Procurement Services Winter Forum - 2010

Today’s Agenda: eInvoicing Improvements: Strategic Sourcing Update: New contracts eBilling Program $3300 Phase II Roll Out: Other updates: New Vendor Registration Form Lean Furniture Project Today’s Agenda:

eInvoicing Improvements: Suppliers Currently on eInvoicing: Date Implemented Grainger 08/27/2009 Office Depot 09/14/2009 Daigger 10/07/2009 Bank & Office Interiors 11/23/2009 Qiagen 12/05/2009 Fisher 12/08/2009 VWR 12/10/2009 ISC BioExpress 01/06/2010 CDW-G 01/11/2010 BioLine 01/21/2010

eInvoicing Improvements: 02/10/10 Coming Soon:

Future implementations - Still in the Queue –

eProcurement Supplier Update New PRAXAIR Punchout Feb 10th !! Coming Spring Quarter: EnPointe (Lenovo) Apple Computers: Applied Biosystems Life Sciences: Haakenson / Knoll (hosted catalog) Correctional Industries Furniture: Herman Miller & KI are coming this Summer Quarter!

STRATEGIC SOURCING What is strategic sourcing and why do it? How do we involve you, the customer? identifying customer needs evaluation of RFPs, selecting suppliers to meet your needs Strategic sourcing benefits (quick review)

STRATEGIC SOURCING Diverse/Small businesses include in our contract plans Identify contract opportunities where they can be successful Sustainability asking our key suppliers to collaborate with UW Sustainability - improve our carbon footprint, as well as their own

Correctional Industries STRATEGIC SOURCING New contracts secondary gas contract with Airgas Upcoming contracts Minor office products (small business) Floor coverings Correctional Industries Apple Computers Life Science Suppliers including: ABI, BD, Roche, Perkin Elmer Airgas: for use with Procard (Primary contract is w/Praxair) Note that some upcoming ones may not be in eP More life sciences in the pipeline.

Identify & Contact Suppliers eBilling Program eBilling Process Identify & Contact Suppliers Online capability Invoicing Discounts available Account Set Up Customer Involvement Supplier information will be posted on procurement services web pages e-billing: Process improvement opportunity to help departments manage purchases and retrieve documentation from suppliers for reconciliation purposes. Status: In progress! Look for frequent supplier updates on our web pages.

eBilling Program Supplier Name & Contact Benefits Account setup Instructions How to retrieve Invoice Aramark Contact: Liz Jensen www.aramark.com 2% Discount When setting up an account, you will need to: • Provide your account # located on invoice • Provide current purchase order number • Confirm effective date for change in payment method • Notify the Buyer in Purchasing that you have changed your payment method and the effective date. The Buyer will update the order in PAS to reflect this change. liz.jensen@uniform.aramark.com If you are already using the ProCard for Aramark services we would appreciate hearing how this new feature is working, so please share your comments / questions with Aris Talking points: Benefits: 2% discount is available only when paying for services provided by Aramark Laundry using a ProCard

Introducing the new Vendor Registration Form Procurement Services, in collaboration with the Business Diversity Program and campus customers, have created a new Vendor Registration Form to meet various state and federal reporting requirements Note from Jeff: Whoever speaks to the vendor registration form maybe should specifically point out the fact that we’re collecting data on credit card acceptance and ebilling, as it ties back to the other improvements we’re working on for campus Procurement Services, in collaboration with the Business Diversity Program and campus customers, have created a new Vendor Registration Form to meet various state and federal reporting requirements. This form was introduced to pilot testing group on August 1st and we now would like to expand this out to campus.    The Vendor Registration form must be completed by new vendors not currently in the PAS vendor file and returned to Procurement Services by email, fax or U.S. mail. More information including the form instructions, exceptions, and a vendor search tutorial can be found online at www.washington.edu/admin/finserv/payables/Registration/index.html .

$3300 Phase I Results Phase I small dollar transition implemented July 1, 2009 resulted in more than a 50% reduction in PAS Transactions

$3300 Phase II Roll Out More manageable data allows focused analysis Phase II recommendation: tighter controls and targeted “opportunities” Internal training Supplier involvement Campus department outreach Notes from Jeff: When we say “internal training”, does that mean Procurement Services?    In general, I really want the “phase II” message to be that we have worked hard over the course of the last 6 months to continue to improve the eCommerce products and that in the next couple of months, our staff will be more focused on the best purchase path.  In other words, ePro suppliers with e-invoicing implemented will be the route to take, so look for continued guidance as we move forward…. More manageable data allows focused analysis

Exceptions to the Small Dollar Guidelines: The Exception list is online

Lean Furniture Project Lean Overview Who What Why Furniture Buying at UW 5 Major Processes Current State Map Value Stream Future State Map Gap / Action Dennis is on task to add content for this

Lean Furniture Project: Value Stream Map Dennis is on task to add content for this

Lean Furniture Project PDCA – Action Items Typicals Kit Benchmark Furniture Procurement Improve / Expand ‘Tracker’ More eP Furniture Contracts Dealer / Designer Checklist Visibility / Check-ins Dennis is on task to add content for this

Lean Furniture Project Dennis is on task to add content for this

The Procurement Customer Service team is now trained to take your calls relating to: - eProcurement - Procard - Purchasing - Accounts Payable - and MyFinancial Desktop! Staff now trained to take calls relating to Purchasing, Payables, eProcurement, Procard & MyFD

Procurement Customer Service Corporate Travel Services Contact information: pcshelp@uw.edu / 543-4500 Procurement Customer Service procard@uw.edu / 543-5252 ProCurement Card eprocure@uw.edu / 685-3558 eProcurement chelm@uw.edu / 543-8056 Strategic Sourcing myfdhelp@uw.edu / 543-3877 MyFD uwcts@uw.edu / 543-7171 Corporate Travel Services mconley@uw.edu / 543-4211 Purchasing Services