UPDATES :
Today’s Agenda:
- New Role in PS: Communications Director
- Strategic Sourcing:
Upcoming Projects &
Projected Savings for 2011
- New eProcurement suppliers & Catalog Improvements
- Improvement Projects: Supplier Registration Form
SPOTLIGHT PRESENTATIONS:
- UW Sustainability Office
NEWS:
- New Federal Tax Requirements:1099
- New PAS Programming
- Electronic Reimbursement Project
- Procard Update
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New: Communications Director
Continuous Improvement (it’s our culture)
• Realigning to better serve our customers
Communications
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)
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Strategic Sourcing:
Upcoming projects for FY 2011
Strategic Sourcing
Servers (IT)
Equipment maintenance /
service
Furniture
Electronics
Facilities/MRO categories (TBD)
Life Sciences
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2011 Savings
$700
Millions $
Potential Savings of $13M from
University wide contracts
$600
$225M
Future Opportunities
Strategic Sourcing
$500
$71M 2011 Commodities shown by %
Facilities
6%
$400
$71M
2011 Contracts Established
$300
$65M
2010 Contracts Established
$249M
Existing Contracts
$200
$100
-Patient care
-Patient -IT
caregoods & services
-IT goods
& services
-Life
Sciences
-Life Sciences
-Office supplies
-Office supplies
-Food
-Janitorial supplies
-Janitorial supplies
-Furniture
-Furniture
-Industrial Gases
-Industrial Gases
-Consultingservices
services
-Consulting
Consultant pools
6%
Cabling
1%
Catering
7%
Master Life Sciences
23%
Other Life Sciences
7%
Freight
8%
UWMC
21%
Services
10%
Servers
11%
-Food
$-
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eProcurement Update
eProcurement catalog improvements:
eProcurement
- ABI: eInvoicing, custom quotes, standing orders, oligos
- Invitrogen: eInvoicing, custom quotes, oligos
- Fisher Scientific: eInvoicing, custom quotes, oligos and
alcohol approvals
- Praxair: eInvoicing, standing orders and toxic gas approvals
- Sigma: eInvoicing, custom quotes, oligos
- Bank & Office Interiors: eInvoicing, custom quotes
- CDW-G: eInvoicing, custom quotes
New Catalogs in eProcurement!
- Complete Office (federal small business)
- Keeneys Office Products (State certified WBE)
- Millipore
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eProcurement
What’s coming in eProcurement?
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Improvement Project:
Supplier Registration Process
Improvement Projects
What is it?
LEAN project to review
and improve the Supplier
Registration Process
Goals:

Reduce the complexity
of the process

Reduce the time it takes to
register a supplier

HOW CAN YOU HELP?
Refer suppliers to the
“Information for Suppliers”
web page. The most current
version of the form will always
be here.
http://f2.washington.edu/fm/ps
Provide a single place to
/info-for-suppliers
submit the supplier
information
…one place …one way!
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Sustainability
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
UW Environmental
Stewardship and
Sustainability Office
Substitute House Bill 2287
Three components:
Sustainability
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 cutsheet 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
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UW Paper Conservation Committee
Sustainability
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
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Implementation Plan : 30% reduction in paper
Sustainability
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
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Implementation Plan : 30% reduction in paper
22.5% Reduction - target by
quarter-end Q3 2011
Sustainability
• 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
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Sustainability
Recycled Paper Measurement
UW Recycling & Solid Waste
Office
&
UW Environmental Stewardship
& Sustainability Office
Who will
monitor the
paper
recycling
rates?
HMC will need to develop a
similar program.
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Questions or comments?
Environmental Stewardship and Sustainability Office
Email:
sustainableuw@uw.edu
Website: http://green.washington.edu
PAS Repor ts
PAS Reports Project
Goal:
Provide visibility
into the PAS data
by use of a Web
Based Business
Intelligence
Reporting Tool
Example: ‘Invoice Status
by Department’ report
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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?
1099 Repor ting
• 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
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New PAS Programming:
As of September 22nd, you have the ability to
update the "department contact" on PAS POs
PAS Programming
Who can make
the change?
• 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.
Is there an
Audit Trail?
• 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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Electronic
Reimbursement
Electronic Reimbursement Project
Streamline Reimbursements
• Also reduces rework, processing costs and
speeds up payment
Team consists of
central office
staff and several
customers to
come up with a
recommendation
for using an
eForm for
reimbursements.
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
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Direct Buy Limit Update
P ro C a rd U p d a t e
Direct Buy Limit now at $3,500
• Implemented Oct 18th
• Procard Single transaction limits were updated to $3500
• (UWMC & HMC will not be updated automatically. )
• Want to Opt Out of the automatic increase?
Contact the ProCard office (procard@uw.edu or 543-5252)
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ProCard Update
ProCard recent changes
P ro C a rd U p d a t e
• 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
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