UW Procurement Services Forum

Winter, 2013 1

Today’s Agenda

• Managed Print Services • Procure to Pay Initiative • Updates from ▫ ▫ eProcurement Strategic Sourcing • Quick Reminders / Updates from our last forum and newsletters • Business Diversity Program • Environmental Stewardship & Sustainability 2 2

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What is “Managed Print Services”?

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What are the Benefits of MPS?

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What are the features of the contract?

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Where can you find more information?

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What is Managed Print Services?

4 4 Our tagline is “measure/manage/save” • • • • • •

Measure:

• Perform assessment of current state -> ideal future state

Manage:

One supplier - manages fleet Networked multifunctional devices Visibility into activity

Save:

Efficient, cost-effective copy/print environment No more leases or purchases All-inclusive “cost per copy” model

Benefits

5 5 Hard cost savings MPS is a recognized best practice Environmental benefits – paper/energy/supplies Allows you to focus on your core business, not managing copiers and printers! Visibility of data/reports Device security

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Competitive RFP process

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4 year contract, plus options

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Strategic partnership between UW & Ricoh

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Several standard devices available

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2 service models

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Simple price model (CPI)

Contract Features

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Orders placed through C2 - no requisition needed!

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Asset tracking

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New Managed Print Services Website!

7 7 Sign up for an assessment through the website: http://f2.washington.edu/ mps/home You can also find additional information and FAQs on the website.

What to Expect When You’re Assessing

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What to Expect When You’re Assessing

• Kick-Off Meeting ▫ Current state –> define desired state/objectives • Collect Data ▫ ▫ ▫ @Remote data pull of networked devices Conduct walk through/interview key employees Identify current spend/contracts status • Validate findings • Recommendations presented 9

MPS Conceptual View

Following Implementation

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Before Assessment

1000 900 800 700 600 500 400 300 200 100 0 MFPS Printers 1000 900 800 700 600 500 400 300 200 100 0 MFPS Printers

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Procure to Pay Initiative

Non-Catalog Ordering Receiving Supplier Enablement Encumbrances Payments to Individuals Sourcing Contract Compliance / Contract Management

Non-Catalog Ordering

•

A Non-Catalog Order is an eProcurement purchase order for items that are not available in either a hosted or punchout catalog

• ▫ ▫ ▫

This feature can be used

instead

Payable System) when: of PAS (Purchasing and Accounts

The total order amount is less than $10,000, not including tax The items are NOT on the Small Dollar Purchase Exceptions List A purchase order needs to be sent to the supplier •

To use this feature, the supplier must be a UW-registered supplier and be available in eProcurement

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Project Timeline: Oct – Nov

Pilot Testing

Dec - Feb

Rollout Prep

March 1

Campus Rollout

August

PAS Reject

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eProcurement Module Comparison

Method

Receiving

System generated receipt document that will require the end user to record the actual receipt of the product or service

o

3 way match (PO, Receipt, Invoice)

o

Invoices can not be paid prior to receipt

o

Analyzing the institution needs:

     State requirements All purchases All purchases for specific organizations Equipment purchases Other requirements

T IMELINE : March 2013:

requirements/ design

April 2013:

Design and change management

May/June 2013:

deploy to campus

Supplier Enablement

Procurement Services has hired Ariba to assist with enabling our suppliers on the Ariba Network. Benefits of being on the Ariba Network:

When campus submits an approved PO it goes electronically across the network to the supplier –

no need for manual intervention!

Supplier will electronically invoice the University

Timeline: Jan 25 th

• Launched Wave 1: 45 Suppliers!

Feb.

• Worked with

Wave 1 suppliers March 4th:

• Launch Wave 2: 200 Suppliers

Encumbrances Lean Project

Timeline:

Jan 22-24 2013

• Lean Launch

March 5 2013

• 30 Day Report out

Kaizen 1

Encumbrances

Explore Data Functionality Ariba’s functionality out of the box

Kaizen 2

Encumbrance Policy

Kaizen 3

Explore solutions • • • • • •

Departments involved in the project:

Office of Sponsored Projects Capital Project Office Pathology APL UW/IT Finance Procurement Services

April 9 2013

• 60 day report out

May 16 2013

• 90 day report out

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Payments to Individuals

One-time payments to individuals who are not employees of the University of Washington • Honoraria • One-off service • Royalties • Prizes and awards • Non-UW scholarships

Projected Timeline: Start Development

3/4/13

Alpha and Beta testing

May 2013

Campus training and rollout

June 2013

Sourcing

18 Automate and streamline our sourcing process (RFP, RFI, etc) Transparency into the sourcing process Campus collaboration - scoring online Efficient process

Projected Timeline: 3/18

Procurement Services Training

4/1

Projected Project kickoff

April/May implement ation

of software

June

Roll-out software and launch first sourcing project

Contract Management / Contract Compliance

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Contract Management

• will be used to author and store our contracts. • Benefits: • Tightly integrated with Contract Compliance • Feeds directly into Contract Compliance.

Contract Compliance

• will be used for the more complex purchases that don’t lend

themselves to the typical catalog orders.

Timeline :

August Projected Project Kick-off

Graybar

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eProcurement Updates:

eProcurement Catalogs in the Pipeline Clontech

* Rainin is moving from hosted to punch out Catalog

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Strategic Sourcing Updates

Up next:

▫ New Contracts and Contracts in the Pipeline

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Strategic Sourcing Updates:

New Contracts and Contracts in the Pipeline • Avidex * • 3DF Inc. * • Bizco Inc • Comp View Inc. * • Commercial Sounds & Communications Inc * (Small / Diverse Suppliers marked with a * )

New Audio/ Video Design Services Pool Contracts Currently Available

Charter Bus Services Event Management Consulting Town Car / Limousine Services

New Contracts Targeted for Completion Early Spring 2013

The Role of the Business Diversity Program

23 Mission: P roactively 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

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.

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The Role of the Business Diversity Program

27 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: Angela Battle, Business Diversity Specialist Email: [email protected] Phone: 206-543-0847 Website: f2.washington.edu/bdp

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UW Environmental Stewardship & Sustainability

• Sustainability Executive Order, signed by President Young in August 2012 • Connecting the UW (green.washington.edu) • Programs ▫ Green Office Certification, Green Lab Certification, Paper Reduction, PC Power Management, Climate Action Plan Communications, Events • Sustainability Dashboard Sustainability: It’s in our nature.

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Quick Updates and Reminders

from our last forum and past newsletters:

Up Next:

▫ UW Contracts Page ▫ New PDR Reports ▫ Biennium Close Best Practices ▫ Best Practice: Purchase Documentation Retention ▫ Closing All Old or Expired Purchase Orders in PAS ▫ Supplier Registration update ▫ Mailing Services new pick-up location for AP checks

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UW Contracts:

Find current contracts available now for your immediate use at http://f2.washing

ton.edu/fm/ps/

Benefits:

 Easy Access  Easy to Use  Substantial Discounts  Reduced Risk to UW

New Reports

Non-PO Invoices Requisition Status Purchase Order Status Expiring Purchase Order by Budget 31

New PDR Reports:

Coming Soon!

Spend by Budget My Reports Use Tax Correction webform

with reporting in PDR coming this spring

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It’s Biennium Close time….

Get ready with a few Best Practices:

March 29 th

• Purchase orders for large ticket items / items requiring long

lead time need to be in PAS by March 29 th

• More deadlines will be communicated as they become available

Ariba people:

• Check on your open orders now • Contact the vendor if you have not been billed

Invoices over $10K

• Invoices over $10K require department approval to pay • Check the NonRIP Invoices Pending report often.

Open POs?

•

Close your old or expired Purchase Orders in PAS now

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Best Practice: Purchase Documentation Retention

Source documents need to be retained in accordance with the UW Retention Schedule

Purchase documents may be scanned but departments

must

have documented approval from Records Management Office.

http://f2.washington.edu/fm/recmgt/scan ning

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Best Practice:

Procard Required Documentation

Original invoice or receipt from the vendor Confirmation of receipt of goods Evidence of purchase approval Signed monthly "UW Transaction Detail with Notes & Accounting Codes" report

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Closing All Old or Expired Purchase Orders in PAS:

Procurement Services has taken on another project in which we are reviewing, analyzing and closing old and expired PAS purchase orders to reduce the volume of paper invoices processed by Accounts Payable and to reinforce the utilization of eProcurement modules that are replacing the purchasing functionality of PAS.

Read more at http://f2.washington.edu/fm/ps/home/procurement services-news#

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Reminder:

Supplier registration & onboarding is a 2-step process:

Step 1: Supplier completes online Supplier Registration Form Step 2: Supplier signs up for electronic payment method

• •

Who should complete this?

All new suppliers Any former suppliers that have been placed in a hold or delete status Registration process also includes verification of Taxpayer Identification Number (TIN) and supplier name verification Options:

• •

ePayables:

UW preferred method of payment

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Supplier simply calls 206-543-7171 Payment takes 2 to 3 business days No additional fee to UW Paymode (ACH) (2-step enrollment process)

•

S

upplier enrolls in the payment program by completing Paymode application form

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Paymode authenticates the account

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Reminder:

Mailing Services is the new pick-up location for Accounts Payable checks

Note: • Most suppliers are now being paid electronically.

• If you have requested special handling for a check, you will be notified by Mailing Services Staff when the check is available for pick up.

See

f2.washington.edu/ fm/ps/training-events/ classroom-training

for our current listing of training opportunities

Current offerings include:

• Procard Cardholder • Procard Administrator • Intro to Buying in eProcurement • Intro to Preparing a NonPO Invoice • Intro to NonCatalog Ordering

…. Check back for more coming soon!

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Quick Updates:

Upcoming Training Sessions