Fall 2013
eProcurement Strategies & Expanding Functionalities
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1)
2)
3)
4)
eProcurement powered by Ariba:
- Strategy Overview
- 12 Month Roadmap
- Functionality in eProcurement
- eProcurement Module Comparison
Coming Soon
- Electronic Transmission of POs
& Invoices
- Open PO Balance in eProcurement
- PaymentNet4
- New Streamlined look for
our home page
Payments to Individuals
- What is, what it’s not and why
is it useful
5)
Open PO Balance
- What is it and why is it useful
6)
Electronic Sourcing
- What is it and when will it
be available
7)
Sustainability in eProcurement
8)
Business Diversity in eProcurement
9)
Managed Print Services
10)
Q&A
eProcurement Receiving
- What is it and why is it useful
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Goal: Utilize Ariba to manage all procurement functions
creating a streamlined, single point of entry for all purchases.
This should standardize the process and reduce costs.
*Requisition/PO
Contract Compliance
*Non-PO
*eInvoicing
*Non-Catalog *Sourcing
Ariba
*eReimbursements
Open PO Balances
Payments to individuals
Accounts Payable
Vendors
Payment Scheduling,
Accruals,
Payment Processing,
APE Interface, 1099, etc.
PAS
Vendor
Management
Contract Management
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Summer
2013
Fall 2013
Winter
2014
Spring
2014
Summer
2014
Fall 2014
Receiving, Open PO Balances,
Workflow for over $10K ,
Payment Scheduling and
Change / Cancel Orders
Ariba Buyer Extension
Business to Business Electronic
transmission of PO and Invoice
Suppliers on the Ariba Network
Procurement Customer
Reports
Ariba Data Staging
Honoraria, individual suppliers,
etc.
Payments to Individuals
Electronic RFI’s, RFQ’s, RFP’s
Sourcing
Contract Repository
Contract Management
Auto Reconcile Contract terms
to invoices
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Ordering Functionality
Receiving Functionality
Paying Functionality
Catalog Ordering
Receiving
-coming soon
Payments to Individuals
-coming soon
Non-Catalog
Ordering
Non-PO Invoice
Open PO Balance
-coming soon
eReimbursements
Sourcing
-coming soon
eTravel
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Order Method
Catalog
Ordering
Dollar Limit
(per order)
Notes/Restrictions/Exceptions
No dollar limit None other than within your department
Non-Catalog
Ordering
<$10,000
Goods not yet ordered. Goods not available in eProcurement
hosted or punchout catalog. Purchase Order required.
See exceptions list.
Non-PO Invoice
Payments
<$10,000
Goods already received. No Purchase Order required.
See exceptions list.
eReimbursement
<$3,500
For reimbursement to UW Employees only.
See exceptions list.
eTravel
See Travel
website
Payments to
Individuals (P2I)
**
Used to pay Travel expenses of UW Employees or Visitors
Used to pay individuals.
**Note: For payments above $10,000, Central Office will be
added to the Approval Flow for review.
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Procurement Services has hired Ariba to assist
with enabling our suppliers on the Ariba Network.
Benefits of
being on
the Ariba
Network:
How can
campus
help
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
Use eProcurement when ordering from an
Ariba Network supplier. We are working on a
report to help you. Stay tuned!
Jan –Oct 2013
Ongoing
• Working with
top 742
suppliers
• Work with
remaining
UW suppliers
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What is it?
 Ability for campus to track open PO Balances on a departmental budget
 Will display on MyFD
What is it replacing?
 It will replace the current encumbrance process
◦ Eliminates time spent figuring out encumbrance discrepancies
◦ Eliminates the need to release unused encumbrance balance
Timeline:
Fall 2013
Analyze and
design the
requirement
Winter 2014
Development
(MyFD &
Ariba)
Spring 2014
Implementation
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PaymentNet has been redesigned to better meet our customers’ changing needs.
PaymentNet4 provides the latest advances in technology and will be implemented
in February 2014.
PaymentNet4 features include:
 New login procedure: users will not go through UW login process
 New and improved user interface: home page will include “Items requiring
actions”; a quick link to transactions to be reviewed or approved.
 Hierarchy flexibility: reviewers can be set up to review transactions in different
org codes (ex: reviewer access to 304xxxx and 310xxxx)
 Approval routing: cardholders will have the capability to route transactions to
approvers for review
 Cardholder account enhancement: cardholders will be able to view their realtime account balance
Migration to PaymentNet4 will occur on February 2014 with training available
throughout 2014. Please see the ProCard website for more information.
http://f2.washington.edu/fm/ps/how-to-buy/procard/pnet4-introduction
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A lean project was launched
in early September to merge
the eProcurement website
with the Procurement
Services website.
The PS website will be
redesigned as well with the
goal of making it easier to
navigate.
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Payments to Individuals (P2I) is a new form in Ariba used for making payments to an
individual for:
 Honoraria
 Royalties and associated payments
 Awards or Prizes
 Non-UW Scholarships
 Services
 Expenses Associated with Honoraria or Services
 Performers
What does this replace?
 Replaces the paper check request form for the items (listed above).
Find out more at http://f2.washington.edu/fm/ps/individuals/P2I
Nov 1st 2013
Timeline:
(approx.)
• Release to
campus
Training
Training and
eLearning
opportunities will
be available
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
Not intended to pay individuals for goods (i.e. purchasing artwork)

Not intended to pay companies

Not intended to pay Foreign Nationals

Cannot be used to pay employees
◦ Exception: royalties

UWMC – Check with your Administrator prior to using P2I
Important to know:
If the individual has an active vendor number, use Non-PO
Invoice.
 Payments to companies should go through Non-PO Invoice.
Note that the preferred ordering method for companies is
Non-Catalog Ordering.
 Student employees should be paid through Student Fiscal
Services.

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Paper reduction with the elimination of many check requests,
helping the UW reach the state paper reduction goal of 30%
Encrypted tax ID numbers
Better visibility to department approvals, work flow, and
status over current check request process
Supplier registration form not required
Ariba document retention of six years allows budget reconcilers to
always have access to the source documentation
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eProcurement will soon support receiving
◦ A receipt is an acknowledgment that goods have arrived
◦ This will be implemented in phases
 In Phase 1, everything will be auto-received
 Information about phases 2 & 3 are on the Receiving website
What this means to campus:
◦ Phase 1: Auto-Receiving
System automatically receives at time of invoice (October 1)
◦ Future Phases:
 Desktop Receiving is done by either preparer or requester of the order
 Central Receiving is done for many users (i.e., a department) by one or more
specific individuals who are designated receivers
Find out more at http://f2.washington.edu/fm/ps/Buying%20Methods/receiving
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When fully implemented…

Campus users will be able to ensure that items on eProcurement
orders are received and in good condition before the invoices are
paid

Receipts will be tracked in the same system and linked to the
eProcurement Order

Reports will be available to determine
◦ What has and has not been received
◦ If there are invoices being held because items have not yet been received
Timeline:
October 2013
Pilot rollout to
targeted
departments
Future
Receiving required for
all of campus for items
with 06 Object codes
& Tax-Exempt M&E
Object Codes
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What is Electronic Sourcing?
We are incorporating sourcing in Ariba which will allow sourcing managers to
control events from the planning to the awarding stage in an all electronic
environment. This will allow visibility to both campus and supplier to the
entire sourcing process.
UW Procurement Services has adopted this approach to create a more costeffective, efficient and positive purchasing experience for campus
customers.
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When will this tool be available?
We have already rolled out a few pilot events in September and plan for all
events to be in the sourcing module by the end of October. If you are taking
part in strategic sourcing event, you will be directed by Procurement Services
what to do.
October:
Review pilot
events
End of October:
Roll-out module
to campus
September:
launch a few
Pilot events
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UW Environmental Stewardship & Sustainability
Sustainable purchasing and
Green Certification programs

Paper reduction and
purchasing 100% recycled


Green Teams and Resources

http://green.washington.edu
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Mission
• Proactively engage with and support the UW’s commitment to creating a diverse business
environment
Vision
• The UW will utilize businesses whose ownership is representative of our diverse and local
community
Economic Impact
• For every $1 of direct UW spending, $1.275 of indirect spending is generated for the state
economy
• Small businesses represent 96.2% of all registered businesses in WA
Finding Suppliers
• Procurement Services UW Contracts Search
• eProcurement
• Business Diversity Program Diverse Supplier Search
Contact Us
• http://f2.washington.edu/bdp/
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Background

Take control of your copy/print environment using a
structured, proven process

The supplier (Ricoh) provides and manages equipment and
supplies for you Ricoh selected based on a competitive RFP
process

Implementation began nine months ago

To date, 49 campus departments have successfully adopted
the new MPS methodology
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Measure:
Assess current
state -> ideal
future state
Manage:
Save:
One supplier
Efficient,
cost-effective
copy/print
environment
One invoice a
month
Visibility into
activity
Streamlined
supplies
management
No more leases or
purchases
All-inclusive “cost
per copy” model

Cost savings of 30 % for MPS adopters to date

Environmental benefits – paper/energy/supplies

Focus on core department business, not managing copiers
and printers!

Visibility of data/reports

Device security

Sign up for an assessment through the website at:
– http://f2.washington.edu/mps/home

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
Angela Battle
Becky Monette
Carla Helm
Manager, Business Diversity Program
akbattle@uw.edu
Ricoh USA
becky.monette@ricoh-usa.com
Associate Director; Procurement Services
chelm@uw.edu
Claudia Frere
Director of Environmental Stewardship and Sustainability
frerec@uw.edu
David Wright
Director of Communications
djwright@uw.edu
Laurie Hunt
Michelle Schrader
Tu Pak
Virginia Morris
Director of eProcurement
lahunt@uw.edu
Procurement Services Specialist
michells@uw.edu
Purchasing & Contracts Team Manager
tupak@uw.edu
Learning Specialist
morriv@uw.edu
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