1. Today’s Agenda: 1 U PDATES : - New Role in PS: Communications Director - New eProcurement suppliers & Catalog Improvements - Strategic Sourcing: Projected Savings for 2011 & Upcoming Projects - Improvement Projects Underway: Copiers, & Supplier Registration S POTLIGHT P RESENTATIONS : - UW Sustainability Office - Supplier Spotlight: Complete Office - Business Diversity Program N EWS : - New Federal Tax Requirements:1099 - New PAS Programming - Electronic Reimbursement Project - Procard Update

2. 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

3. Potential Savings from Strategic Sourcing Projects -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 to be Established $65M 2010 Contracts Established $225M Future Opportunities $249M Existing Contracts $71M 2011 Commodities shown by % Potential Savings of $13M from University wide contracts 3 Strategic Sourcing

4. 4 Strategic Sourcing: Upcoming projects for FY 2011 Strategic Sourcing IT Equipment maintenance / service FurnitureFacilities categories (TBD)Life Sciences Copiers

5. 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. 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. http://f2.washington.edu /fm/ps/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! 6 Improvement Projects

7. 1600 copiers on Campus! Goal – provide new purchasing approaches / options  Inclusive Process customer involvement  “Scoping” phase help create direction  Sourcing Event 7 Copier Project Improvement Projects

8. UW Sustainability Office Katy Folk-Way Assistant Director of Creative Communications Office of Environmental Stewardship and Sustainability 8 Sustainability

9. 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

10. 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

11. 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

12. Implementation Plan : 30% reduction in paper 12 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

13. Implementation Plan : 30% reduction in paper 13 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

14. 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

15. Questions or comments? Environmental Stewardship and Sustainability Office Email: sustainableuw@uw.edu Website: http://green.washington.eduhttp://green.washington.edu

16. Supplier Spotlight 16

17. 17 Complete Office

18. Why Complete Office? 18 Complete Office UW eProcurement Vendor Consolidate Vendors – Increase Efficiency Superb, Local Customer Service Emphasis on Fiscally Responsible Sustainability Easy, Efficient, Customizable Online Ordering Higher Ed Experience Low Competitive Prices Departmental Focus

19. Education University of Puget Sound Renton School District * Cornish College of the Arts Local * Seattle Art Museum * Experience Music Project * Woodland Park Zoo Pike Place Market Contractor & Building Services * Sellen Construction Lease Crutcher Lewis Washington Energy Services * GLY Construction Financial InstitutionsFinancial Institutions * Banner Bank (120 locations) Viking Bank * The Bank of Washington * Whatcom Educ. Credit Union Technology BigFish Games Classmates Online Inc. Aerospace Astronics AES Precision Aerospace Toray CompositesNon-Profits * The Bill & Melinda Gates Foundation SeaMar Community Health Services (29+ locations) Puget Sound Blood Center * Northwest Harvest Government * City Of Seattle City of Issaquah * City of Tukwila City of Mercer Island City of SeaTac Insurance Parker Smith & Feek Propel (formerly Bratrud Middleton) * Northwest Administrators Law FirmsLaw Firms Gordon Thomas Honeywell, LLP Foster Pepper & Sheflman, PLLC Dorsey Whitney Real EstateReal Estate Windermere Real Estate GVA Kidder Mathews * Vulcan Distribution & ManufacturingDistribution & Manufacturing Food Service of America Unified Grocers (formerly Associated Grocers) * These customers are particularly focused on environmentally sustainable purchasing and operational practices, with which we assist them. Sampling of Complete Office Customers Complete Office

20. Award Winning Local Company 20 Inc. Inc. 500 2008, 2009 Puget Sound Business Journal 100 Fastest Growing Private Companies 2007, 2008, 2009, 2010 Tukwila GreenWorks Business Recycler of The Year 2009 King County Best Workplace for Recycling 2009 Puget Sound Business Journal Washington's Best Workplaces 2007 Small Business Commerce Association Tukwila Best of Business 2009 Complete Office

21. Sustainability with Spend Reduction 21 Complete Office

22. Straight-forward, Efficient Website 22 Complete Office “It’s Easy, Being Green!”

23. GoGreen Office 23 Complete Office

24. Robust Earth-Friendly Breadth-of-Line 24 Complete Office

25. Fiscally Responsible Sustainability 25 Complete Office Share a Pallet with a Friend!

26. Terracycle 26 Complete Office The Husky Green Fund catalyzes university sustainability initiatives, such as activities that are set out in the UW Climate Action Plan that was submitted to the American College & University Presidents' Climate Commitment. This is a collaboration development fund working towards university-wide enrichment activities that bring students, faculty and staff together to achieve campus sustainability in Seattle, Bothell and Tacoma. The Husky Green Fund supports activities that continue the University's vision and leadership for environmental stewardship.

27. Questions or comments? Dan Marcus Senior Account Manager Phone: 206-336-5750 Email: dmarcus@complete-office.com Fax: 206-628-8366 Complete Office Customer Service Phone: 888-207-7360 / 206-628-0059 Email: sales@complete-office.com Fax: 800-533-9237 / 206-628-8366 Web: complete-office.com | Twitter: @completewacomplete-office.com@completewa Complete Office

28. Business Diversity Program Update for the Procurement Services Fall Forum September 2010 Chesca Ward, Business Diversity Manager UW Business Diversity Program DiversityOpportunity Transparency 28 Business Diversity

29. Business Diversity Program Goals Improve reportingEducate 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 29 Business Diversity

30. 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% 30 Business Diversity

31. 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) 31 Business Diversity

32. Contact BDP Chesca Ward, Business Diversity Manager qsw@uw.edu (206) 616-3741 http://www.washington.edu/admin/bdp/ http://f2.washington.edu/fm/ps/ 32 Business Diversity

33. 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 33

34. 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 2012 1099 Reporting 34

35. 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. 35 As of September 22 nd, you now have the ability to update the "department contact" on PAS POs Step-by-Step Instructions are online: http://f2.washington.edu/fm/ps/change-dept-contact http://f2.washington.edu/fm/ps/change-dept-contact PAS Programming

36. Electronic Reimbursement Project 36 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

37. 37 Direct Buy Limit Update Direct Buy Limit now at $3,500 Began Oct 18 th Procard Single transaction limits were updated to $3500 (UWMC & HMC were not updated automatically) Want to Opt Out of the automatic increase? Contact the ProCard office (procard@uw.edu or 543-5252)procard@uw.edu ProCard Update

38. 38 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 http://www.washington.edu/admin/finacct/office/internalcontrol/ Sales/Use Tax training is available http://f2.washington.edu/fm/tax/home ProCard Update