Procurement Services Fall Forum September 2011 Procurement Services Our New Org Structure Jeff Follman Associate Controller Mark Conley Procurement Director Ray Hsu, Kathryn Harrington Project / Sourcing Team Mary Jane Mackay Admin, Payroll / HR, IT Carla Helm Strategic Sourcing Research & Analysis David.

Report
Procurement
Services
Fall Forum
September 2011
Procurement Services
Our New Org Structure
Jeff Follman
Associate
Controller
Mark Conley
Procurement
Director
Ray Hsu, Kathryn
Harrington
Project /
Sourcing Team
Mary Jane
Mackay
Admin, Payroll
/ HR, IT
Carla Helm
Strategic
Sourcing
Research &
Analysis
David Wright
Communications
Claudia
Christensen
Supplier Mgmt,
BDP,
Sustainability
Card Services
Tactical Buying
Group
Laurie Hunt
eProcurement
Pramilla Chand
Small Dollar
Buying
Customer
Service
Julie Condit
Accounts
Payable
MyFD
2
Supplier 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.
See the Supplier Registration online at:
https://f2.washington.edu/fm/ps/inf
o-for-suppliers/registration-form
3
Tools & Templates
Sole Source Justification Web Forms
for:
 Goods & Purchased Services
 IT Equipment & IT Purchased Services
 Personal Services & IT Personal Services
4
Tools & Templates
BENEFITS of using the New
Sole Source Justification Web Forms
EZ to Use Template for Creating Sole
Source Justifications;
Takes Away Guesswork about What
to Write;
Completed Form is Submitted
Electronically to Purchasing;
Related Documents also Submitted
Electronically to Purchasing;
Eliminates Lost Documents &
Duplication of Effort;
5
You’ve Been Asking And
It’s Finally Here!
6
UW Contracts On the WEB
http://f2.washington.edu/fm/ps/
how-to-buy/uw-contracts
7
Easy Search Tool
Displays preferred method
8
Supplier Diversity
9
Contract Summary
Available
10
Procurement Desktop Reports
(PDR)

AP reports to view the status and image of your
invoices for online PAS Purchase Orders

ProCard reports to view department and cardholder
spend data, including high risk transactions

CTA 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
11
Changes to the NonRIP Reports

AP will discontinue mailing copies of invoices
to departments on 12/31/11

PDR reports available to view pending invoices
− Can 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
payment
− Continue to submit invoices to AP with invoice
vouchers to specify approval or special handling
12
Role of the Business Diversity Program
Mission:
Proactively engage with and support the
University of Washington’s commitment to
creating a diverse business environment.
Vision:
The University of Washington will utilize
businesses whose ownership is representative of
our diverse and local community.
Economic Benefits
• The 2010 Survey of Business Owners demonstrates the increasing diversity of U.S.
business ownership. The growth in the number of minority-owned firms — both
employers and non-employers — has far outpaced that of businesses in US overall.
Census Data
*Tom Mesenbourg, Deputy Director of the U.S. Census Bureau
• The explosive growth shows that utilization of such MWBE firms can significantly
impact the economy.
• Had minority-owned businesses reached economic parity, there would be higher
levels of key economic activity estimated at $2.5 trillion in gross receipts.
Implications
*Minority Business Development Agency, 2010
Within the UW
Community
• We can contribute to healthy economic activity within the State of Washington.
• Economic activity within the State will grow.
• Reallocation of funds back in to the University community.
Multiplier Effect
• Estimates the ripple effect in the state economy where spending occurs
• UW Spending with local suppliers provides these suppliers with addt’l
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 Washington
Role of the Business Diversity Program
Based on your department’s
needs, we can match you
with appropriate business
owners using our
comprehensive MWBE
directory—BDP’s Diverse
Supplier Search.
Contact:
Chesca Ward, Business Diversity Manager
Email: [email protected]
Phone: 206-543-0847
Website: f2.washington.edu/bdp
Non PO Invoice Payments
In 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 campus’s
payment needs. What
resulted is the Non-PO
Invoice module in
Ariba.
17
Non PO Invoice Payments
What 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 UW’S Direct Buy
limit (currently $3500) when the supplier is not in
eProcurement, registrations, memberships, etc.
18
Non PO Invoice Payments
How 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 “lost”
•Greater 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 end
•Links between MyFD and
invoices in Ariba
19
Non PO Invoice Payments
When will Non-PO Invoice be available?
Soon! The project is projected to go live in November
2011
Beta 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!!
20
Direct Deposits
October
More available
when eReimbursements
roll out
Direct Deposits
will be available
for eTravel
21
Procard – What’s ahead?
$75 WAIVER
UW received permission from the State to waive receipt
requirements for purchases up to $75.
This applies to all transactions:
- Travel
- PO’s
- Procard
- Ariba
Guidelines and exemptions:
Some type of transaction will still require documentation
regardless of cost. More details and guidance will come soon
PROCARD
ONLINE APPLICATION
 Using Ariba eForm
 Astra approval process
 Departments can track card applications and approvers online
22
Paper Reduction
WASHINGTON STATE
LAW
(HB 2287)
Paper Conservation
committee membership
•
UWMC & HMC
Purchasing
•
Finance & Facilities
(Recycling & Solid
Waste, C+C, Strategy
Management, ESS)
RECYCLED PAPER FOR
•
Bothell and Tacoma
COPIERS AND PRINTERS.
•
Faculty, Mechanical
Engineering
•
Educational Outreach
REQUIRES ALL STATE
AGENCIES TO REDUCE
CONSUMPTION BY
AND PURCHASE
30%
100%
UW Paper Conservation Program
http://green.washington.edu/oess/paper-conserve
23
Paper Reduction
UW’s 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 Program
 Green Office Certification
 Questions? Email [email protected]
24
Paper Reduction
How are we performing?
Check out the UW Sustainability Dashboard:
http://green.washington.edu/oess/profile/SustainabilityMetrics
25
Federal Legislative Update
 1099 EXPANDED REPORTING
– REPEALED
 3%
WITHHOLDING
– Delayed to Jan 1st 2013
26
Stumped 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
27
What object code should I use?
 Object codes don’t drive tax,
tax law drives tax
 Departments decide
 Used to help determine where
money is being spent within
department
 Think about using sub-sub object
codes for greater detail
28
Updated Form 1631
 Attempt to simplify
process
 Use for invited
speakers only
 Lecturers and
other independent
contractors use
Form 1632
29
Tax Issues?
Contact us @
[email protected] or
[email protected]
30
Supplier Presentations
UW Bothell
UW Tacoma
UW Seattle Upper / Central Campus
South Lake Union &
Seattle South Campus
31
•
New campus-wide contract available
•
Provided by Specialty Underwriters
•
Scientific research equipment service/
maintenance contracts

Significant hard dollar savings: 15%-30%

Prices firm for 3 years

Can add/remove equipment at any time without penalty

Reduced administrative burden
One phone # for all service requests
• One invoice per year
• No 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.
33

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 amount
34



Contact Carla Helm, Procurement Services:
[email protected]
Visit Procurement Services webpage for more information
about SU:
http://f2.washington.edu/fm/ps/maintenance/specialtyunderwriters
Set up a meeting to discuss specific opportunities in your
department
35

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