Procurement Services Fall Forum September 2011 Overview of Today’s Topics The new UW Contracts database; an interactive search tool that allows you.

Procurement Services Fall Forum September 2011

Overview of Todays Topics The new UW Contracts database; an interactive search tool that allows you find contracts available to all UW departmentsUW Contracts Procurement Desktop Reports: a web-based reporting tool that draws data nightly from the PAS data warehouse and JP Morgan Chase PaymentNet. This suite of reports allows for better tracking of invoice and payment status, budget and PO management, budget reconciliation, procard compliance and more Procurement Desktop Reports A new Supplier Registration portal that will replace the need for the paper Vendor Registration Formnew Supplier Registration portal Updates : tax legislation UWs Paper Reduction Project, an economic look at the Business Diversity Program, and other projects in the works Supplier Showcase : CDW-G New Systems Coming Specifically to UW Bothell 2

Jeff Follman Associate Controller Mark Conley Procurement Director Ray Hsu, Kathryn Harrington Project / Sourcing Team Carla Helm Strategic Sourcing Research & Analysis Claudia Christensen Supplier Diversity, Sustainability Pramilla Chand Small Dollar Buying Card Services Tactical Buying Group Customer Service MyFD Julie Condit Accounts Payable Mary Jane Mackay Admin, Payroll / HR, IT David Wright Communications Laurie Hunt eProcurement 3 Procurement Services Our New Org Structure

Supplier Registration The online portal was released on July 18 th 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. 4 See the Supplier Registration online at: https://f2.washington.edu/fm/ps/inf o-for-suppliers/registration-form

Tools & Templates Sole Source Justification Web Forms forSole Source Justification Web Forms for: Goods & Purchased Services IT Equipment & IT Purchased Services Personal Services & IT Personal Services 5

Tools & Templates BENEFITS of using the New Sole Source Justification Web Forms 6 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;

Youve Been Asking And Its Finally Here! 7

UW Contracts On the WEB 8 http:// f2.washington.edu/fm/ps/ how-to-buy/uw-contracts

Easy Search Tool 9 Displays preferred method

Supplier Diversity 10

Contract Summary Available 11

Procurement Desktop Reports (PDR) AP reports to view the status and image of your invoices for online PAS Purchase Orders AP ProCard reports to view department and cardholder spend data, including high risk transactions ProCard 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 12

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 [email protected] Continue to notify [email protected] when a pending NonRIP invoice is approved (or not) for [email protected] Continue to submit invoices to AP with invoice vouchers to specify approval or special handling 13

Role of the Business Diversity Program Mission: P roactively engage with and support the University of Washingtons 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 Census Data 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. * Tom Mesenbourg, Deputy Director of the U.S. Census Bureau Implications 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. * 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 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 Washington

Role of the Business Diversity Program Based on your departments needs, we can match you with appropriate business owners using our comprehensive MWBE directoryBDPs 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 campuss payment needs. What resulted is the Non-PO Invoice module in Ariba. 18

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 UWS Direct Buy limit (currently $3500) when the supplier is not in eProcurement, registrations, memberships, etc. 19

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 20

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 28 th from 9 am to noon. Look for upcoming training dates as we get close to project completion!! 21

Direct Deposits 22 October Direct Deposits will be available for eTravel More available when eReimbursements roll out

Procard Whats ahead? $75 W AIVER UW 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 P RO C ARD ONLINE APPLICATION Using Ariba eForm Astra approval process Departments can track card applications and approvers online 23

Federal Legislative Update 1099 E XPANDED R EPORTING REPEALED 3% WITHHOLDING Delayed to Jan 1 st 2013 24

Stumped by sales tax? Come to a Tax Training http://f2.washington.edu/fm/tax/training http://f2.washington.edu/fm/tax/training Check out the taxability grid http://f2.washington.edu/fm/tax/taxability http://f2.washington.edu/fm/tax/taxability 25

What object code should I use? Object codes dont 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 26

Updated Form 1631 Attempt to simplify process Use for invited speakers only Lecturers and other independent contractors use Form 1632 27

Tax Issues? Contact us @ [email protected] [email protected] -or- Julia Shanahan at [email protected] [email protected] -or- Rachel Pitt at [email protected] [email protected] 28

Paper Reduction W ASHINGTON S TATE 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 Purchasing Finance & Facilities (Recycling & Solid Waste, C+C, Strategy Management, ESS) Bothell and Tacoma Faculty, Mechanical Engineering Educational Outreach 29 UW Paper Conservation Program http://green.washington.edu/oess/paper-conserve http://green.washington.edu/oess/paper-conserve

Paper Reduction UWs 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]@uw.edu 30

Paper Reduction 31 How are we performing? Check out the UW Sustainability Dashboard: http://green.washington.edu/oess/profile/SustainabilityMetrics http://green.washington.edu/oess/profile/SustainabilityMetrics

Supplier Presentations South Lake Union & Seattle South Campus 32 UW Bothell UW Tacoma UW Seattle Upper / Central Campus

33 Complete Product Catalogue Complete access to everything CDW sells 180,000+ products More than 1,000 top level manufacturer partnerships Multi-branded solution offering Primary Software Provider Microsoft Adobe Endnote VMware, Citrix And many others Primary Hardware Provider Partnered with HP to provide the University with desktops, notebooks, workstations, monitors, ect All contracts were competitively bid and are available on E-pro (via NJPA), no bidding necessary. (Also available WSCA / DIS) CDW-G: Contracts

35 CDW-G: ATS Office Were local with an Advanced Technology Services office serving the following areas:

36 CDW-G: Contact Information (866) 339-7098 [email protected] (877) 466-0006 [email protected] (206) 954-8543 [email protected]

37 APPENDIX: CDW-G: HP Announcement HP Overview Largest PC manufacturer by volume since 2007 It is a strong brand, with solid channel partnerships, an efficient supply chain and balanced sales across regions Gartner report (ID Number: G00216865 ) HP PSG as a stand alone company would be a Fortune 50 company Road Maps Desktops, notebooks, thin-clients, and all products remain unchanged. PSG operations, marketing, support operations are unchanged. WebOS is the only current change in HP - PSG Warranty Support Hp is committed to honoring all warrant obligations regardless of the future of PSG. Partnership commitment We will ALWAYS provide the highest level of support to our customers. Your business is important to CDWG, HP and us personally and we will make sure you are kept informed moving forward

38 APPENDIX: CDW-G: Configuration 49,000 sq ft configuration center (Two Locations) Buy and Hold Customer Specific Skus Asset Tagging & Online Management Custom On-site Imaging services Image maintenance and secure storage Hardware and Software Configuration 24 to 48 hour system burn in Rigorous system testing to eliminate DOA 3,500 systems configured per day ISO 9001:2000 & ISO 14001:2004 Certified Level 1, 24x7 tech support

And now. Jim Pilon will speak about some new systems coming specifically to UW Bothell 39

Procurement Services Fall Forum September 2011 Overview of Today’s Topics The new UW Contracts database; an interactive search tool that allows you.

Documents

procurement services

suite of reports

new org structure slide

services personal services

nonrip reports ap

new uw contracts database

contracts available

pdf registration form