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UW Procurement Services Updates Monthly Research Administrator’s Presentation May 8, 2014

UW Procurement Services Updates Monthly Research Administrator’s Presentation May 8, 2014. Procure to Pay Extension. PAS purchasing functionality going away in Jan 2015. Will you be ready?. ARIBA . PAS . Invoicing. Sourcing. Open Balances. *Accounts Payable.

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UW Procurement Services Updates Monthly Research Administrator’s Presentation May 8, 2014

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  1. UW Procurement Services UpdatesMonthly Research Administrator’s PresentationMay 8, 2014

  2. Procure to Pay Extension PAS purchasing functionality going away in Jan 2015. Will you be ready? ARIBA PAS Invoicing Sourcing Open Balances *Accounts Payable Goal: Replace PAS procurement functions with ARIBA adding enhanced functionality not in PAS to reduce procurement administration costs Non-Catalog Contract Compliance Non-PO Vendors eReimbursements Payments to individuals Vendor Management Contract Management *Accounts Payable: Scheduling, Accruals, Payment Processing

  3. Procure to Pay Roadmap

  4. Procure to Pay Roadmap

  5. Open Balances in MyFD What they are: Open Balances are outstanding commitments on a budget for transactions placed through the Ariba system, which were not previously visible in FAS or MyFD. Procurement Services and MyFD joined together to create enhancements in Ariba and MyFD that show these remaining amounts. The results are new tools to help you have an accurate reflection of a budget balance in MyFD. Reports in MyFinancial.desktop that will display Open Balances: • Budget Summary • Encumbrances will now be called Encumbrances & Open Balances (This report shows the open balance details by EI number) • Budget List • Budget Worksheet These reports will have an Include Open Balances check box next to the current Include Encumbrances box.

  6. eProcurement Blanket Purchase Orders • Important to know: • Qualifying PAS orders that are active and still have open balances (remaining balance only) will be moved into eProcurement using the BPO feature • Once created in eProcurement, the PAS order will be closed and all invoices will be processed through eProcurement What is an Ariba Blanket Purchase Order? An Ariba Blanket Purchase Order (BPO) is • An agreement to spend a specific amount with a supplier over a period of time • It may or may not specify the items or services you are going to purchase • Suppliers must be registered and available in eProcurement, but they do not have to be set up on the Ariba Network What does this replace? • Ariba BPOs replace blanket purchase orders or standing orders that are currently open in PAS

  7. How Does the Transition from PAS to BPO Work? • A Procurement Services Buyer will work with you to identify orders for transitioning from PAS into BPO • Training will be provided for your department on how to receive against the BPO • Training will also be provided to your Suppliers on how to invoice against the BPO • After the training is complete, the Buyer will create the order in BPO and close the order in PAS

  8. What is the Ariba Sourcing Solution? Ariba Sourcing is • A project management application designed specifically for online competitive bidding Its Purpose is to • Automate creating and managing Requests for Information (RFI) and Requests for Proposal (RFP) • Support the strategic sourcing efforts underway at UW What are the Benefits? • Application provides an answer format for suppliers, which allows for more detailed and specific questions and responses from both departments and suppliers • Provides more visibility in the sourcing process, allowing campus evaluators to enter the sourcing event and see the event progress in real time. • Grading parameters are set before the project begins, enabling for a quicker evaluation process once the event has ended.

  9. What is the Ariba Contract Management? Ariba Contract Management isa module that controls the creation of contracts and serves as a repository for contract information

  10. A few reminders: PAS is going away • Target date: January 2015 Stay Informed • Ariba modules/functionalities will change as our needs develop. Stay informed by subscribing to the Procurement Services Campus Newsletter eLearning is available • Adding new eLearning sessions to help you. See the Training & Events section on our website for a listing of training sessions available. Department Outreach is an opportunity! • Contact David Wright to discuss needs and schedule Managed Print Services is an opportunity • https://f2.washington.edu/mps/home or contact us at uwmps@uw.edu Procurement Services Website has been updated • http://f2.washington.edu/mps/

  11. Actions? A Few to Consider • Share this slide deck information with staff • Department units strategize on how to use the different eProcurement processes/modules for whatever types of commodities they are purchasing • Start looking at open PAS orders to see if there are any that can be closed • Discuss the best way to use the receiving module based on department unit needs • What object codes you would like to use for the receiving function • What dollar amounts you would like to use for the receiving function • Who should be set up as central receivers for the receiving function • Review training opportunities (https://f2.washington.edu/fm/ps/node/3847) • Consider requesting Procurement services outreach (contact David Wright) • Stay current with new processes by subscribing to Procurement Services Newsletter

  12. Thank you for being great partners in building our eProcurement Marketplace.

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