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UW Procurement Services Forum
Winter, 2013
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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
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• What is “Managed Print Services”?
• What are the Benefits of MPS?
• What are the features of the contract?
• Where can you find more information?
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What is Managed Print Services?
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
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Benefits
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
 4 year contract, plus options
 Strategic partnership between UW & Ricoh
 Several standard devices available
 2 service models
Contract
Features
 Simple price model (CPI)
 Orders placed through C2 - no requisition needed!
 Asset tracking
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New Managed Print Services Website!
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.
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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
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MPS Conceptual View
Before Assessment
Following Implementation
1000
900
800
700
600
500
400
300
200
100
0
1000
900
800
700
600
500
400
300
200
100
0
MFPS
Printers
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 of PAS (Purchasing and Accounts
Payable System) when:
▫ 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
Project Timeline:
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Oct – Nov
Pilot Testing
Dec - Feb
Rollout Prep
March 1
Campus
Rollout
August
PAS Reject
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eProcurement Module Comparison
Method
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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
TIMELINE:
March 2013:
requirements/
design
April 2013:
Design and
change
management
May/June
2013:
deploy to
campus
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Supplier Enablement
Procurement Services has hired Ariba to assist with enabling our
suppliers on the Ariba Network.
Benefits of
being on
the Ariba
Network:
Timeline:
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
Jan 25th
Feb.
• Launched Wave
1: 45 Suppliers!
• Worked with
Wave 1 suppliers
March 4th:
• Launch Wave 2:
200 Suppliers
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Kaizen 1
Encumbrances
Explore Data
Functionality Ariba’s
functionality out of
the box
Encumbrances
Lean Project
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
Timeline:
Jan 22-24 2013
• Lean Launch
March 5 2013
April 9 2013
May 16 2013
• 30 Day Report
out
• 60 day report
out
• 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
Alpha and Beta
testing
Campus training
and rollout
3/4/13
May 2013
June 2013
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Sourcing
Automate and streamline our sourcing process
(RFP, RFI, etc)
Transparency into the
sourcing process
Projected
Timeline:
Campus collaboration
- scoring online
3/18
Procurement
Services
Training
4/1
Projected
Project
kickoff
Efficient process
April/May
implementation of
software
June
Roll-out
software
and launch
first
sourcing
project
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Contract Management /
Contract Compliance
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
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eProcurement Updates:
eProcurement Catalogs in the Pipeline
Graybar
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
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The 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.
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Economic Benefits
• 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.
Within the UW Community
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The 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:
Angela Battle, Business Diversity Specialist
Email: uwbdp@uw.edu
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
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New PDR Reports:
New Reports
Coming Soon!
Non-PO Invoices
Spend by Budget
Requisition Status
Purchase Order
Status
Expiring Purchase
Order 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 29th
• Purchase orders for large ticket items / items requiring long
lead time need to be in PAS by March 29th
• 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/procurementservices-news#
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Reminder:
Supplier registration & onboarding
is a 2-step process:
Step 1: Supplier completes online
Supplier Registration Form
Who should complete this?
Step 2: Supplier signs up for
electronic payment method
Options:
•
All new suppliers
ePayables: UW preferred method of payment
•
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
Supplier simply calls 206-543-7171
Payment takes 2 to 3 business days
No additional fee to UW
Paymode (ACH) (2-step enrollment process)
•
Supplier enrolls in the payment program
by completing Paymode application form
•
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.
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Quick Updates:
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!
Upcoming Training Sessions