1. Fall 2013 eProcurement Strategies & Expanding Functionalities 1

2. 2 1) eProcurement powered by Ariba: - Strategy Overview - 12 Month Roadmap - Functionality in eProcurement - eProcurement Module Comparison 2) Coming Soon - Electronic Transmission of POs & Invoices - Open PO Balance in eProcurement - PaymentNet4 - New Streamlined look for our home page 3) Payments to Individuals - What is, what it’s not and why is it useful 4) eProcurement Receiving - What is it and why is it useful 5) Open PO Balance - What is it and why is it useful 6) Electronic Sourcing - What is it and when will it be available 7) Sustainability in eProcurement 8) Business Diversity in eProcurement 9) Managed Print Services 10) Q&A

3. 3 PAS *Requisition/PO Contract Compliance *Non-PO *eInvoicing *Sourcing *Non-Catalog Ariba *eReimbursements Open PO Balances Payments to individuals Contract Management Vendors Accounts Payable Payment Scheduling, Accruals, Payment Processing, APE Interface, 1099, etc. Vendor Management Ariba Strategy Overview Goal: Utilize Ariba to manage all procurement functions creating a streamlined, single point of entry for all purchases. This should standardize the process and reduce costs.

4. 4 Procure to Pay 12 Month Roadmap

5. 5 Ordering FunctionalityCatalog Ordering Non-Catalog Ordering Open PO Balance -coming soon Sourcing -coming soon Receiving Functionality Receiving -coming soon Paying Functionality Payments to Individuals -coming soon Non-PO InvoiceeReimbursementseTravel

6. 6 Order MethodDollar Limit (per order) Notes/Restrictions/Exceptions Catalog OrderingNo dollar limitNone other than within your department Non-Catalog Ordering <$10,000 Goods not yet ordered. Goods not available in eProcurement hosted or punchout catalog. Purchase Order required. See exceptions list.exceptions Non-PO Invoice Payments <$10,000 Goods already received. No Purchase Order required. See exceptions list.exceptions eReimbursement<$3,500 For reimbursement to UW Employees only. See exceptions list.exceptions eTravel See Travel websiteTravel website Used to pay Travel expenses of UW Employees or Visitors Payments to Individuals (P2I) ** Used to pay individuals. **Note: For payments above $10,000, Central Office will be added to the Approval Flow for review.

7. 7 Procurement Services has hired Ariba to assist with enabling our suppliers on the Ariba Network. Benefits of being on the Ariba Network: When campus submits an approved PO it goes electronically across the network to the supplier – no need for manual intervention! Supplier will electronically invoice the University Timeline: Jan –Oct 2013 Working with top 742 suppliers Ongoing Work with remaining UW suppliers How can campus help Use eProcurement when ordering from an Ariba Network supplier. We are working on a report to help you. Stay tuned! Electronic Transmission of POs & Invoices

8. What is it?  Ability for campus to track open PO Balances on a departmental budget  Will display on MyFD What is it replacing?  It will replace the current encumbrance process ◦ Eliminates time spent figuring out encumbrance discrepancies ◦ Eliminates the need to release unused encumbrance balance 8 Timeline: Fall 2013 Analyze and design the requirement Winter 2014 Development (MyFD & Ariba) Spring 2014 Implementation

9. PaymentNet has been redesigned to better meet our customers’ changing needs. PaymentNet4 provides the latest advances in technology and will be implemented in February 2014. PaymentNet4 features include:  New login procedure: users will not go through UW login process  New and improved user interface: home page will include “Items requiring actions”; a quick link to transactions to be reviewed or approved.  Hierarchy flexibility: reviewers can be set up to review transactions in different org codes (ex: reviewer access to 304xxxx and 310xxxx)  Approval routing: cardholders will have the capability to route transactions to approvers for review  Cardholder account enhancement: cardholders will be able to view their real- time account balance Migration to PaymentNet4 will occur on February 2014 with training available throughout 2014. Please see the ProCard website for more information. http://f2.washington.edu/fm/ps/how-to-buy/procard/pnet4-introduction 9

10. A lean project was launched in early September to merge the eProcurement website with the Procurement Services website. The PS website will be redesigned as well with the goal of making it easier to navigate. 10

11. Payments to Individuals (P2I) is a new form in Ariba used for making payments to an individual for:  Honoraria  Royalties and associated payments  Awards or Prizes  Non-UW Scholarships  Services  Expenses Associated with Honoraria or Services  Performers What does this replace?  Replaces the paper check request form for the items (listed above). Find out more at http://f2.washington.edu/fm/ps/individuals/P2Ihttp://f2.washington.edu/fm/ps/individuals/P2I 11 Timeline: Nov 1st 2013 (approx.) Release to campus Training Training and eLearning opportunities will be available

12. 12  Not intended to pay individuals for goods (i.e. purchasing artwork)  Not intended to pay companies  Not intended to pay Foreign Nationals  Cannot be used to pay employees ◦ Exception: royalties  UWMC – Check with your Administrator prior to using P2I Important to know:  If the individual has an active vendor number, use Non-PO Invoice.  Payments to companies should go through Non-PO Invoice. Note that the preferred ordering method for companies is Non-Catalog Ordering.  Student employees should be paid through Student Fiscal Services. Important to know:  If the individual has an active vendor number, use Non-PO Invoice.  Payments to companies should go through Non-PO Invoice. Note that the preferred ordering method for companies is Non-Catalog Ordering.  Student employees should be paid through Student Fiscal Services.

13. Paper reduction with the elimination of many check requests, helping the UW reach the state paper reduction goal of 30% Encrypted tax ID numbers Better visibility to department approvals, work flow, and status over current check request process Supplier registration form not required Ariba document retention of six years allows budget reconcilers to always have access to the source documentation 13

14. eProcurement will soon support receiving ◦ A receipt is an acknowledgment that goods have arrived ◦ This will be implemented in phases  In Phase 1, everything will be auto-received  Information about phases 2 & 3 are on the Receiving website What this means to campus: ◦ Phase 1: Auto-Receiving System automatically receives at time of invoice (October 1) ◦ Future Phases:  Desktop Receiving is done by either preparer or requester of the order  Central Receiving is done for many users (i.e., a department) by one or more specific individuals who are designated receivers Find out more at http://f2.washington.edu/fm/ps/Buying%20Methods/receivinghttp://f2.washington.edu/fm/ps/Buying%20Methods/receiving 14

15. 15  Campus users will be able to ensure that items on eProcurement orders are received and in good condition before the invoices are paid  Receipts will be tracked in the same system and linked to the eProcurement Order  Reports will be available to determine ◦ What has and has not been received ◦ If there are invoices being held because items have not yet been received Timeline: October 2013 Pilot rollout to targeted departments Future Receiving required for all of campus for items with 06 Object codes & Tax-Exempt M&E Object Codes When fully implemented…

16. What is Electronic Sourcing? We are incorporating sourcing in Ariba which will allow sourcing managers to control events from the planning to the awarding stage in an all electronic environment. This will allow visibility to both campus and supplier to the entire sourcing process. UW Procurement Services has adopted this approach to create a more cost- effective, efficient and positive purchasing experience for campus customers. 16

17. When will this tool be available? We have already rolled out a few pilot events in September and plan for all events to be in the sourcing module by the end of October. If you are taking part in strategic sourcing event, you will be directed by Procurement Services what to do. 17 September: launch a few Pilot events October: Review pilot events End of October: Roll-out module to campus

18.  Sustainable purchasing and Green Certification programs  Paper reduction and purchasing 100% recycled  Green Teams and Resources  http://green.washington.edu http://green.washington.edu 18 UW Environmental Stewardship & Sustainability

19. 19 Proactively engage with and support the UW’s commitment to creating a diverse business environment Mission The UW will utilize businesses whose ownership is representative of our diverse and local community Vision For every $1 of direct UW spending, $1.275 of indirect spending is generated for the state economy Small businesses represent 96.2% of all registered businesses in WA Economic Impact Procurement Services UW Contracts Search eProcurement Business Diversity Program Diverse Supplier Search Finding Suppliers http://f2.washington.edu/bdp/ Contact Us

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22. Background  Take control of your copy/print environment using a structured, proven process  The supplier (Ricoh) provides and manages equipment and supplies for you Ricoh selected based on a competitive RFP process  Implementation began nine months ago  To date, 49 campus departments have successfully adopted the new MPS methodology 22

23. Measure: Assess current state -> ideal future state Manage: One supplier One invoice a month Visibility into activity Streamlined supplies management Save: Efficient, cost-effective copy/print environment No more leases or purchases All-inclusive “cost per copy” model

24.  Cost savings of 30 % for MPS adopters to date  Environmental benefits – paper/energy/supplies  Focus on core department business, not managing copiers and printers!  Visibility of data/reports  Device security

25.  Sign up for an assessment through the website at: –http://f2.washington.edu/mps/homehttp://f2.washington.edu/mps/home  Kick-Off Meeting –Current state –> define desired state/objectives  Collect Data –@Remote data pull of networked devices –Conduct walk through/interview key employees –Identify current spend/contracts status  Validate findings  Recommendations presented

26. 26 Manager, Business Diversity Program akbattle@uw.eduakbattle@uw.edu Angela Battle Ricoh USA becky.monette@ricoh-usa.combecky.monette@ricoh-usa.com Becky Monette Associate Director; Procurement Services chelm@uw.educhelm@uw.edu Carla Helm Director of Environmental Stewardship and Sustainability frerec@uw.edufrerec@uw.edu Claudia Frere Director of Communications djwright@uw.edudjwright@uw.edu David Wright Director of eProcurement lahunt@uw.edulahunt@uw.edu Laurie Hunt Procurement Services Specialist michells@uw.edumichells@uw.edu Michelle Schrader Purchasing & Contracts Team Manager tupak@uw.edutupak@uw.edu Tu Pak Learning Specialist morriv@uw.edumorriv@uw.edu Virginia Morris