1. Procurement Services Winter Forum - 2010

2. 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:

3. 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

4. eInvoicing Improvements:
02/10/10
Coming
Soon:

5. Future implementations - Still in the Queue –

6. 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!

7. 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)

8. 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

9. 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.

10. 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.

11. eBilling Program Supplier Name & Contact Benefits
Account setup Instructions
How to retrieve Invoice
Aramark
Contact:
Liz Jensen
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.
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

12. 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 , fax or U.S. mail. More information including the form instructions, exceptions, and a vendor search tutorial can be found online at .

13. $3300 Phase I Results
Phase I small dollar transition implemented July 1, 2009 resulted in more than a % reduction in PAS Transactions

14. $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

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

16. 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

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

18. 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

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

20. 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

21. Procurement Customer Service Corporate Travel Services
Contact information: /
Procurement Customer Service /
ProCurement Card /
eProcurement /
Strategic Sourcing /
MyFD /
Corporate Travel Services /
Purchasing Services