1 / 10

Ariba replacing PAS… what it means for outgoing subawards

Ariba replacing PAS… what it means for outgoing subawards. MRAM - 10/9/2014 Aron Knapp Office of Sponsored Programs University of Washington. Outgoing Subawards in Ariba.

Download Presentation

Ariba replacing PAS… what it means for outgoing subawards

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. Ariba replacing PAS…what it means for outgoing subawards MRAM - 10/9/2014 Aron Knapp Office of Sponsored Programs University of Washington

  2. Outgoing Subawards in Ariba • As part of UW Procurement’s effort to replace PAS with Ariba, they are rolling out BPO functionality for Subawards next month! (tentatively 11/3) • Ariba BPOs will replace PAS POs for requesting outgoing subawards, and will enable campus to do invoice receipt • All using Ariba’s work flow and tracking features. University ofWashington Presenter’s Office

  3. Timeline for implementing BPO for Outgoing Subawards University ofWashington Presenter’s Office

  4. Step 1: Train Departments and Subrecipients Subrecipient Enablement • OSP has notified subrecipients on active POs of their requirement to become enabled on the Ariba network • Just under 200 subrecipients (out of 800+) already enabled. • Procurement’s lookup tool: https://margo.pur.washington.edu/Lois_Reports/Pages/Report.aspx?ItemPath=%2fSuppliers%2fSupplier+Search • Please encourage your subs to get enabled! Send them to vendor control for help, <vcontrol@uw.edu> University ofWashington Presenter’s Office

  5. Step 1: Train Subrecipients & Departments In person Outreach & Training • MRAM (10/9) • RAPN (10/21) • Tentative classroom training dates: 11/5, 11/12, & 11/19 Self-guided learning: http://f2.washington.edu/fm/ps/how-to-buy/AribaBlanketPurchaseOrders • Video tutorials and reference guides already available University ofWashington Presenter’s Office

  6. Step 2 & 3: Transitioning and working Active POs • Following go-live, and as active subrecipients get enabled: • OSP will create new BPOs in Ariba and transfer remaining balances. • Once drafted, new BPO will be sent for departmental review and approval • Once approved, OSP will close POs in PAS • Once approved, subs can begin invoicing via Ariba. • Departments begin receiving. Help on receiving: http://f2.washington.edu/fm/ps/sites/default/files/training-and-events/HowtoReceiveBPO.pdf University ofWashington Presenter’s Office

  7. Between Now and Go-live? Status Quo No changes to requesting new outgoing subawards or modifications to existing. No changes to receiving invoices.

  8. BPOs @ go-live! Go-live! no more requisitions for subawards will be accepted in PAS. Departments must use Ariba for requesting new and for modifying existing subawards. Note on Mods after go-live: • If the modification does not extend the end date beyond 1/1/2015, use the existing Subaward Modification Form • If the mod extends the end date beyond 1/1/2015, OSP will need to do PO transition. Contact (aribasub@ for help). University ofWashington Presenter’s Office

  9. How to get help • Self learning: http://f2.washington.edu/fm/ps/how-to-buy/AribaBlanketPurchaseOrders • Classroom training will correspond with go-live – stay tuned! • OSP regarding the transitioning of your active POs (aribasub@) • Procurement regarding enabling your sub recipients (vcontrol@) • Department contact volunteers: • Maya Beal, Global Health (mayab@) • Ted Hanson, Microbiology (tjhanson@) • Becky Rooney, Bioengineering (brooney@) University ofWashington Presenter’s Office

  10. Takeaways • Nothing changes until 11/3 • 11/3-12/31/2014 work closely with OSP and Subrecipients to ensure the transition of all active POs, and begin using Ariba to request new subs and mods. • January 2015 celebrate PAS’ retirement 

More Related