pdates new role in ps: communications director furniture,...
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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 DirectorContinuous 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 ideas
Communication 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)
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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
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Focus: to make furniture buying easier!
“Typicals” major items (chairs)likely to purchase
Supplierstop suppliers / flexibility
Web Design easier identification and navigation
Furniture Procurement ProjectIm
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Pro
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1600 copiers on Campus!
Goal – provide new purchasing approaches / options
Inclusive Process customer involvement
“Scoping” phase help create direction
Sourcing Event
Copier ProjectIm
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Pro
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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 alwaysbe 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
ove
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Strategic Sourcing: Upcoming projects for FY 2011
Servers (IT)
Equipment maintenance / service
Furniture
Facilities/MRO categories (TBD)
Life Sciences
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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
8
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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
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Spo
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Bank & Office Interiors/Steelcase Team
Bank & Office Interiors
Account ManagementSherry NapierKevin Varney
Customer Service RepsColette MicaAnne 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:[email protected]
E-procurement Orders
0
20
40
60
80
100
120
140
Catalog Orders E-Procurement Standard
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
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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 InitiativeSu
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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
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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
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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
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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 systems
Sust
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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.Su
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Questions or comments?
Contact the Environmental Stewardship and
Sustainability Office at
SU
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Business Diversity Program
Update for the Procurement Services Fall ForumSeptember 2010
Chesca Ward, Business Diversity ManagerUW Business Diversity Program
Diversity OpportunityTransparencyB
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Div
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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
Bus
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UW Spend with M/WBEs
FY 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
0.0%
0.2%
0.4%
0.6%
0.8%
1.0%
1.2%
1.4%
1.6%
1.8%
FY 2008 FY 2009 FY 2010
MBEWBE
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Connecting with Suppliers eProcurement◦ 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 websiteB
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ess
Div
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Contact BDP
Chesca Ward, Business Diversity [email protected]
(206) 616-3741
http://www.washington.edu/admin/bdp/http://f2.washington.edu/fm/ps/
Bus
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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 ([email protected]) or
call 616 -7076
Example: ‘Invoice Status by Department’ report
PAS
Rep
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• 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 ReportingNew Federal law requires 1099 reporting for
all goods and services purchased starting in 2012
1099
Rep
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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-contactPAS
Pro
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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
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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/internalcontrol/
Sales/Use Tax training is available• http://f2.washington.edu/fm/tax/home P
roC
ard
Up
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We will be available for questions for the next half hour
- If you did not receive the presentation materials –email [email protected]