1 / 27

Procurement Services Forum

Procurement Services Forum. Fall 2012. Recap : What did we talk about last time?. Hackett Study New eProcurement Modules (eReimbursement & NonPO were just rolling out at that time) New forms in the Tools & Templates section: Sole Source Justification eforms

nemesio-lazaro
Download Presentation

Procurement Services Forum

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Procurement Services Forum Fall 2012

  2. Recap: What did we talk about last time? Hackett Study New eProcurement Modules • (eReimbursement & NonPO were just rolling out at that time) New forms in the Tools & Templates section: • Sole Source Justification eforms • PAS document attachment form Projects underway in the Strategic Sourcing Group: • Catering, Hotels, Event Rentals • Managed Print HP PurchaseEdge program & setting copiers to duplex mode

  3. Today’s Agenda: eProcurement • Strategy Overview • Metrics • Current State • Update on current modules • Future State & Timeline • eProcurement Catalogs: new & in process Strategic Sourcing • Launches in ePro • Contract Pipeline • Demo: The Contract Portal New Updates • Changes to the way we’re paying suppliers • New: Attaching scanned documents in eProcurement • Changes to 1099 MISC Reporting • Business Diversity Program Update • Environmental Stewardship & Sustainability Update • Procurement Services website demo

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

  5. eReimbursement and Non-PO Invoice Metrics ** Go-live date February 2012

  6. Non-PO Invoice Testimonial Testimonial from the Center for Lung Biology • Moving rapidly away from ProCard to the simple & time saving Non-PO invoicing • In the past: • Called the supplier, confirmed each invoice number and charge, paid with ProCard • Monthly ProCard reconciliation • Cardholder matched each invoice to payment (budget, account codes, etc.) • Invoices & all payment documentation sent to reconciler for 2nd reconciliation & filing • It was both time consuming and labor intensive, but now: • Go to eProcurement and pay each invoice using the "copy" for multiple payments • A unique invoice payment number is generated and invoice resides in system • Reconciler is automatically notified with an email “We are saving at least 2 hours in processing orders from one vender alone, and that doesn't even take into consideration time saved in looking up charges later. For budget reconciliation it saves even more time since you can click on the link to go directly to the eProcurement record with the supplier invoice attached.” “I strongly urge everyone to take advantage of this new system. It is a huge timesaver!” –Nan Holcomb, Center for Lung Biology, South Lake Union Campus

  7. Percentage of orders going through eProcurement # of PASTransactions

  8. eProcurement - Current State • using 42 eProcurement catalogs (punchout and hosted) • electronic invoices for eProcurement catalog orders • reimbursing UW employees for expenditures made on behalf of the UW up to $3,500 • payments to suppliers when a PO is not required (up to $10K)

  9. eProcurement – Future State

  10. eProcurement Strategy Overview: Timeline Rollout Campus Rollout Analysis Rollout Analysis LEAN Scoping and Design Supplier Enablement Team Implementation Team Other resources

  11. eProcurement Strategy Overview: Timeline Analysis Analysis Analysis Implementation Team Other resources

  12. Thank you to our Beta Testers!!! A special thank you to our Non Catalog Beta Testers!!! We sincerely appreciate your help! • Jim Pilon; UW Bothell Finance & Administration • Heidi Tilghman & Monica Cohn; Humanities Shared Services Center • Zenaida Quitlong; HR Administration & Information Systems • Elizabeth Mounce; Bioengineering • Wilma Boyd; School of Art • Rich Leibfried; UW Medicine IT Services • Joseph Sabo, Ping Huang, Daniel Yoon, Felix Velasco, Aris Gempesaw, Chris Payne, Liza Plotkin, Heather Nicholson & Robert Patton; UW Procurement Services

  13. ePro Strategy Overview:New Catalogs

  14. ePro Strategy Overview: Catalogs in the Pipeline

  15. Up Next: Strategic Sourcing & UW Contracts • Strategic Sourcing • Launches in ePro • Contract Pipeline • Contract Portal: • What is it? • Where can it be found? • Why should departments use it?

  16. Strategic Sourcing What is “Strategic Sourcing”? • Analyze spend across the UW • Identify best contract opportunities • Structured, long term approach • Actively manage relationships with suppliers How do we do it? • Analyze what the UW buys • Target best opportunities for savings • Establish strategic partnerships with suppliers We are using Strategic Sourcingto reach overall UW Goals of consolidating spend and increasing savings. • Create savings –> contract savings of ~8% • More efficient processes – i.e. eProcurement • Reduce risk for the University • Better, more collaborative relationships with suppliers

  17. Strategic Sourcing & Contract Pipeline Strategic Sourcing Projects 2012 • PS completed four major strategic sourcing projects in 2012 which resulted #55 new contracts available for campus wide usage in the following areas: • Hotels • Catering • Event Rentals • IT Servers Contract Pipeline • Current strategic sourcing projects underway to streamline process for customers and reduce costs are: Managed Print Services, Audio Visual Design Services and Optics. • In addition, the commodity areas undergoing analysis for potential 2012/2013 projects are: bus charters, town car services, air travel, logistics (air/sea/ground freight), marketing, video production & event planning services to name a few.

  18. UW Contracts UW Contracts An online, contract repository within the Procurement Services Website Designed especially for UW customer usage Easily accessible and searchable

  19. Update: eReimbursements • What’s new?Rejecting manual check request reimbursements to employees What is it? • An online tool in eProcurement used to reimburse UW employees for expenditures under $3500 When not to use it? • Do not use for Travel reimbursements • Do not use for equipment over $2000 • Not for supplemental income, incentives, stipends, prizes, awards, or gifts How to find training • Classes can be found at: f2.washington.edu/fm/ps/training-events/classroom-training

  20. What’s new?Cancellation of Small Dollar PAS Reqs Attachments are now the official record as part of the UW records retention policy Update: Non-PO What is it? • An online tool in eProcurement used to make apayment to a supplier. When to use it? • An official PO copy is not required by the supplier • The invoice is under the “Direct Buy Limit” • The goods are not on the exceptions list f2.washington.edu/fm/ps/nonpo-exceptions How to find training • The Introduction to Preparing a Non-PO InvoiceClass is offered monthly • For a complete list of training opportunities, see • f2.washington.edu/fm/ps/training-events/classroom-training

  21. Changes to the way we’re paying suppliers Supplier onboarding is a two step process: Step 1:Suppliercompletes the online Supplier Registration Form (SRF) Who should complete this? • All new suppliers • Any former suppliers that have been placed in either a hold or delete status Step 2: The Supplier signs up for electronic payment Two Options: (1) ePayables:UW preferred method of payment Why is it preferred? • payment takes 2 to 3 working days • no additional fee to UW (2) PayMode (ACH) (2 step process) • The Supplier enrolls in the payment program and completes the PayMode application form • PayMode authenticates the account

  22. Scanning Policy Attaching documents in eProcurement • Effective August 1, 2012, supporting documents should be electronically attached within eProcurement to be retained as the document of record • The size limit for an attachment in eProcurement is 4MB • For destruction of documents after scanning, each department must create a scanning policy that is in compliance and on file with Records Management • For more information, see f2.washington.edu/fm/ps/tools-for-reconciling/scanning/ariba

  23. Changes to 1099 MISC Reporting in 2013 Beginning in tax year 2013, we will be reporting all payments made to reportable suppliers on Form 1099 MISC • Effective tax year 2013 (January 1 – December 31, 2013): all payments to 1099 reportable suppliers, including travel expenses, will be captured and reported on Form 1099 MISC • Forms mailed January of 2014 • Suppliers will be responsible for deducting associated expenses on their tax return, if applicable • Departments should advise their suppliers to retain all original receipts. If receipts are submitted, they should be returned to the supplier • Exception: Travel expenses associated with honorarium payments. Honorarium travel reimbursements should be processed through eTravel and will not be captured for 1099 reporting • Reimbursements through eTravel subject to State travel rules • More information to come. Contact Rachel Wipf in the Tax Office at 206-685-0159 or taxofc@uw.edu with any questions

  24. Update: Procurement Desktop Reports (PDR) Procurement Desktop Reports What reports are available? • Accounts Payable • Procard • Central Travel Account • Purchase Order • Department Dashboard Where can they find them? • http://f2.washington.edu/fm/ps/tools-for-reconciling/pdr Why is this useful to the campus customer? • Provides copies of invoices • Assists with budget reconciliation • Management of department resources What’s new?Requisition Status Report Expiring POs by Budget Department Dashboard

  25. Business Diversity Program

  26. Environmental Stewardship & Sustainability • Sustainability Executive Ordersigned by President Young on August 30, 2012 • Stay up to date with events: • Third Annual Sustainability Summit, October 24 • Stay involved with our programs: green.washington.edu Sustainability: It’s in our nature.

  27. Procurement Services Website: Primer Procurement Services Website: http://f2.washington.edu/fm/ps/ • Home Page / Quick links • UW Contracts, eProcurement, Non-PO, eReimbursement, PDR, etc. • How to Buy, Pay & Reconcile • Training & Events • Upcoming classroom training • eLearning tutorials (expanding) • Procurement Forums (registration & presentation materials) Communications & Outreach • Newsletter • Procurement Project Pipeline • Procurement Services News • Supplier news & Promotions

More Related