Procurement Services Forum

1. Procurement Services Forum eProcurement Strategies:What can you expect and how can you benefit

2. Our Agenda: • eProcurement powered by Ariba: - Strategy Overview- 12 Month Roadmap- Functionality in eProcurement- eProcurement Module Comparison • Coming Soon- Electronic Transmission of POs & Invoices- Open PO Balance in eProcurement- PaymentNet4- New Streamlined look for our home page • Payments to Individuals - What is, what it’s not and whyis it useful • eProcurement Receiving- What is it and why is it useful • Open PO Balance- What is it and why is it useful • Electronic Sourcing- What is it and when will it be available • Sustainability in eProcurement • Business Diversity in eProcurement • Managed Print Services • Q&A

3. 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. Ariba Strategy Overview PAS *Requisition/PO Accounts Payable Payment Scheduling,Accruals, Payment Processing, APE Interface, 1099, etc. Contract Compliance *Non-PO *eInvoicing *Sourcing *Non-Catalog Ariba Vendors *eReimbursements Open PO Balances Vendor Management Payments to individuals Contract Management

4. Procure to Pay 12 Month Roadmap

5. Functionality in eProcurement

6. eProcurement Module Comparison

7. Electronic Transmission of POs & Invoices How can campus help Use eProcurement when ordering from an Ariba Network supplier. We are working on a report to help you. Stay tuned!

8. Open PO Balance in Ariba 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

9. Coming Soon in February 2004: PaymentNet 4 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

10. Coming Soon: A New, Streamlined Look A lean project was launched in early September to merge the eProcurement website with the Procurement Services website. The PS website will be redesigned as well with the goal of making it easier to navigate.

11. What is Payments to Individuals? Payments to Individuals (P2I) is a new form in Ariba used for making payments to an individual for: • Honoraria • Royalties and associated payments • Awards or Prizes • Non-UW Scholarships • Services • Expenses Associated with Honoraria or Services • Performers 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

12. What P2I is NOT! • Not intended to pay individuals for goods (i.e. purchasing artwork) • Not intended to pay companies • Not intended to pay Foreign Nationals • Cannot be used to pay employees • Exception: royalties • UWMC – Check with your Administrator prior to using P2I Important to know: • If the individual has an active vendor number, use Non-PO Invoice. • Payments to companies should go through Non-PO Invoice. Note that the preferred ordering method for companies is Non-Catalog Ordering. • Student employees should be paid through Student Fiscal Services.

13. What are the Benefits of P2I to UW?

14. What is eProcurement Receiving? 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

15. Benefits of Receiving When fully implemented… • Campus users will be able to ensure that items on eProcurement orders are received and in good condition before the invoices are paid • Receipts will be tracked in the same system and linked to the eProcurement Order • Reports will be available to determine • What has and has not been received • If there are invoices being held because items have not yet been received

16. Electronic Sourcing in Ariba What is Electronic Sourcing? 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.

17. Electronic Sourcing in Ariba When will this tool be available? We have already rolled out a few pilot events in September and plan for all events to be in the sourcing module by the end of October. If you are taking part in strategic sourcing event, you will be directed by Procurement Services what to do.

18. Sustainability in eProcurement UW Environmental Stewardship & Sustainability Sustainable purchasing and Green Certification programs Paper reduction and purchasing 100% recycled Green Teams and Resources http://green.washington.edu

19. Business Diversity in eProcurement

20. Business Diversity in eProcurement

21. Business Diversity in eProcurement

22. Background • Take control of your copy/print environment using a structured, proven process • The supplier (Ricoh) provides and manages equipment and supplies for you Ricoh selected based on a competitive RFP process • Implementation began nine months ago • To date, 49 campus departments have successfully adopted the new MPS methodology

24. Managed Print Services is a recognized best practice • Cost savings of 30 % for MPS adopters to date • Environmental benefits – paper/energy/supplies • Focus on core department business, not managing copiers and printers! • Visibility of data/reports • Device security

25. Assessment Process • Sign up for an assessment through the website at: • http://f2.washington.edu/mps/home • Kick-Off Meeting • Current state –> define desired state/objectives • Collect Data • @Remote data pull of networked devices • Conduct walk through/interview key employees • Identify current spend/contracts status • Validate findings • Recommendations presented

26. Presenters: