PROCUREMENT SERVICES WINTER FORUM - 2010

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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:

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eInvoicing Improvements:Suppliers Currently on eInvoicing:

Supplier 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

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eInvoicing Improvements:

Coming Soon:

02/10/10

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Future implementations - Still in the Queue –

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eProcurement Supplier Update

Coming Spring Quarter:

•EnPointe (Lenovo)•Apple

Computers:•Applied BiosystemsLife

Sciences:

•Haakenson / Knoll (hosted catalog)

•Correctional Industries

Furniture:

Herman Miller & KI

are coming this Summer Quarter!

New PRAXAIR Punchout Feb 10th !!

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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

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

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STRATEGIC SOURCINGNew 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

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eBilling Programe-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.

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

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eBilling Program

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Supplier Name & Contact

Benefits Account setup Instructions How to retrieve Invoice

Aramark

Contact: Liz Jensen

www.aramark.com

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.

Contact: Liz Jensen

liz.jensen@uniform.aramark.com

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

Introducingthe 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

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$3300 Phase I Results

Phase I small dollar

transition implemented

July 1, 2009 resulted in

more than a

50% reduction

in PAS Transactions

3961

4

3964

4

3967

5

3970

6

3973

639

767

3979

7

3982

8

3985

9

3988

7

3991

8

3994

8

3997

9

4000

9

4004

0

4007

1

4010

1

4013

2

4016

20

1,000

2,000

3,000

4,000

5,000

6,000

7,000

Migration of Small Dollar Transactionsfrom PAS to eCommerce

#REF!

# of

Tra

nxs

$3,300 limit goes into effect 07/01/09.

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$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

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Exceptions to the Small

Dollar Guidelines:

The Exception list is online

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Lean Furniture ProjectLean Overview

Furniture Buying at UW• 5 Major Processes

Current State Map • Value Stream

Future State Map•

Gap / Action

Who

What

Why

Lean Furniture Project: Value Stream Map

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Lean Furniture Project

PDCA –

Action Items

Typicals Kit

Benchmark Furniture

Procurement

Improve / Expand

‘Tracker’

More eP Furniture Contracts

Dealer / Designer Checklist

Visibility / Check-

ins

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Lean Furniture Project

The Procurement Customer Service

team is now trained to take your calls

relating to:

- eProcurement

- Procard

- Purchasing

- Accounts Payable

- and MyFinancial Desktop!

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Contact information:• pcshelp@uw.edu / 543-

4500Procurement Customer

Service

• procard@uw.edu / 543-5252ProCurement Card

• eprocure@uw.edu / 685-3558eProcurement

• chelm@uw.edu / 543-8056Strategic Sourcing

• myfdhelp@uw.edu / 543-3877 MyFD

• uwcts@uw.edu / 543-7171Corporate Travel Services

• mconley@uw.edu / 543-4211

Purchasing Services

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