U PDATES : New Role in PS: Communications Director - New eProcurement suppliers & Catalog Improvements - Improvement Projects Underway: Furniture, Copiers, Supplier Registration Form - Strategic Sourcing: Upcoming Projects & Projected Savings for 2011 S POTLIGHT P RESENTATIONS : Bank & Office Interiors - UW Sustainability Office N EWS : Business Diversity Program Events - New Federal Tax Requirements:1099 New PAS Programming M ORE U PDATES : Electronic Reimbursement Project - Procard Update

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New: Communications Director

Continuous Improvement (it’s our culture) • Realigning to better serve our customers A conduit for a continuous information feedback loop Need to fulfill university communication needs • Effective external & internal communications • What are these? We need your ideas Communication requires listening • Is Procurement Services serving the needs of our customers?

Campus Outreach Campaign • A collaborative effort: • using a targeted approach based on data analysis • sharing new tools and providing guidance • with departments reaching out for best practice assistance • with departments sharing their best practices (we learn from each other) 2

eProcurement Update

eProcurement catalog improvements:

ABI: eInvoicing, custom quotes, standing orders, oligos - Bank & Office Interiors: eInvoicing, custom quotes - CDW-G: eInvoicing, custom quotes - Fisher Scientific: eInvoicing, custom quotes, oligos, alcohol approvals - Invitrogen: eInvoicing, custom quotes, oligos - Praxair: eInvoicing, standing orders, toxic gas approvals - Sigma: eInvoicing, custom quotes, oligos

New Catalogs in eProcurement!

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Complete Office (federal small business) - Keeneys Office Products (State certified WBE) 3

Furniture Procurement Project

Focus: to make furniture buying easier!



“Typicals”

major items (chairs) likely to purchase 

Suppliers

top suppliers / flexibility 

Web Design

easier identification and navigation 4

Copier Project

1600 copiers on Campus!

Goal – provide new purchasing approaches / options



Inclusive Process

customer involvement 

“Scoping” phase

help create direction 

Sourcing Event

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Improvement Project:

Supplier Registration Process

What is it?

LEAN project to review and improve the Supplier Registration Process



Goals:

Reduce the complexity of the process

HOW CAN YOU HELP?

Refer suppliers to the “Information for Suppliers” web page. The most current version of the form will always be here.  

Reduce the time it takes to register a supplier Provide a single place to submit the supplier information …

one place

…

one

way!

http://f2.washington.edu

/fm/ps/info-for-suppliers

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$700 $600 $500

$225M Future Opportunities

$400

$71M 2011 Contracts Established

$300

$65M 2010 Contracts Established $249M Existing Contracts

$200 $100 -Food -Patient care -IT goods & services -Life Sciences -Office supplies -Food -Janitorial supplies -Furniture -Industrial Gases -Consulting services $-

2011 Savings

Millions $

Potential Savings of $13M from University wide contracts

$71M 2011 Commodities shown by % Cabling 1% Facilities 6% Consultant pools 6% Catering 7% Other Life Sciences 7% Freight 8% Services 10% Servers 11% Master Life Sciences 23% UWMC 21% 7

Strategic Sourcing: Upcoming projects for FY 2011

Servers (IT) Equipment maintenance / service Furniture Facilities/MRO categories (TBD) Life Sciences 8

Supplier Spotlight: Bank & Office Interiors



Key UW furniture supplier



Contract extended through November 2012



1st furniture supplier in eProcurement



One of the first to implement custom quoting capability



Offer sustainable (green) furniture options

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Bank & Office Interiors/Steelcase Team Bank & Office Interiors

Account Management

Sherry Napier Kevin Varney

Management

Jeff Rospond Todd Fairweather Steve Turner

Customer Service Reps

Colette Mica Anne Rogers

B&OI Design

Maria Smithwick Barbara Carnovale Maureen Lemon

Project Mgt/Operations

Dan Imori/Senior PM Jesse Hansen/Lead Install Mikhail Dividian/Lead Install UWMC

Steelcase

Caroline Moore Jacquie Hartman Pamela Woodward

Steelcase Design Partnership

Barb Bushnell Julie Price Paula Vollers

UW Information Contact:

206.768.3222

[email protected]

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E-procurement Orders

Quantity of Orders Processed Nov 1, 2009 - May 31, 2010

140 120 100 80 60 40 20 0

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Catalog Orders

122

E-Procurement

116

Standard Total 11

Around UW Campuses

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Lander Hall Pathways Privacy Wall 13

Bothell Commons 14

UW Medical Center Plaza Cafe 15

UW Medical Center 3 rd Floor Lobby 16

Department of Anesthesiology 17

PACCAR HALL 18

Short List of Bank & Office/Steelcase Projects

• • • • • • • • • • • • • William H. Foege Life Bioengineering & Genome PACCAR Hall Benjamin Hall Labs Architecture Hall Johnson Hall Savery Hall Guggenheim Hall Gerberding CIDR Context Reconfigure Gerberding Strategy Mgmt Context Reconfigure Pediatric Dentistry, Sandpoint Brain & Learning UWMC Regional Heart Center UW Tower – UWMC 19

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T H A N K Y O U ! !

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UW Sustainability Office

Claudia Frere, Manager Office of Environmental Stewardship and Sustainability

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Paper Conservation & Copier Initiative

Need to reduce usage by 30% Need to use 100% recycled paper Review:

◦ double-sided printing ◦ printing instead of filing ◦ generic toner ◦ multi-purpose devices (MPD) ◦ upgrade to energy efficient machines ◦ ◦ “rightsizing” copiers/printers the need for individual printers 23

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 24

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: ◦ ◦ ◦ ◦ ◦ ◦ ◦ ◦ ◦ 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 25

Implementation Plan : 30% reduction in paper 5% Reduction - achieved by quarter-end Q1 2011

• Launch Paper Conservation website • Duplex print all UW Copiers and Printers, where appropriate • Survey campus paper consumption use to develop a paper consumption profile

15% Reduction - target by quarter-end Q2 2011

• Communications campaign targeted to college administrators • Communications campaign targeted to departmental administrators • Communications campaign targeted to any UW staff responsible for paper purchasing 26

Implementation Plan : 30% reduction in paper 22.5% Reduction - target by quarter-end Q3 2011

• Target paper consumption areas that are not reducing purchasing volume

30% Reduction - target by quarter-end Q4 2011

• Alignment with managed print program to reduce the amount of individual desktop printers and promote use of network and shared printing or digital filing systems 27

Recycled Paper Measurement

Who will monitor the paper recycling rates?

UW Recycling & Solid Waste Office & UW Environmental Stewardship & Sustainability Office HMC will need to develop a similar program.

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Questions or comments?

Contact the

Environmental Stewardship and Sustainability Office

at [email protected]

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Business Diversity Program

Update for the Procurement Services Fall Forum

September 2010 Chesca Ward, Business Diversity Manager UW Business Diversity Program

Diversity Opportunity Transparency

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Business Diversity Program Goals

Improve reporting Educate and encourage internal customers about BDP Develop resources to connect M/WBEs with “buyer/decision makers” Improve capacity of M/WBEs doing work with UW 31

UW Spend with M/WBEs FY 2008:

MBE: 0.67% WBE: 1.25%

FY 2009:

MBE: 1.56% WBE: 1.08%

FY 2010:

MBE: 1.04% WBE: 0.70% 1,8% 1,6% 1,4% 1,2% 1,0% 0,8% 0,6% 0,4% 0,2% 0,0% FY 2008 FY 2009 FY 2010 MBE WBE 32



Connecting with Suppliers

eProcurement

◦ Keeney’s Office Products ◦ Excel Gloves 

Recent Events

◦ Catering for Events (August 11 th ) Information is available on the BDP website 

Business Diversity Supplier Fair

(December 9) 

ProCard Purchases



Diverse Vendor Search

◦ Available on BDP website 33

Contact BDP

Chesca Ward, Business Diversity Manager [email protected]

(206) 616-3741 http://www.washington.edu/admin/bdp/ http://f2.washington.edu/fm/ps/

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Goal:

Provide visibility into the PAS data by use of a Web Based Business Intelligence Reporting Tool

We are looking for volunteers to help gather requirements

Interested???

Contact David Wright ( [email protected]

) or call 616 -7076

Example: ‘Invoice Status by Department’ report

PAS Reports Project

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New Federal Law: 1099 Reporting New Federal law requires 1099 reporting for all goods and services purchased starting in 2012 What does this mean to the UW?

• Need correct name and tax id combination for all suppliers

How will we accomplish this?

• Require Supplier Registration Form (SRF) for all new vendors in PAS • TIN matching with IRS • Contact suppliers for missing information • Place on hold suppliers who have not provided us with the required information

Why do this? What’s the risk?

• Audit risk • Penalties 36

New PAS Programming:

Starting September 22 nd , you will have the ability to update the "department contact" on PAS POs Who can make the change?

Is there an Audit Trail?

• Based on user's PAS access and the PO’s primary budget org code.

• User's with "req inquiry only" access will not have the ability to update the department contact.

• Yes! It will show who requested the change • It will also show when the change was made • The previous department contact information will only be visible for the most recent change.

Step-by-Step Instructions are online: http://f2.washington.edu/fm/ps/change-dept-contact

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Team consists of central office staff and several customers to come up with a recommendation for using an eForm for reimbursements.

Electronic Reimbursement Project

Streamline Reimbursements

• Also reduces rework, processing costs and speeds up payment

Provide visibility

• Status of reimbursement requests and ability to track payment in an electronic system (ARIBA)

Provide clear guidance

• Provide clear guidance and instructions • Help reduce the number of methods for reimbursement 38

ProCard Update

ProCard recent changes

• Renewal procedure • Reviewers who are also cardholders cannot check ‘Rev’ box • Cell Phone procedures: Payment & Acquisition

ProCard Needs Assessment

• Reviewer access • ProCard limits • # of department ProCards

Review internal procedures

• http://www.washington.edu/admin/finacct/office/internalcontrol/

Sales/Use Tax training is available

• http://f2.washington.edu/fm/tax/home 39

We will be available for questions for the next half hour

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If you did not receive the presentation materials – email [email protected]

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