Transcript Procurement Services Winter Forum

PROCUREMENT SERVICES
WINTER FORUM
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Today’s Agenda:
Lean Projects
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
Tax Office Updates
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
Tax Office Training
3% or 1099 reporting updates
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Purchasing
Copiers
Supplier Registration
Accounts Payable
Shared Services
BDP Small Business Plan
Record Retention Best Practices
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Guest Speaker: Barbara Benson
Other Updates:
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eProcurement
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New suppliers and what we’re
working on
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Corporate Travel Card Updates
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Travel Card Training
Restrictions
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Small Business in eProcurement
Changes to the Check Mailing
process
Procurement Desktop Reports
Biennium Close
Benchmarking
Security Update: SSNs on invoices
Paper Conservation Program
Supplier Spotlight: Office Depot
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Tax News for 2012
Expanded 1099
Reporting
3% Withholding

Governmental agencies must
withhold 3% tax

Applies to payments over
$10,000

Applies to payments for property
or services

Bill to repeal has been
introduced
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1099 reporting will be
required for all payments over
$600
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Will include payments to
corporations (currently
exempted from reporting)
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Will include payments for
goods, as well as services
(currently only services)

Bill to repeal passed Senate
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Tax Office
Tax Office Starts 2011 Tax Training Series
- WA Sales & Use Tax Overview –
For more information and a link to the sign up page please see the Tax Training page.
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ProCard Reconciliation & Record Retention
Myths & Misconceptions
Question
Answer

If we don’t have transactions in a
particular month, do we print
out the ProCard transaction
detail report?

No, printing a blank report is not
required. However, users are advised
to check with their department internal
procedures.

Can we scan our paper invoices
and then shred the paper?

No. You are welcome to scan your
invoices, but right now you must still
keep the original paper.

ProCard advises you to print invoices
and attach them to the report for
reconciliation. However, from a
records management perspective if
they are both electronic and you can
tie them together—and there is no
paper--you don’t have to print.

Electronic receipt/invoices from
merchants – Do we have to print
the invoice or can we just save
the electronic invoice on our
computer/system?
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ProCard and Records Management
 All records (both paper and electronic) have a
specific amount of time they need to be kept
before they can be destroyed. For state
budgets, this records retention period can be
found at:
http://f2.washington.edu/fm/recmgt/retention
schedules/gs/general/uwgs6
 For grant/contract budgets it can be found at:
http://f2.washington.edu/fm/recmgt/retention
schedules/gs/general/uwgs7
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Paper v. Electronic Records
 If you receive an invoice or receipt in paper, it has to
stay in paper to meet records retention requirements.
It can be scanned, but the paper is still considered
your official copy.
 If you receive an invoice or receipt electronically, you
can keep it electronically and do not need to print.
 If you have a mixture of paper and electronic records,
right now it is best to keep everything in paper to satisfy
audit requirements.
For your own reference use, you are welcome to scan
the paper and refer to the electronic file.
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NEW EPROCUREMENT SUPPLIERS
eBioscience Inc. a manufacturer of
antibodies, reagents and
cytokines for the biotechnology,
pharmaceutical and medical
research community is now
available in eProcurement.
Millipore is a Life Science leader
providing cutting-edge
technologies, tools, and services
for bio science research and bio
pharmaceutical manufacturing.
Agilent Technologies, Inc., a
leading manufacturer and
supplier of scientific test
equipment, bio-analytical and
electronic measurements tools,
supplies and consumables,
including Strategene products, is
now available in eProcurement.
Office Depot Green Cart feature
will help your office become
“greener” by recommending an
alternate item with “greener”
attributes when one is available.
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eProcurement
What are we working
on???
EnPointe
Computer Hardware
• Distributor for Lenovo
•
Santa Cruz
• Life Science
BioRad
• Life Science
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Travel Card
Travel Card Training
RESTRICT NON-TRAVEL
RELATED MERCHANTS ON
THE INDIVIDUAL TRAVEL
CARD.
Examples:
Barber and Beauty Shops
Dating and Escort Services
Massage Parlors
Health and Beauty Spas
Personal Services
Jewelry Stores
Gambling establishments
Travel Matrix
http://f2.washington.edu/fm/
ps/sites/default/files/cts/form
s/Travel%20Matrix.pdf
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LEAN Project Updates
» PROCUREMENT EXPRESS:
Goals
•REDUCE TRANSACTIONS BY 80%
•REDUCE PROCESS STEPS BY 50%
•INCREASE CUSTOMER SATISFACTION
Kaizens
•INCREASE CONTRACT UTILIZATION TO 100%
•
DELEGATION OF AUTHORITY
•
SOLICITATION STRATIFICATION
•
PAY VS. BUY
•
CONTRACT ACCESSIBILITY
•
TOOLS AND TEMPLATES
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LEAN Project Updates : Copiers
Goals
•REDUCE EQUIPMENT BY 25%
•REDUCE PAPER USE BY 30%
•REDUCE COST TO UW BY 25%
•REDUCE INVOICE DISCREPANCIES BY 75%
Kaizens
•REDUCE ENERGY USE OF COPIERS AND PRINTERS BY 50%
 Clean up existing orders/invoices issues
 Select suppliers for assessment/pilot project
 Select Departments for pilot
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LEAN Project Updates
» SUPPLIER REGISTRATION PORTAL
 Wave 1: target completion May 31 2011
 Will allow suppliers to submit their information via one method
(online)
 Benefits:
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cutting out redundancy and variation in the delivery process,
ensuring strict version control, and finally,
eliminating majority of manual data input in the process.
This first wave will allow us to cut down 55 steps in the present day
process and dramatically reduce the turnaround timeline for the supplier
registration process.
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LEAN Project Updates
» AP PRODUCTION LINE KAIZEN:
FOCUSED ON STREAMLINING AP PROCESSES FOR INVOICES
PROCESSED ON PAS PO’S
 AP will be transitioning into the old Travel space in February to pilot
the “Production Line” kaizen
 Looking at streaming how copies of invoices are sent to campus
 Looking at increasing the threshold for NonRIP invoices
» AP STAR TEAM KAIZEN:
FOCUSING ON PREVENTING & RESOLVING INVOICE
DISCREPANCIES
 Working on Single Point of Contact (SPOC) for AP and Purchasing to
review and resolve most discrepancies
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LEAN Project Updates
» SHARED SERVICES
WHAT IS IT:
Joint project with College of Arts and Sciences to create a Shared
Services Center to consolidate transactional activities
LATEST UPDATE:

Project manager is on board
 Fiscal Specialist 2 positions will be posted
 Office space established
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LEAN Project:
Small Business Subcontracting Plans
These plans are
required for all
federal contracts
over $650,000
Requires goals for
spending a portion of
contract funds with
small businesses
owned and controlled
by socially and
economically
disadvantaged
individuals
The goal is to create a
more efficient and
transparent process
for creating and
reporting on the small
business
subcontracting plans
Any department
that has large
federal contracts
is encouraged to
provide input
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Small Businesses in eProcurement
Lab Equipment
& Supplies
Reagents
Office Supplies
Other
• A. Daigger
• Excel Gloves & Safety Supplies*
• ISC Bioexpress
• Bioline
• eBioscience
• Fermentas
• Complete Office
• Keeney’s Office Plus*
• Arnold Dental Supply
• Troxell Communications
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Diverse Supplier Search
http://f2.washington.edu/bdp/
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Checks
~ Effective February 15th ~
Distribution of paper checks for suppliers & travel
reimbursements will begin its transition to Creative
Communications. This change will be seamless to
campus.
~ Phase 2 ~
Phase 2 will transfer the process of sorting, separating,
and handling all vendor checks and travel
reimbursements to Mailing Services.
Impact to campus:
 There will be a location change for payment-check
pick-up.
 No special requests will be allowed after a check
has been issued
The implementation timeline is dependent on
programming requirements. As we get closer to a date
for implementation, we will notify you of the date.
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Procurement Desktop Reports
Starting Point:
35 reports
Prioritize
& flesh out
some report
specifications
March 2011
Beta Testing
April 2011
Target
delivery for
reports to
campus users
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Biennium Close
Biennium Close Cut-Off Dates are currently
under review
 March 31st = recommended deadline for Large Ticket Purchase Orders
How will we communicate the deadlines with you?
- Procurement Services “What’s New” on the Web (link)
-
Procurement Services eNews (link)
-
Monthly Biennium Close eNewsletters (in development)
-
PAS Flashes
-
FM Newsletters (link)
-
MyFinancial.desktop email news (link)
Are you new to Biennium Close?
-
Check out the online Biennium Close Awareness Training on the
Procurement Services Website (in development)
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UW Benchmarking Cost Study is Underway
System-wide Benchmarking Cost Study Project
 Increase process standardization & automation
 Prioritize improvement initiatives by focusing on:
 11 procurement process groups
 4 finance processes
 Requires collection of data on:
 Staffing levels
 Workloads
 Transaction volumes
 Quality indicators
 Cost drivers
 Planning started in November 2010
 Project completion in late Spring 2011
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Security Initiative: SSN Update from AP
The Issue:
Personal SSNs are often listed on invoices
Here is what AP is doing to mitigate that risk:
Since December we've
been actively working
on masking SSN's on
"online" invoices and
related paperwork.
This is a very manual
process and we may
not always catch that
information before
sending to scanning.
We're working on
adding language to our
website advising
suppliers not to include
their SSN's on their
invoices and requesting
departments to help us
mask sensitive
information on invoices
before sending to AP.
Our 1099 database is
locked on the i-drive
with restricted access
to only a few
individuals in AP and in
IOM.
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Substitute House Bill 2287
Three components:
Transition to 100% post-consumer recycled paper for
copiers and printers by December 31, 2009
Develop and implement a paper conservation program
with the objective of reducing consumption of white
cut-sheet paper by 30% by July 1, 2010
Develop and implement a plan to increase recycling of
all paper products and achieve 100% recycling of all
copy and print paper by July 1, 2010
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UW Paper Conservation Committee
Paper Conservation Committee was formed in January
2010 and is sponsored by UW Finance and Facilities, and
the UW Environmental Stewardship and Sustainability
office
Committee members include representation from the
following:
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UWMC Materials Management & HMC Purchasing
UW Procurement Services
UW Recycling & Solid Waste
UW Creative Communications
UW & UW Medicine IT Services
UW Bothell - Facility Services & Physical Plant
UW Tacoma - Finance & Administration
UW Faculty
UW Educational Outreach
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UW Paper Conservation Program
Website:
http://f2.washington.edu/oess/paper-conserve

Profiles In Green
Check out best practices on paper reduction from members of the UW
community.

Beverly Anderson, School of Forest Resources

Kevin Steenis, UWIT

Howard Chizeck, Professor, Department of Electrical Engineering
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UW Professional & Continuing Education UWEO
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Contact Us
If you have ideas or best practices, contact us at [email protected]
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Questions or comments?
Environmental Stewardship and Sustainability Office
http://green.washington.edu
Email: [email protected]
Phone: (206) 221-0391
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Supplier Spotlight:
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