1

Tod

ay

’s

Ag

en

da

:

UPDATES :- 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 SPOTLIGHT PRESENTATIONS:

- UW Sustainability Office- Supplier Spotlight: Complete Office- Business Diversity Program

NEWS:- 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 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)

Co

mm

un

ica

tio

ns

3

Potential Savings from Strategic Sourcing Projects

-Patient care-IT goods & services-Life Sciences-Office supplies-Food

-Janitorial supplies-Furniture-Industrial Gases-Consulting services

$-

$100

$200

$300

$400

$500

$600

$700

Master Life Sciences23%

UWMC21%

Servers11%

Services10%

Freight8%

Other Life Sciences7%

Catering7%

Facilities6%

Consultant pools6%

Cabling1%

-Patient care-IT goods & services-Life Sciences-Office supplies-Food

-Janitorial supplies-Furniture-Industrial Gases-Consulting services

$71M2011 Contracts to be Established

$65M2010 Contracts Established

$225MFuture Opportunities

$249MExisting Contracts

$71M 2011 Commodities shown by %

Potential Savings of $13M from University wide

contracts

Str

ate

gic

S

ou

rcin

g

4

 

Strategic Sourcing: Upcoming projects for FY 2011

Str

ate

gic

S

ou

rcin

g

IT

Equipment maintenance / service

Furniture

Facilities 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

 

eProcurement Updatee

Pro

cu

rem

en

t

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!

Imp

rov

em

en

t P

roje

cts

7

 

1600 copiers on Campus!

Goal – provide new purchasing approaches /

options

Inclusive Process customer involvement

“Scoping” phase help create direction

Sourcing Event

Copier ProjectIm

pro

ve

me

nt

Pro

jec

ts

8

UW Sustainability Office

Katy Folk-WayAssistant Director of

Creative Communications

Office of Environmental Stewardship

and SustainabilitySu

sta

ina

bil

ity

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 2287Three 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

Su

sta

ina

bil

ity

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

Su

sta

ina

bil

ity

12

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

Su

sta

ina

bil

ity

13

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

Su

sta

ina

bil

ity

14

Recycled Paper Measurement

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.

Su

sta

ina

bil

ity

Questions or comments?

Environmental Stewardship and Sustainability Office

Email: sustainableuw@uw.eduWebsite: http://green.washington.edu

16Su

pp

lier

Sp

otl

igh

t

17

Co

mp

lete

Offi

ce

18

Why Complete Office? C

om

ple

te O

ffice

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

EducationUniversity of Puget SoundRenton School District* Cornish College of the

Arts Local * Seattle Art Museum* Experience Music Project* Woodland Park ZooPike Place Market  Contractor & Building

Services* Sellen ConstructionLease Crutcher LewisWashington Energy Services* GLY Construction Financial Institutions* Banner Bank (120

locations)Viking Bank* The Bank of Washington* Whatcom Educ. Credit

Union 

TechnologyBigFish GamesClassmates Online Inc. AerospaceAstronics AESPrecision AerospaceToray Composites

Non-Profits* The Bill & Melinda Gates FoundationSeaMar Community Health Services (29+ locations)Puget Sound Blood Center* Northwest Harvest Government* City Of SeattleCity of Issaquah* City of TukwilaCity of Mercer IslandCity of SeaTac 

InsuranceParker Smith & FeekPropel (formerly Bratrud Middleton)* Northwest Administrators Law FirmsGordon Thomas Honeywell, LLPFoster Pepper & Sheflman, PLLCDorsey Whitney Real EstateWindermere Real EstateGVA Kidder Mathews* Vulcan Distribution & ManufacturingFood 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 CustomersC

om

ple

te O

ffice

Award Winning Local Company

20

Inc.

Inc. 5002008, 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

Co

mp

lete

Offi

ce

21

Sustainability with Spend ReductionC

om

ple

te O

ffice

22

Straight-forward, Efficient WebsiteC

om

ple

te O

ffice

“It’s Easy, Being

Green!”

23

GoGreen OfficeC

om

ple

te O

ffice

24

Robust Earth-Friendly Breadth-of-LineC

om

ple

te O

ffice

25

Fiscally Responsible SustainabilityC

om

ple

te O

ffice

Share a Pallet with a Friend!

26

TerracycleC

om

ple

te O

ffice

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.

Questions or comments?

Dan MarcusSenior Account ManagerPhone: 206-336-5750Email: dmarcus@complete-office.comFax: 206-628-8366 Complete Office Customer ServicePhone: 888-207-7360 / 206-628-0059Email: sales@complete-office.comFax: 800-533-9237 / 206-628-8366Web: complete-office.com | Twitter: @completewa

Co

mp

lete

Offi

ce

28

Business Diversity Program

Update for the Procurement Services Fall Forum

September 2010

Chesca Ward, Business Diversity ManagerUW Business Diversity Program

Diversity OpportunityTransparency

Bu

sin

ess

Div

ers

ity

29

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

Bu

sin

ess

Div

ers

ity

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%

FY 2008 FY 2009 FY 20100.0%

0.2%

0.4%

0.6%

0.8%

1.0%

1.2%

1.4%

1.6%

1.8%

MBEWBE

Bu

sin

ess

Div

ers

ity

31

Connecting with SuppliersSmall 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)

Bu

sin

ess

Div

ers

ity

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/

Bu

sin

ess

Div

ers

ity

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

PA

S R

ep

ort

s

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

10

99

Re

po

rtin

g

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.

As of September 22nd, 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

PA

S

Pro

gra

mm

ing

36

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.

Ele

ctr

on

icR

eim

bu

rse

me

nt

37

Direct Buy Limit Update

Direct Buy Limit now at $3,500

• Began Oct 18th

• 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)

Pro

Ca

rd

Up

da

te

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/homePro

Ca

rd

Up

da

te