1. Today’s Agenda: Updates : - New Role in PS: Communications Director
- New eProcurement suppliers & Catalog Improvements
- Strategic Sourcing: Upcoming Projects & Projected Savings for 2011
- Improvement Projects Underway:
Furniture, Copiers, Supplier Registration Form
Spotlight Presentations:
- UW Sustainability Office
- Business Diversity Program
News:
- New Federal Tax Requirements:1099
- New PAS Programming - Electronic Reimbursement Project
- Procard Update
Demonstration: ABI & Invitrogen
- “How to order custom oligos in eProcurement”
Today’s Agenda:
Presenter: David Wright, UW Procurement Services

2. New: Communications Director
Continuous 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)
Communications
Presenter: David Wright, UW Procurement Services

3. eProcurement eProcurement Update
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)  
eProcurement
Presenter: Claudia Christensen, UW Purchasing Services

4. Strategic Sourcing Strategic Sourcing: Upcoming projects for FY 2011
Servers (IT)
Equipment maintenance / service
Furniture
Facilities/MRO categories (TBD)
Life Sciences
Strategic Sourcing
Presenter: Claudia Christensen, UW Purchasing Services

5. Strategic Sourcing 2011 Savings Millions $
-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
Strategic Sourcing
Presenter: Claudia Christensen , UW Purchasing Services

6. Focus: to make furniture buying easier!
Furniture Procurement Project
Focus: to make furniture buying easier!
“Typicals” major items (chairs) likely to purchase
Suppliers top suppliers / flexibility
Web Design easier identification and navigation
Improvement Projects
Presenter: Mark Conley, UW Purchasing Services

7. Goal – provide new purchasing approaches / options
Copier Project
1600 copiers on Campus!
Goal – provide new purchasing approaches / options
Inclusive Process
customer involvement
“Scoping” phase
help create direction
Sourcing Event
Improvement Projects
Presenter: Mark Conley, UW Purchasing Services

8. Improvement Project: Supplier Registration Process
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!
HOW CAN YOU HELP?
Refer suppliers to the “Information for Suppliers” web page. The most current version of the form will always be here.
/fm/ps/info-for-suppliers
Improvement Projects
Presenter: Alex Belov, UW Purchasing Services
Procurement Services has undertaken a revision and improvement of the Supplier Registration Process in PAS via LEAN methodology. Our hope is to dramatically decrease the number of steps and time length it takes to register a supplier.
One of our short term goals, which our customers can helps us with by referring their internal customers and suppliers to the page where the Supplier Registration form is located ( is version control. We would appreciate your assistance with this.
Bullet points:
- This is a LEAN project to review and improve Supplier Registration process
- Goals are to reduce the # of steps (complexity of the process) and time it takes to register a supplier
Provide a single place to submit ones supplier information via a single method: one place, one way
Short term goal: refer to SRF page

9. UW Sustainability Office
Claudia Frere, Manager
Office of Environmental Stewardship and Sustainability
Sustainability
Presenter: Claudia Frere, Office of Environmental Stewardship and Sustainability

10. 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
Presenter: Claudia Frere, Office of Environmental Stewardship and Sustainability
Introduction - Claudia Frere, Manager in the Environmental Stewardship and Sustainability office
Function within F2/Administration Strategy Management
New office supporting UW’s sustainability efforts and initiatives – Climate Action Plan, recent student Campus Sustainability Fund
What’s the UW Paper Conservation Program?

11. Sustainability Substitute House Bill 2287
Three 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
Sustainability
Presenter: Claudia Frere, Office of Environmental Stewardship and Sustainability

12. UW Paper Conservation Committee
Paper Conservation Committee was formed in January 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
Sustainability
Presenter: Claudia Frere, Office of Environmental Stewardship and Sustainability

13. 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
Sustainability
Presenter: Claudia Frere, Office of Environmental Stewardship and Sustainability

14. 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
Sustainability
Presenter: Claudia Frere, Office of Environmental Stewardship and Sustainability

15. Recycled Paper Measurement
UW Recycling & Solid Waste Office & UW Environmental Stewardship & Sustainability Office
Who will monitor the paper recycling rates?
Sustainability
HMC will need to develop a similar program.
Presenter: Claudia Frere, Office of Environmental Stewardship and Sustainability

16. Website: http://green.washington.edu
Questions or comments?
Environmental Stewardship and Sustainability Office
Website:
Presenter: Claudia Frere, Office of Environmental Stewardship and Sustainability

17. Business Diversity Program Update for the Procurement Services Fall Forum September Chesca Ward, Business Diversity Manager UW Business Diversity Program Diversity Opportunity Transparency
Business Diversity
Presenter: Chesca Ward, UW Business Diversity Program

18. 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
Business Diversity
Presenter: Chesca Ward, UW Business Diversity Program

19. Business Diversity 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%
Business Diversity
Presenter: Chesca Ward, UW Business Diversity Program

20. Connecting with Suppliers
Small Business Plans
Federal Contracts over $550K
Federal & State certified suppliers for plans
eProcurement
Keeney’s Office Products – NEW State WBE
Excel Gloves – State MWBE
Bioline, Fermentas (Federal)
Diverse Vendor Search
Available on BDP website
ProCard Purchases
Business Diversity Supplier Fair (December 9)
Business Diversity
Presenter: Chesca Ward, UW Business Diversity Program

21. Business Diversity Contact BDP
Chesca Ward, Business Diversity Manager (206)
Business Diversity
Presenter: Chesca Ward, UW Business Diversity Program

22. PAS Reports PAS Reports Project Goal:
Provide visibility into the PAS data by use of a Web Based Business Intelligence Reporting Tool
PAS Reports
Presenter: Julie Condit, UW Procurement Services
Example: ‘Invoice Status by Department’ report

23. 1099 Reporting New Federal Law: 1099 Reporting
New Federal law requires 1099 reporting for all goods and services purchased starting in 2012
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?
1099 Reporting
Presenter: Julie Condit, UW Procurement Services

24. PAS Programming New PAS Programming:
Starting September 22nd, you will have the ability to update the "department contact" on PAS POs 
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.
PAS Programming
Presenter: Julie Condit, UW Procurement Services
Starting September 22, 2010, departments will have access to update the "department contact" on their PAS purchase orders. 
Who can make the change?
The ability to update the information will be based upon the user's PAS access and the Purchase Order's primary budget org code.  User's with "req inquiry only" access will not have the necessary access levels to update the department contact.
Is there an Audit Trail of the Changes?
The Requisition History screen will provide and audit trail of any changes to the department contact information.  This will include who requested the change, and when the change was made.  The previous department contact information will only be visible for the most recent change.
Questions?  Contact Procurement Customer Service at or call
Step-by-Step Instructions are online at
Step-by-Step Instructions are online:

25. 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.
Electronic Reimbursement
Presenter: Julie Condit, UW Procurement Services

26. Direct Buy Limit Update
Direct Buy Limit now at $3,500
Begins Oct 18th
Procard Single transaction limits will be 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
Presenter: Aris Gempesaw, UW ProCurement Card Program

27. ProCard Update 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
Presenter: Aris Gempesaw, UW ProCurement Card Program

28. 2 Different eProcurement sites – Let the fun begin!
Life Technologies
Invitrogen
Applied Biosystems
2 Different eProcurement sites – Let the fun begin!

29. Contents Introduction
What is an Invitrogen Oligo and where can I find Oligos on Eprocurement; Ariba
Ordering custom Invitrogen DNA tubes and Plates
Ordering custom Invitrogen RNA tubes
Invitrogen Oligo Support Team
Applied Biosystem custom Assays
Supply Center Inventory Stocked at SLU

30. Life Technologies Invitrogen: Monika Kovacs monika.kovacs@lifetech.com
Senior Account Manager
University of Washington
Phone:
Applied Biosystems:
Paula Sodora Molecular & Cellular Biology
Instruments M
Supply Center:
Michelle Hebner, M.Sc.
Seattle Supply Center Specialist
Invitrogen, part of Life Technologies

31. What is an Invitrogen Oligo and How can I find them on eProcurement?
Invitrogen Oligonucleotides, or oligos, are made-to-order single-stranded segments of synthetic DNA/RNA made up of nucleotides or bases.
The length of the oligo is usually denoted by “mer.” Ex.: Oligo of 25 bases would be called a 25-mer.
Differing terms researchers may use when referring to oligos
Primers are generally short oligos <50 bases in length/Probes are generally long oligos >=50 bases in length
eProcurement | eCommerce
Under Products and Services
Applications
Nucleic Acid Amplification & Expression Profiling
Oligonucleotides
Pricing vs. UW Quote E5893
PRIMER 25 NMOL TUBE 25NMOL 16c base pair

32. Order Custom Invitrogen Oligo DNA Tubes and 96/384 Well Plates lyophilized (special order resuspended)
Basic Entry:
Enter one primer sequence at a time.
Upload Entry:
Multiple custom DNA oligo sequences can be uploaded at one time by downloading and using the Excel Sequence Template. Enter your sequence information, save it as .xls, .csv or .txt and then upload.
Simply download either the 96-well Excel template or 384-well Excel template and enter your sequence and plate location information, save it as a .xls, .csv or .txt, and then upload.

33. Order Custom Invitrogen Oligo RNA tubes
lyophilized
Basic Entry: Enter one primer sequence at a time.
Upload Entry: Upload multiple sequences at once
Download tube template here
Oligo Customer Service Team
7 Customer Service representatives focus on oligos
Call (800) ext

34. Applied Biosystems eProcurement Channel Custom Assays
Ordering Custom primers, probes (fluorescently labeled oligos), assays and siRNAs
New Custom Orders
Custom Designs the assay
Submit sequence of primer/probe/assay and the appropriate flourescent reported and quencher.
Complete Order
AB designs the assay
Go to Custom Assays/Probes/Primers/siRNAs on eP site
Upload the sequence and provide a name for the primer/probe/assay
Or upload a Primer Express file
Complete order. Our Oligos design team will review the information and make sure that a primer/probe/ or assay can in fact be designed adequately
ReOrders of Custom Assays
Submit the appropriate part number and Assay ID number
Complete order

35. My Recommendation for Custom Assays Primers and Probes on Abs eP site
Let the Scientist do it
Do you really want to be the go between?

36. Applied Biosystems eProcurement
A quick tour of the site

37. Invitrogen Products in the SLU Supply Center

38. Applied Biosystems Products in the SLU Supply Center

39. How may we help you?

40. We will be available for questions for the next half hour Please sign the registration list. This will be used to forward the presentation materials. If you do not receive the presentation materials –