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

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

Non Catalog Orders < $10K Mar 1, 2013:Roll-out to campus Apr – Jul 2013:“Soft” communication to move transactions to eProcurement Winter, 2014:Start Rejecting PAS orders that fit the criteria Open Balances (Replace encumbrances) Oct 23, 2013:Kick-off with MyFD, P2P, DSS, and PCS teams Winter 2014:Technical Analysis and Development*** April Change management and implementation Receiving Sep-Dec 2013:Phase 1: Pilot with UW-IT, UW-IT Medicine and Auto-receiving Spring 2014:Phase 2: Receiving required for M&E and Equipment by organization Fall 2014:Phase 3: Incremental roll-out of configured receiving by Org Code Honoraria (P2I) Individual Suppliers (P2I) Sep 2013:Pilot Testing Nov 2013:Rollout to campus - communicate/train campus Dec 2014:Fully Implemented Electronic Sourcing Oct 2013:Kicked off our first 2 events (Kassy E. and Susan M) Dec 2013:All buyers using sourcing with attached document Winter 2014:All buyers using sourcing templates within sourcing module Contract Compliance (BPO) Oct 2013:Implementation – working through required customizations Winter 2014:BPO Pilot – working with campus and suppliers Spring 2014:Team of buyers transfer all existing PAS open orders to Ariba Contract Management (Repository) Fall 2013-Winter 2014:Clean up CMS, transfer contracts to Ariba Spring 2014:Create campus facing contract module, training buyers Spring 2014:All contracting work be done in Ariba 3 Procure to Pay Roadmap

Non Catalog Orders > $10K Winter 2014:Gather requirements Spring-Summer 2014:Technical Analysis and Development Fall-Winter 2015:Change management and implementation Non Catalog Orders Exceptions Winter 2014:Gather requirements Spring-Summer 2014:Technical Analysis and Development Fall-Winter 2015:Change management and implementation Payment Scheduling Spring 2014:Gather requirements Summer 2014:Technical Analysis and Development Winter 2015:Change management and implementation Payment Loop back From PAS to Ariba Spring 2014:Gather requirements Summer 2014:Technical Analysis and Development Winter 2015:Change management and implementation Sub-Contracts Winter 2014Gather requirements Spring 2014Technical Analysis and Development Summer-Winter 2015Work with OSP to move transactions over to Ariba Foreign Vendors Spring-Summer 2014Gather requirements Summer 2014Technical Analysis and Development Winter 2015Change management and implementation 4 Procure to Pay Roadmap

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. 5

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eProcurement Blanket Purchase Orders 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 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

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 8 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

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 is a 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.Training & Events section Department Outreach is an opportunity! Contact David Wright to discuss needs and scheduleDavid Wright Managed Print Services is an opportunity or contact us at Procurement Services Website has been updated 11

Actions? A Few to Consider 12 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 ( Consider requesting Procurement services outreach (contact David Wright)David Wright Stay current with new processes by subscribing to Procurement Services NewsletterProcurement Services Newsletter

Thank you for being great partners in building our eProcurement Marketplace. 13