foege:Teresa Crisostomo9/22 @ UW Tower:Teresa Crisostomo9/27 @ UW Bothell:Michelle Schrader10/11? @ Tacoma:Michelle Schrader21Procard Whats ahead?$75 WaiverUW received permission from the State to waive receipt requirements for purchases up to $75.
This applies to all transactions:- Travel - Procard - POs - Ariba
Guidelines and exemptions:Some type of transaction will still require documentation regardless of cost. More details and guidance will come soon
ProCard online applicationUsing Ariba eFormAstra approval processDepartments can track card applications and approvers online
22Presenters:9/13 @ SLU:Aris Gempesaw9/15 @ Foege:Aris Gempesaw9/22 @ UW Tower:Aris Gempesaw9/27 @ UW Bothell:David Wright10/11? @ Tacoma:David Wright
22Paper ReductionWashington State law (HB 2287) requires all state agencies to reduce consumption by 30% and purchase 100% recycled paper for copiers and printers.Paper Conservation committee membership UWMC & HMC PurchasingFinance & Facilities (Recycling & Solid Waste, C+C, Strategy Management, ESS)Bothell and TacomaFaculty, Mechanical Engineering Educational Outreach23UW Paper Conservation Programhttp://green.washington.edu/oess/paper-conserveTALKING POINTS The state passed a law that requires all state agencies to purchase only 100% recycled paper and reduce consumption by 30%
Last year, a university-wide committee was formed to develop a paper reduction program (refer to members)
The UW Paper Conservation Program was developed to help us reach our reduction goals and provide resources for campus administrators
You can go to the website to get best practices from campus units who have reduced their paper use
Presenters:9/13 @ SLU:Katy Folk-Way9/15 @ Foege:David Wright9/22 @ UW Tower:Claudia Frere9/27 @ UW Bothell:Claudia Christensen10/11? @ Tacoma:Claudia Christensen
23Paper ReductionUWs best practices for paper reduction UWEO, UWIT, School of Forest Resources, Mechanical Engineering Professor, Finance & Facilities Strategy Management What are the resources?Printopia (Shared Services)Printer upgrade program through HP PurchaseEdge ProgramGreen Office Certification Questions? Email [email protected]
24TALKING POINTS Individuals and departments are already making strides with reducing paper
As you can see here, it varies from self-sustaining units like Educational Outreach, to a college with the School of Forest Resources, faculty and administrative staff with folks from Finance & Facilities
When you start looking at your paper reduction strategy, we recommend looking into these areas:Consider a shared service for printer/copier needs with UWs Printopia ProgramUpgrade your printer if it doesnt have double-side printing capability with the HP PurchasEdge ProgramContact the Environmental Stewardship and Sustainability Office about a new program to help offices streamline with the Green Office Certification program
Presenters:9/13 @ SLU:Katy Folk-Way9/15 @ Foege:David Wright9/22 @ UW Tower:Claudia Frere9/27 @ UW Bothell:Claudia Christensen10/11? @ Tacoma:Claudia Christensen
24Paper Reduction25
How are we performing?Check out the UW Sustainability Dashboard: http://green.washington.edu/oess/profile/SustainabilityMetricsTALKING POINTS So how are we doing as a university on conserving our resources and reducing paper?
The Environmental Stewardship and Sustainability Office launched a Sustainability Dashboard last month and it shows our performance for paper reduction and purchasing
Our goal is based on reducing our consumption by 30% from the 2008-2009 level
As you see, weve got a lot of work to do. We know that our enrollment and head-count numbers increased over the past year, so its impacted our purchasing activity. But we know we can do better, and are working to provide resources and information to help you develop your reduction strategy.
Please email [email protected] if you have any questions, or have ideas for paper reduction in your department.
Presenters:9/13 @ SLU:Katy Folk-Way9/15 @ Foege:David Wright9/22 @ UW Tower:Claudia Frere9/27 @ UW Bothell:Claudia Christensen10/11? @ Tacoma:Claudia Christensen25Federal Legislative Update1099 Expanded Reporting REPEALED
3% withholding
Delayed to Jan 1st 2013
26Presenters:9/13 @ SLU:Julia Shanahan / Rachel Pitt9/15 @ Foege:Julia Shanahan / Rachel Pitt9/22 @ UW Tower:Julia Shanahan / Rachel Pitt9/27 @ UW Bothell:David Wright10/11? @ Tacoma:David Wright
26Stumped by sales tax?Check out the taxability grid http://f2.washington.edu/fm/tax/taxability
Come to a Tax Training http://f2.washington.edu/fm/tax/training
27Presenters:9/13 @ SLU:Julia Shanahan / Rachel Pitt9/15 @ Foege:Julia Shanahan / Rachel Pitt9/22 @ UW Tower:Julia Shanahan / Rachel Pitt9/27 @ UW Bothell:Julia Shanahan / Rachel Pitt10/?? @ Tacoma:Julia Shanahan / Rachel Pitt
27What object code should I use?Object codes dont drive tax, tax law drives taxDepartments decideUsed to help determine where money is being spent within departmentThink about using sub-sub object codes for greater detail28Presenters:9/13 @ SLU:Julia Shanahan / Rachel Pitt9/15 @ Foege:Julia Shanahan / Rachel Pitt9/22 @ UW Tower:Julia Shanahan / Rachel Pitt9/27 @ UW Bothell:Julia Shanahan / Rachel Pitt10/?? @ Tacoma:Julia Shanahan / Rachel Pitt
28Updated Form 1631Attempt to simplify process
Use for invited speakers only
Lecturers and other independent contractors use Form 1632
29Presenters:9/13 @ SLU:Julia Shanahan / Rachel Pitt9/15 @ Foege:Julia Shanahan / Rachel Pitt9/22 @ UW Tower:Julia Shanahan / Rachel Pitt9/27 @ UW Bothell:Julia Shanahan / Rachel Pitt10/?? @ Tacoma:Julia Shanahan / Rachel Pitt
29Tax Issues? Contact us @ [email protected] or [email protected]
30Presenters:9/13 @ SLU:Julia Shanahan / Rachel Pitt9/15 @ Foege:Julia Shanahan / Rachel Pitt9/22 @ UW Tower:Julia Shanahan / Rachel Pitt9/27 @ UW Bothell:Julia Shanahan / Rachel Pitt10/?? @ Tacoma:Julia Shanahan / Rachel Pitt30Supplier Presentations
South Lake Union &Seattle South Campus
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UW Bothell
UW Tacoma
UW Seattle Upper / Central CampusPresenters:9/13 @ SLU:Jim Caughey ([email protected]) and Dee Dee Lewis ([email protected]); Specialty Underwriters
9/15 @ Foege:Jim Caughey ([email protected]) and Dee Dee Lewis ([email protected]); Specialty Underwriters
9/27 @ UW Bothell:Jason and Paul from CDW-G Account Team ([email protected] )
9/22 @ UW Tower:Jason and Paul from CDW-G Account Team ([email protected] )
10/?? @ Tacoma:
31University of WashingtonEquipment Maintenance Program New campus-wide contract available
Provided by Specialty Underwriters
Scientific research equipment service/ maintenance contracts
Presenters:9/13 @ SLU:Jim Caughey ([email protected]) and Dee Dee Lewis ([email protected]); Specialty Underwriters
9/15 @ Foege:Jim Caughey ([email protected]) and Dee Dee Lewis ([email protected]); Specialty Underwriters
9/27 @ UW Bothell:Jason and Paul from CDW-G Account Team ([email protected] )
9/22 @ UW Tower:Jason and Paul from CDW-G Account Team ([email protected] )
10/?? @ Tacoma:
32Why use the SU Contract? Significant hard dollar savings: 15%-30%
Prices firm for 3 years
Can add/remove equipment at any time without penalty
Reduced administrative burdenOne phone # for all service requestsOne invoice per yearNo negotiations necessary with current vendor
Able to use same providers or choose new ones
Established supplier; program used by many peer institutions throughout the United States. References confirm no change in vendor responsiveness.33Presenters:9/13 @ SLU:Jim Caughey ([email protected]) and Dee Dee Lewis ([email protected]); Specialty Underwriters
9/15 @ Foege:Jim Caughey ([email protected]) and Dee Dee Lewis ([email protected]); Specialty Underwriters
9/27 @ UW Bothell:Jason and Paul from CDW-G Account Team ([email protected] )
9/22 @ UW Tower:Jason and Paul from CDW-G Account Team ([email protected] )
10/?? @ Tacoma:
33How do I use the SU contract? Contact SU: Matt Roncone 800-558-9910 / 414-430-3931 cell Jim Caughey 800-236-6866 / 262-993-1643 cell
Provide copy of current P.O. and/or maintenance contract to SU
SU provides quote back to you
Pay annually in advance (one invoice)
Process through pcard or PAS
Departments can place orders directly at any dollar amount34Presenters:9/13 @ SLU:Jim Caughey ([email protected]) and Dee Dee Lewis ([email protected]); Specialty Underwriters
9/15 @ Foege:Jim Caughey ([email protected]) and Dee Dee Lewis ([email protected]); Specialty Underwriters
9/27 @ UW Bothell:Jason and Paul from CDW-G Account Team ([email protected] )
9/22 @ UW Tower:Jason and Paul from CDW-G Account Team ([email protected] )
10/?? @ Tacoma:
34How do I find out more about the SU program?Contact Carla Helm, Procurement Services: [email protected]
Visit Procurement Services webpage for more information about SU: http://f2.washington.edu/fm/ps/maintenance/specialty-underwriters
Set up a meeting to discuss specific opportunities in your department
35Presenters:9/13 @ SLU:Jim Caughey ([email protected]) and Dee Dee Lewis ([email protected]); Specialty Underwriters
9/15 @ Foege:Jim Caughey ([email protected]) and Dee Dee Lewis ([email protected]); Specialty Underwriters
9/27 @ UW Bothell:Jason and Paul from CDW-G Account Team ([email protected] )
9/22 @ UW Tower:Jason and Paul from CDW-G Account Team ([email protected] )
10/?? @ Tacoma:
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