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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
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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)
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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
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Strategic Sourcing: Upcoming projects for FY 2011
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IT
Equipment maintenance / service
Furniture
Facilities categories (TBD)
Life Sciences
Copiers
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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
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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!
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1600 copiers on Campus!
Goal – provide new purchasing approaches /
options
Inclusive Process customer involvement
“Scoping” phase help create direction
Sourcing Event
Copier ProjectIm
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UW Sustainability Office
Katy Folk-WayAssistant Director of
Creative Communications
Office of Environmental Stewardship
and SustainabilitySu
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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
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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
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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
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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
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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
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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.
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Questions or comments?
Environmental Stewardship and Sustainability Office
Email: [email protected]: http://green.washington.edu
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Why Complete Office? C
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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
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Award Winning Local Company
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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
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Sustainability with Spend ReductionC
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Straight-forward, Efficient WebsiteC
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“It’s Easy, Being
Green!”
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GoGreen OfficeC
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Robust Earth-Friendly Breadth-of-LineC
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Fiscally Responsible SustainabilityC
om
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Share a Pallet with a Friend!
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TerracycleC
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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: [email protected]: 206-628-8366 Complete Office Customer ServicePhone: 888-207-7360 / 206-628-0059Email: [email protected]: 800-533-9237 / 206-628-8366Web: complete-office.com | Twitter: @completewa
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Business Diversity Program
Update for the Procurement Services Fall Forum
September 2010
Chesca Ward, Business Diversity ManagerUW Business Diversity Program
Diversity OpportunityTransparency
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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
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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
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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)
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Contact BDP
Chesca Ward, Business Diversity Manager
[email protected](206) 616-3741
http://www.washington.edu/admin/bdp/
http://f2.washington.edu/fm/ps/
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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
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• 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
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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
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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.
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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 ([email protected] or 543-5252)
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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
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