Today’s Agenda: 1 U PDATES : - New Role in PS: Communications Director - Strategic Sourcing: Upcoming Projects & Projected Savings for New eProcurement suppliers & Catalog Improvements - Improvement Projects: Supplier Registration Form S POTLIGHT P RESENTATIONS : - UW Sustainability Office N EWS : - New Federal Tax Requirements: New PAS Programming - Electronic Reimbursement Project - Procard Update

New: Communications Director Continuous Improvement (it’s our culture) Realigning to better serve our customers A conduit for a continuous information feedback loopNeed 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) 2 Communications

Servers (IT) Equipment maintenance / service FurnitureElectronicsFacilities/MRO categories (TBD)Life Sciences 3 Strategic Sourcing: Upcoming projects for FY 2011 Strategic Sourcing

2011 Savings Millions $ -Patient care -IT goods & services -Life Sciences -Office supplies -Food -Janitorial supplies -Furniture -Industrial Gases -Consulting services -Patient care -IT goods & services -Life Sciences -Office supplies -Food -Janitorial supplies -Furniture -Industrial Gases -Consulting services $71M 2011 Contracts Established $65M 2010 Contracts Established $225M Future Opportunities $249M Existing Contracts $71M 2011 Commodities shown by % Potential Savings of $13M from University wide contracts 4 Strategic Sourcing

eProcurement catalog improvements: - ABI: eInvoicing, custom quotes, standing orders, oligos - Invitrogen: eInvoicing, custom quotes, oligos - Fisher Scientific: eInvoicing, custom quotes, oligos and alcohol approvals - Praxair: eInvoicing, standing orders and toxic gas approvals - Sigma: eInvoicing, custom quotes, oligos - Bank & Office Interiors: eInvoicing, custom quotes - CDW-G: eInvoicing, custom quotes New Catalogs in eProcurement! - Complete Office (federal small business) - Keeneys Office Products (State certified WBE) - Millipore 5 eProcurement Update eProcurement

6 What’s coming in eProcurement? eProcurement

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 always be here. /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! 7 Improvement Projects

UW Sustainability Office Claudia Frere, Manager Office of Environmental Stewardship and Sustainability 8 Sustainability

Paper Conservation & Copier Initiative 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 UW Environmental Stewardship and Sustainability Office

Substitute House Bill 2287 Three components: 10 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, 2009Sustainability

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 11 Sustainability

Implementation Plan : 30% reduction in paper 12 5% Reduction - achieved by quarter-end Q 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 Q Communications campaign targeted to college administrators Communications campaign targeted to departmental administrators Communications campaign targeted to any UW staff responsible for paper purchasing Sustainability

Implementation Plan : 30% reduction in paper % Reduction - target by quarter-end Q Target paper consumption areas that are not reducing purchasing volume 30% Reduction - target by quarter-end Q 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 Sustainability

Recycled Paper Measurement 14 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. Sustainability

Questions or comments? Environmental Stewardship and Sustainability Office Website:

PAS Reports Project Goal: Provide visibility into the PAS data by use of a Web Based Business Intelligence Reporting Tool Example: ‘Invoice Status by Department’ report PAS Reports 16

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 Reporting New Federal law requires 1099 reporting for all goods and services purchased starting in Reporting 17

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. 18 As of September 22 nd, you have the ability to update the "department contact" on PAS POs Step-by-Step Instructions are online: PAS Programming

Electronic Reimbursement Project 19 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. Electronic Reimbursement

20 Direct Buy Limit Update Direct Buy Limit now at $3,500 Implemented Oct 18 th Procard Single transaction limits were updated to $3500 (UWMC & HMC will not be updated automatically. ) Want to Opt Out of the automatic increase? Contact the ProCard office or ProCard Update

21 ProCard Update ProCard 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 Sales/Use Tax training is available ProCard Update