MRAM - November 14, 2013
David Wright
Procurement Services
University of Washington

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.
University of Washington Procurement Services

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
University of Washington
Summer
2013
Fal l 2013
Wi nter
2014
Spri ng
2014
Summer
2014
Fal l 2014
Procurement Services

Ordering
Functionality
Catalog Ordering
Non-Catalog
Ordering
Open PO Balance coming soon
Sourcing coming soon
University of Washington
Receiving
Functionality
Receiving coming soon
Paying Functionality
Payments to Individuals coming soon
Non-PO Invoice eReimbursements eTravel
Procurement Services

Order Method
Catalog
Ordering
Dollar Limit
(per order)
Notes/Restrictions/Exceptions
No dollar limit
None other than within your department
Non-Catalog
Ordering
Non-PO Invoice
Payments eReimbursement eTravel
Payments to
Individuals (P2I)
University of Washington
<$10,000
<$10,000
<$3,500
See Travel website
**
Goods not yet ordered. Goods not available in eProcurement hosted or punchout catalog. Purchase Order required.
See exceptions list.
Goods already received. No Purchase Order required.
See exceptions list.
For reimbursement to UW Employees only.
See exceptions list.
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.
Procurement Services

University of Washington Procurement Services

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:
University of Washington
Fall 2013
Analyze and design the requirement
Winter 2014
Development
(MyFD & Ariba)
Spring 2014
Implementation
Procurement Services

Payments to Individuals (P2I) is a new form in Ariba used for making payments to an individual for:

Honoraria * Expenses Associated with Honoraria or Services

Awards or Prizes

Services

Performers
* Royalties & associated payments
* Non-UW Scholarships
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
Timeline:
University of Washington
Nov 1st 2013
(approx.)
•Release to campus
Training
Training and eLearning opportunities will be available
Procurement Services

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
University of Washington Procurement Services

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 cost-effective, efficient and positive purchasing experience for campus customers.
University of Washington Procurement Services

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 real-time 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
University of Washington Procurement Services

Assess current state -> ideal future state
One supplier
One invoice a month
Visibility into activity
Streamlined supplies management
University of Washington
Efficient, costeffective copy/print environment
No more leases or purchases
All-inclusive “cost per copy” model
Procurement Services