Toda

y’s

Agen

da:

UPDATES : - New Role in PS: Communications Director- New eProcurement suppliers & Catalog

Improvements- Improvement Projects Underway:

Furniture, Copiers, Supplier Registration Form

- Strategic Sourcing: Upcoming Projects & Projected Savings for 2011

SPOTLIGHT PRESENTATIONS:- Bank & Office Interiors- UW Sustainability Office

NEWS:- Business Diversity Program Events- New Federal Tax Requirements:1099- New PAS Programming

MORE UPDATES : - Electronic Reimbursement Project- Procard Update

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)

Com

mun

icat

ions

eProcurement catalog improvements:

- ABI: eInvoicing, custom quotes, standing orders, oligos

- Bank & Office Interiors: eInvoicing, custom quotes

- CDW-G: eInvoicing, custom quotes- Fisher Scientific: eInvoicing, custom quotes,

oligos, alcohol approvals - Invitrogen: eInvoicing, custom quotes, oligos- Praxair: eInvoicing, standing orders, toxic gas

approvals - Sigma: eInvoicing, custom quotes, oligos

New Catalogs in eProcurement!- Complete Office (federal small business)- Keeneys Office Products (State certified WBE)

 

eProcurement UpdateeP

rocu

rem

ent

 

Focus: to make furniture buying

easier!“Typicals”

major items (chairs)likely to purchase

Suppliers top suppliers / flexibility

Web Design easier identification and navigation

Furniture Procurement ProjectIm

prov

emen

t Pr

ojec

ts

 

1600 copiers on Campus!

Goal – provide new purchasing approaches /

options

Inclusive Process customer involvement

“Scoping” phase help create direction

Sourcing Event

Copier ProjectIm

prov

emen

t Pr

ojec

ts

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!

Impr

ovem

ent

Proj

ects

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

7

Stra

tegi

c So

urci

ng

 Strategic Sourcing:

Upcoming projects for FY 2011

Servers (IT)Equipment

maintenance / service

FurnitureFacilities/MRO

categories (TBD)Life Sciences St

rate

gic

Sour

cing

 

Key UW furniture supplier

Contract extended through November 2012

1st furniture supplier in eProcurement

One of the first to implement custom quoting capability

Offer sustainable (green) furniture options

Supplier Spotlight: Bank & Office Interiors

Supp

lier

Spot

light

Bank & Office Interiors/Steelcase Team

Bank & Office Interiors

Account ManagementSherry NapierKevin Varney

Customer Service RepsColette Mica Anne Rogers

Project Mgt/OperationsDan Imori/Senior PMJesse Hansen/Lead InstallMikhail Dividian/Lead Install UWMC

ManagementJeff RospondTodd FairweatherSteve Turner

B&OI DesignMaria SmithwickBarbara CarnovaleMaureen Lemon

Steelcase

Caroline MooreJacquie HartmanPamela Woodward

Steelcase Design PartnershipBarb BushnellJulie PricePaula Vollers

UW Information Contact:206.768.3222uwteam@bankandoffice.com

E-procurement Orders

Catalog Orders E-Procurement Standard0

20

40

60

80

100

120

140

23

122 116

Quantity of Orders Processed - Nov 1, 2009 - May 31, 2010

Total

Around UW Campuses

Lander HallPathways Privacy Wall

Bothell Commons

UW Medical CenterPlaza Cafe

UW Medical Center3rd Floor Lobby

Department of Anesthesiology

PACCAR HALL

Short List of Bank & Office/Steelcase Projects • William H. Foege Life Bioengineering & Genome • PACCAR Hall• Benjamin Hall Labs• Architecture Hall• Johnson Hall• Savery Hall• Guggenheim Hall• Gerberding CIDR Context Reconfigure• Gerberding Strategy Mgmt Context Reconfigure• Pediatric Dentistry, Sandpoint• Brain & Learning• UWMC Regional Heart Center• UW Tower – UWMC

T H A N K Y O U ! !

UW Sustainability Office

Claudia Frere, Manager

Office of Environmental Stewardship

and Sustainability

Sust

aina

bilit

y

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

Paper Conservation & Copier Initiative

Sust

aina

bilit

y

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

Sust

aina

bilit

y

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

Sust

aina

bilit

y

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

Sust

aina

bilit

y

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

stai

nabi

lity

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.

Sust

aina

bilit

y

Questions or comments?

Contact the Environmental Stewardship

and Sustainability Office at

sustainableuw@uw.edu

SU

STA

INA

BIL

ITY

Business Diversity Program

Update for the Procurement Services Fall Forum

September 2010

Chesca Ward, Business Diversity ManagerUW Business Diversity Program

Diversity OpportunityTransparency

Busi

ness

D

iver

sity

Business Diversity Program Goals

Improve reporting

Educate and encourage internal customers about BDP

Develop resources to connect M/WBEs with “buyer/decision makers”

Improve capacity of M/WBEs doing work with UW

Busi

ness

D

iver

sity

UW Spend with M/WBEsFY 2008:

MBE: 0.67%WBE: 1.25%

FY 2009: MBE: 1.56% WBE: 1.08%

FY 2010: MBE: 1.04% WBE: 0.70%

Source: 2008. 2009, 2010 MWBE Performance Reports

FY 2008 FY 2009 FY 20100.0%0.2%0.4%0.6%0.8%1.0%1.2%1.4%1.6%1.8%

MBEWBE

Busi

ness

D

iver

sity

Connecting with SupplierseProcurement

◦Keeney’s Office Products◦Excel Gloves

Recent Events◦Catering for Events (August 11th )

Information is available on the BDP website

Business Diversity Supplier Fair (December 9)

ProCard Purchases

Diverse Vendor Search◦Available on BDP website

Busi

ness

D

iver

sity

Contact BDP

Chesca Ward, Business Diversity Manager

qsw@uw.edu(206) 616-3741

http://www.washington.edu/admin/bdp/

http://f2.washington.edu/fm/ps/

Busi

ness

D

iver

sity

PAS Reports ProjectGoal: Provide visibility into the PAS data by use of a Web Based Business Intelligence Reporting Tool 

We are looking for

volunteers to help gather

requirements  

Interested??? Contact David

Wright (djwright@uw.edu) or

call 616 -7076

 

Example: ‘Invoice Status by Department’ report

PAS

Repo

rts

• 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

Rep

ortin

g

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.

Starting September 22nd, you will 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

Prog

ram

min

g

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.

Elec

tron

icRe

imbu

rsem

ent

ProCard UpdateProCard recent changes• 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/interna

lcontrol/

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

roC

ard

Up

dat

e

We will be available for questions for the next half hour

- If you did not receive the presentation materials – email donnaand@uw.edu