UW Procurement
Services Updates
Monthly Research Administrator’s Presentation
May 8, 2014
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Procure to Pay Extension
Goal: Replace PAS
procurement
functions with
ARIBA adding
enhanced
functionality not in
PAS to reduce
procurement
administration costs
Invoicing
Sourcing
Open Balances
Non-Catalog
Contract Compliance
Non-PO
ARIBA
Vendors
*Accounts Payable
PAS
eReimbursements
Payments to individuals
Contract Management
*Accounts Payable: Scheduling, Accruals, Payment Processing
Vendor Management
PAS purchasing
functionality going
away in Jan 2015.
Will you be ready?
Procure to Pay Roadmap
• Mar 1, 2013:
• Apr – Jul 2013:
• Winter, 2014:
Roll-out to campus
“Soft” communication to move transactions to eProcurement
Start Rejecting PAS orders that fit the criteria
• Oct 23, 2013:
• Winter 2014:
• April 15 2014
Kick-off with MyFD, P2P, DSS, and PCS teams
Technical Analysis and Development***
Change management and implementation
• Sep-Dec 2013:
• Spring 2014:
• Fall 2014:
Phase 1: Pilot with UW-IT, UW-IT Medicine and Auto-receiving
Phase 2: Receiving required for M&E and Equipment by organization
Phase 3: Incremental roll-out of configured receiving by Org Code
• Sep 2013:
• Nov 2013:
• Dec 2014:
Pilot Testing
Rollout to campus - communicate/train campus
Fully Implemented
Electronic Sourcing
• Oct 2013:
• Dec 2013:
• Winter 2014:
Kicked off our first 2 events (Kassy E. and Susan M)
All buyers using sourcing with attached document
All buyers using sourcing templates within sourcing module
Contract Compliance (BPO)
• Oct 2013:
• Winter 2014:
• Spring 2014:
Implementation – working through required customizations
BPO Pilot – working with campus and suppliers
Team of buyers transfer all existing PAS open orders to Ariba
Non Catalog Orders
< $10K
Open Balances
(Replace encumbrances)
Receiving
Honoraria (P2I)
Individual Suppliers (P2I)
Contract Management (Repository)
• Fall 2013-Winter 2014: Clean up CMS, transfer contracts to Ariba
• Spring 2014:
Create campus facing contract module, training buyers
• Spring 2014:
All contracting work be done in Ariba
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Procure to Pay Roadmap
Non Catalog Orders
> $10K
• Winter 2014:
Gather requirements
• Spring-Summer 2014: Technical Analysis and Development
• Fall-Winter 2015:
Change management and implementation
Non Catalog Orders
• Winter 2014:
Gather requirements
• Spring-Summer 2014: Technical Analysis and Development
• Fall-Winter 2015:
Change management and implementation
Exceptions
Payment Scheduling
Payment Loop back
From PAS to Ariba
Sub-Contracts
Foreign Vendors
• Spring 2014:
• Summer 2014:
• Winter 2015:
Gather requirements
Technical Analysis and Development
Change management and implementation
• Spring 2014:
• Summer 2014:
• Winter 2015:
Gather requirements
Technical Analysis and Development
Change management and implementation
• Winter 2014
Gather requirements
• Spring 2014
Technical Analysis and Development
• Summer-Winter 2015 Work with OSP to move transactions over to Ariba
• Spring-Summer 2014
• Summer 2014
• Winter 2015
Gather requirements
Technical Analysis and Development
Change management and implementation
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Open Balances in MyFD
What they are:
Open Balances are outstanding commitments on a budget for transactions placed through the Ariba
system, which were not previously visible in FAS or MyFD. Procurement Services and MyFD joined
together to create enhancements in Ariba and MyFD that show these remaining amounts. The results
are new tools to help you have an accurate reflection of a budget balance in MyFD.
Reports in MyFinancial.desktop that will display Open Balances:
• Budget Summary
• Encumbrances will now be called Encumbrances & Open Balances (This report shows the open
balance details by EI number)
• Budget List
• Budget Worksheet
These reports will have an Include Open Balances check box next to the current Include
Encumbrances box.
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eProcurement Blanket Purchase Orders
What is an Ariba Blanket Purchase Order?
An Ariba Blanket Purchase Order (BPO) is
• An agreement to spend a specific amount with a supplier over a
period of time
• It may or may not specify the items or services you are going to
purchase
• Suppliers must be registered and available in eProcurement, but
they do not have to be set up on the Ariba Network
What does this replace?
• Ariba BPOs replace blanket purchase orders or standing orders
that are currently open in PAS
Important to know:
 Qualifying PAS orders
that are active and still
have open balances
(remaining balance only)
will be moved into
eProcurement using the
BPO feature
 Once created in
eProcurement, the PAS
order will be closed and
all invoices will be
processed through
eProcurement
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How Does the Transition from PAS to BPO Work?
• A Procurement Services Buyer will work with
you to identify orders for transitioning from
PAS into BPO
• Training will be provided for your department
on how to receive against the BPO
• Training will also be provided to your Suppliers on
how to invoice against the BPO
• After the training is complete, the Buyer will create
the order in BPO and close the order in PAS
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What is the Ariba Sourcing Solution?
Ariba Sourcing is
• A project management application designed specifically for online competitive bidding
Its Purpose is to
• Automate creating and managing Requests for Information (RFI) and Requests for Proposal (RFP)
• Support the strategic sourcing efforts underway at UW
What are the Benefits?
• Application provides an answer format for suppliers, which allows for more detailed and specific
questions and responses from both departments and suppliers
• Provides more visibility in the sourcing process, allowing campus evaluators to enter the sourcing
event and see the event progress in real time.
• Grading parameters are set before the project begins, enabling for a quicker evaluation process
once the event has ended.
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What is the Ariba Contract Management?
Ariba Contract
Management is a
module that controls
the creation of
contracts and serves
as a repository for
contract information
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A few reminders:
PAS is going away
• Target date: January 2015
Department Outreach is an
opportunity!
Stay Informed
• Contact David Wright to discuss needs
and schedule
• Ariba modules/functionalities will change as
our needs develop. Stay informed by
subscribing to the Procurement Services
Campus Newsletter
Managed Print Services is an
opportunity
eLearning is available
• Adding new eLearning sessions to help you.
See the Training & Events section on our
website for a listing of training sessions
available.
• https://f2.washington.edu/mps/home or
contact us at uwmps@uw.edu
Procurement Services Website
has been updated
• http://f2.washington.edu/mps/
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Actions? A Few to Consider
• Share this slide deck information with staff
• Department units strategize on how to use the different eProcurement
processes/modules for whatever types of commodities they are purchasing
• Start looking at open PAS orders to see if there are any that can be closed
• Discuss the best way to use the receiving module based on department unit needs
• What object codes you would like to use for the receiving function
• What dollar amounts you would like to use for the receiving function
• Who should be set up as central receivers for the receiving function
• Review training opportunities (https://f2.washington.edu/fm/ps/node/3847)
• Consider requesting Procurement services outreach (contact David Wright)
• Stay current with new processes by subscribing to Procurement Services Newsletter
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Thank you for being great partners in
building our eProcurement Marketplace.
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