UW Procurement Services Forum

1. UW Procurement Services Forum Winter, 2013

2. 2 Today’s Agenda • Managed Print Services • Procure to Pay Initiative • Updates from • eProcurement • Strategic Sourcing • Quick Reminders / Updates from our last forum and newsletters • Business Diversity Program • Environmental Stewardship & Sustainability

3. 3 • What is “Managed Print Services”? • What are the Benefits of MPS? • What are the features of the contract? • Where can you find more information?

4. 4 What is Managed Print Services? Our tagline is “measure/manage/save” Measure: • Perform assessmentof current state -> ideal future state Manage: • Onesupplier - manages fleet • Networked multifunctional devices • Visibility into activity Save: • Efficient, cost-effective copy/print environment • No more leases or purchases • All-inclusive “cost per copy” model

5. 5 Benefits

6. 6 Contract Features • Competitive RFP process • 4 year contract, plus options • Strategic partnership between UW & Ricoh • Several standard devices available • 2 service models • Simple price model (CPI) • Orders placed through C2 - no requisition needed! • Asset tracking

7. 7 New Managed Print Services Website! Sign up for an assessment through the website:http://f2.washington.edu/mps/home You can also find additional information and FAQs on the website.

8. 8 What to Expect When You’re Assessing

9. 9 What to Expect When You’re Assessing • 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

10. Following Implementation 10 MPS Conceptual View Before Assessment

11. Procure to Pay Initiative

12. Non-Catalog Ordering • A Non-Catalog Order is an eProcurement purchase order for items that are not available in either a hosted or punchout catalog • This feature can be used instead of PAS (Purchasing and Accounts Payable System) when: • The total order amount is less than $10,000, not including tax • The items are NOT on the Small Dollar Purchase Exceptions List • Apurchase order needs to be sent to the supplier • To use this feature, the supplier must be a UW-registered supplier and be available in eProcurement 12

13. eProcurement Module Comparison Method 13

14. 14 Receiving System generated receipt document that will require the end user to record the actual receipt of the product or service • 3 way match (PO, Receipt, Invoice) • Invoices can not be paid prior to receipt • Analyzing the institution needs: • State requirements • All purchases • All purchases for specific organizations • Equipment purchases • Other requirements

15. 15 Supplier Enablement

16. 16 Encumbrances • Departments involvedin the project: • Office of Sponsored Projects • Capital Project Office • Pathology • APL • UW/IT Finance • Procurement Services Timeline:

17. Payments to Individuals

18. Sourcing

19. Projected Project Kick-off • August Contract Management /Contract Compliance Timeline:

20. eProcurement Updates:eProcurement Catalogs in the Pipeline • * Rainin is moving from hosted to punch out Catalog

21. Strategic Sourcing Updates Up next: • New Contracts and Contracts in the Pipeline

22. Strategic Sourcing Updates: New Contracts and Contracts in the Pipeline • (Small / Diverse Suppliers marked with a * ) • New Audio/ Video Design Services Pool Contracts Currently Available New Contracts Targeted for Completion Early Spring 2013

23. The Role of the Business Diversity Program

24. Economic Benefits

27. The Role of the Business Diversity Program Contact: Angela Battle, Business Diversity SpecialistEmail: uwbdp@uw.edu Phone: 206-543-0847 Website: f2.washington.edu/bdp

28. UW Environmental Stewardship & Sustainability • Sustainability Executive Order, signed by President Young in August 2012 • Connecting the UW (green.washington.edu) • Programs • Green Office Certification, Green Lab Certification, Paper Reduction, PC Power Management, Climate Action Plan Communications, Events • Sustainability Dashboard Sustainability: It’s in our nature.

29. Quick Updates and Reminders from our last forum and past newsletters: Up Next: • UW Contracts Page • New PDR Reports • Biennium Close Best Practices • Best Practice: Purchase Documentation Retention • Closing All Old or Expired Purchase Orders in PAS • Supplier Registration update • Mailing Services new pick-up location for AP checks

30. UW Contracts: Find current contracts available now for your immediate use at http://f2.washington.edu/fm/ps/ • Benefits: • Easy Access • Easy to Use • Substantial Discounts • Reduced Risk to UW

31. New PDR Reports:

32. It’s Biennium Close time…. Get ready with a few Best Practices:

33. Best Practice: Purchase Documentation Retention Source documents need to be retained in accordance with the UW Retention Schedule Purchase documents may be scanned but departments must have documented approval from Records Management Office. http://f2.washington.edu/fm/recmgt/scanning

34. Best Practice:

35. Closing All Old or Expired Purchase Orders in PAS: Procurement Services has taken on another project in which we are reviewing, analyzing and closing old and expired PAS purchase orders to reduce the volume of paper invoices processed by Accounts Payable and to reinforce the utilization of eProcurement modules that are replacing the purchasing functionality of PAS. Read more at http://f2.washington.edu/fm/ps/home/procurement-services-news#

36. Who should complete this? • All new suppliers • Any former suppliers that have been placed in a hold or delete status Registration process also includesverification of Taxpayer Identification Number (TIN) and supplier name verification Options: ePayables:UW preferred method of payment • Supplier simply calls 206-543-7171 • Payment takes 2 to 3 business days • No additional fee to UW Paymode (ACH) (2-step enrollment process) • Supplier enrolls in the payment program by completing Paymode application form • Paymode authenticates the account Reminder: Supplier registration & onboarding is a 2-step process: Step 1: Supplier completes online Supplier Registration Form Step 2: Supplier signs up for electronic payment method

37. Reminder: Mailing Services is the new pick-up location for Accounts Payable checks Note: • Most suppliers are now being paid electronically. • If you have requested special handling for a check, you will be notified by Mailing Services Staff when the check is available for pick up.

38. Quick Updates: Upcoming Training Sessions See f2.washington.edu/fm/ps/training-events/classroom-trainingfor our current listing of training opportunities • Current offerings include: • Procard Cardholder • Procard Administrator • Intro to Buying in eProcurement • Intro to Preparing a NonPO Invoice • Intro to NonCatalog Ordering • …. Check back for more coming soon!