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UPDATES : - 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

A conduit for a continuous information feedback loop

Need to fulfill university communication needs• Effective external & internal communications

• What are these? We need your ideasCommunication 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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Servers (IT)

Equipment maintenance / service

Furniture

Electronics

Facilities/MRO categories (TBD)

Life Sciences

Strategic Sourcing: Upcoming projects for FY 2011

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2011 SavingsMillions $

-Patient care-IT goods & services-Life Sciences-Office supplies-Food

-Janitorial supplies-Furniture-Industrial Gases-Consulting services

$-

$100

$200

$300

$400

$500

$600

$700

Master Life Sciences23%

UWMC21%

Servers11%

Services10%

Freight8%

Other Life Sciences7%

Catering7%

Facilities6%

Consultant pools6%

Cabling1%

-Patient care-IT goods & services-Life Sciences-Office supplies-Food

-Janitorial supplies-Furniture-Industrial Gases-Consulting services

$71M2011 Contracts Established

$65M2010 Contracts Established

$225MFuture Opportunities

$249MExisting Contracts

$71M 2011 Commodities shown by %

Potential Savings of $13M from University wide

contracts

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eProcurement catalog improvements:

- 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

 

eProcurement UpdateeP

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What’s coming in eProcurement?eP

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Improvement Project: Supplier Registration Process

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/info-for-suppliers

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

Provide a single place to submit the supplier information

…one place …one way!

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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

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Substitute House Bill 2287Three components:

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

Develop and implement a paper conservation program with the objective of reducing

consumption of white cut-sheet paper by 30% by July 1, 2010

Transition to 100% post-consumer recycled paper for

copiers and printers by December 31, 2009

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UW Paper Conservation Committee

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

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• 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 systemsSu

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Recycled Paper Measurement

Who will monitor

the paper recycling

rates?

UW Recycling & Solid Waste Office

& UW Environmental

Stewardship & Sustainability Office

HMC will need to develop a similar program.

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Questions or comments?

Environmental Stewardship and Sustainability Office

Email: sustainableuw@uw.eduWebsite: http://green.washington.edu

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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

PAS

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• Need correct name and tax id combination for all suppliers

What does this mean to the UW?

• 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

How will we accomplish this?

• Audit risk• Penalties

Why do this? What’s the risk?

New Federal Law: 1099 Reporting

New Federal law requires 1099 reporting for all goods and services purchased starting in 2012

1099

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New 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.

As of September 22nd, you have the ability to update the "department contact" on

PAS POs 

Step-by-Step Instructions are online: http://f2.washington.edu/fm/ps/change-dept-contact

PAS

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Electronic Reimbursement Project

• Also reduces rework, processing costs and speeds up payment

Streamline Reimbursements

• Status of reimbursement requests and ability to track payment in an electronic system (ARIBA)

Provide visibility

• Provide clear guidance and instructions

• Help reduce the number of methods for reimbursement

Provide clear guidance

Team consists of central office staff and several customers to come up with a recommendation for using an eForm for reimbursements.

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Direct Buy Limit Update

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 UpdateProCard recent changes• Renewal procedure• Reviewers who are also cardholders cannot check

‘Rev’ box• Cell Phone procedures: Payment & AcquisitionProCard Needs Assessment• Reviewer access• ProCard limits• # of department ProCards

Review internal procedures• http://www.washington.edu/admin/finacct/office/interna

lcontrol/

Sales/Use Tax training is available• http://f2.washington.edu/fm/tax/homeP

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