Subawards & AribaPast, present and future!1.29.15
WelcomeWebcast testingThanks everyone for your patience!Web Chat Room Reminders
◦Feedback & Questions Appreciated◦1-2 comments per topic ◦Comments are viewable online &
presentations are recorded & posted to the web
Subawards Media DayWe aren’t just here so we won’t get
fined!You know why we are here…We’re all about the action!
Questions we are going to answer:What, Why, HowWhere are we now?What’s changing?What you need to knowResourcesQ&A
It takes a village!Lynette Arias, Marcea Kato, Aron
Knapp, Amanda Snyder, Mara Rivet – OSP
Subaward team – OSPLaurie Hunt – eProcurementPramilla Chand – Procurement / APMonique Bradley – GCAAriba transition team – Jullien & JoannaDepartmental partners
What is the overall project?
OSP Internal Process ImprovementAriba implementation for
SubawardsPAS to Ariba transitionSubaward tracking - SPAERC
What are we trying to achieve?
Department single point of Subaward Request◦ New, renewal or modification◦ Adherence to standard requirements for subs
Tracking and Reporting◦ Ability to track all requests received in OSP◦ Ability to report on all pending subs◦ Visibility on status for campus◦ Electronic subaward files and information
Subrecipient Tracking and Communication◦ Subrecipient Entity data base◦ Ability to communicate with Subrecipients
via transparent system
What are we trying to achieve?
Enhanced compliance ◦ Subaward requirements via Uniform Guidance◦ Risk assessment and monitoring throughout life
Enhanced service levels◦ Reasonable turnaround times◦ Clear and easy instructions
Appropriate Resources◦ Sufficient resources to support workload◦ Highly trained and skilled staff◦ Seamless backup coverage
Close partnership with campus departments
In the past….Subaward requests received many ways
◦ PAS requisitions◦ Attachments in separate system◦ Attachments also sent via email◦ Modifications sent via email, then online form
Minimal documented processes – OSP or webInconsistent department adherence to standardsMinimal risk assessmentNo subrecipient monitoring or entity trackingMinimal standards for appropriate use of subawards
◦ Included subs under non sponsored projectsPaper files
In the present…
OSP Subaward
Teamospsubs@ Attached
to PAS ReqManual
matching
of PAS &
online
PAS Req / PO
Routes to Procurement
Then Routes to OSP
Mod Web FormMod Input
w/attachme
nts Sends email
to OSP
Ariba CR
Dept Approvals
in System
Subaward Routes
systematically
Ariba CR
Version (MOD) Dept
Creates &
ApprovesRoutes
directly to
OSP
Will it always be like this?No!OSP can not sustain thisCampus needs to know statusTurnaround times are not
workableMany steps in play to resolve!
The Future !!!
OSP Subaward
TeamAriba
What is being done?Continuous process
improvement Ariba instruction, resources &
toolsUpdated Subaward Process &
Monitoring courses and resources
What is being done?Staffing support
◦Supporting the team that is the backbone!
Finishing up workload assessment◦Ensure we have fully complete and
accurate record of all subaward actions◦Tracking and reporting in SPAERC
Data Reconciliation ProjectReconciling all the multiple paths
◦Ensure Ariba is up to date with accurate info
◦Ensure complete and accurate data in SPAERC
◦Enable status transparency◦Enable Management reporting
Will report status on web – February
The Ariba ImplementationVendor Enablement
◦Vendor Enablement moving along – 220 enabled (out of approx 750) SCCA & FHCRC pilot!
Targeted outreach to Subs with more than 10 POs: ◦ JHU◦Kaiser◦UMICH◦UMINN◦UNC
How to know your Sub is enabled
AP’s Supplier Search report: https://margo.pur.washington.edu/Lois_Reports/Pages/Report.aspx?ItemPath=%2fSuppliers%2fSupplier+Search
Look for a ‘Y’ in the Ariba Network column
Have a subrecipient ready to enable?
Send [email protected]:•PAS PO# •Email of the person registering their org
•City, State and Zip code (if domestic)
Ariba sends Trading
Relationship Request (TRR)
Subrecipient follows link to sets
up their org to invoice
Subrecipient is enabled.
Happy path? Takes less than a week
Migrating active POs385 PO’s migrated (out of approx1000)
Mondays, transition team downloads active PO report. All new POs & enabled suppliers added to week’s workload.
Check to see what’s included?: https://margo.pur.washington.edu/Lois_Reports/Pages/Report.aspx?ItemPath=/Purchase+Orders/Open+PAS+Orders
TIP: Let [email protected] know if you do not see one of your active POs on the list right away.
OSP drafts Contract Request (CR) based on the data in PAS and routes to department contact.
Department contact review & update data as necessary.
TIP: Pay special attention if you there are outstanding invoices.
Wait for outstanding invoices to clear before approving the CR to avoid the potential for a rejected invoice.
Migrating active POs
Once department contact reviews, updates and approves, the CR routes to your SubOrgapprover for approval
TIP: Get your ASTRA in order:◦SubOrgApprover: approves Subaward request before OSP. ◦Central Invoice Receiver: reviews and receives or requests rejections for the
subaward invoices. ◦ReceiptApprover: role needed if the preparer is the person that receives and
releases funds for payment
Migrating active POs
Migrating active POsSubOrgApprover approves. CR is
routed back to OSP for approval. ◦Transition team reviews changes to ensure no modifications (usually same day)
Notifications go to Department Contact and to Subrecipient
BPO is active in AribaSubrecipient can start invoicing
against BPO
Subrecipient Invoicing & ReceivingSubrecipient invoices against Ariba BPOInvoices routed internally according to
departmental internal controls.Once approved internally, department
receives in Ariba, releasing funds for payment
TIP: learn about receiving: http://f2.washington.edu/fm/ps/how-to-buy/receiving
Note about T&Cs in AribaBPO currently includes reference
to UW General Terms & Conditions, as well as Federal Flowdown Terms.◦This is being removed – March
Comment language is being entered that Subaward Agreement T&C’s supersede
Subrecipient invoicing during transition PAS
◦Subrecipient not enabled? – invoice in PASAriba
◦Active BPO? – subrecipient invoices against BPO
◦Department responsible for reviewing and approving
Wait to approve Ariba Invoices until PAS Invoices paid!
Invoice discrepancies/exceptions
Type PAS PO Ariba BPO
Incorrect Encumbrance Dept reconciles and submits specific requests for action to AP or OSP
Dept reconciles and submits CR version to request change needed
Budget # Change Dept submits request to OSP. OSP verifies and updates in PAS. Processes mod or one time PO processed as needed
Dept will submit via CR version
Cancelling PO / BPO
Close PO / BPO
Not to Exceed (NTE) Amount exceeded
Invoice extends beyond period of performance
Changing Vendor Vendor must be active in Ariba in order to process CR. To change vendor close one BPO and open another.
Adding a new Vendor
Invoice ReconciliationIssues in PAS or Ariba?
◦Reconcile your budgetsWe need your help in focusing on
this, so that we can focus our staff on issuing and executing subawards
Note on CloseoutsOSP no longer emails Departments
◦Transition team contacts departments to determine what is to be closed out
Ariba will notify department contacts based on what is entered on Contract Request
Subaward Numbering Changes
Using SPAERC Subcontract # as (UWSCXXXX)
Subaward references BPO # for invoicing
New language referencing requirement for invoicing via Ariba
The main question everyone has!
When will my subaward be issued and/or Executed?
Current methods to check on this◦Department is copied on email to
subrecipient Time of issuance (for unilateral this is FE) Time of full execution
◦Fully Executed sub in SAGE on the Prime eGC1
◦ARIBA CR approved and turned into BPO.
When will my subaward be issued and/or Executed?
Can’t find the email? Not in SAGE?More than 30 days since
submission?Please send email request for
status to [email protected]◦Include PAS Req # or Ariba CR #◦Please only send one email
Important notes:PAS Requisition date not automatically the
date OSP received the PAS ReqPAS Req goes first to Procurement03-62 Req’s are assigned to OSPSometimes these are not subawards and
ultimately are returned to ProcurementWe are moving to this process now to
perform initial triage Going forward – clock will start once we
have confirmed that we have all appropriate docs
Reminder on RequirementsAll subwards requests must include:
◦ Budget (of actual subaward request)◦ Budget justification◦ Scope of Work◦ Letter of intent/Face Page◦ F&A rate agreement◦ Subrecipient Certification Form
New Entity/Long Form – New Entities Project/Short Form – All projects http://
www.washington.edu/research/index.php?page=subContracts
The issuance of your subaward will be impacted if you did not submit the appropriate supporting documentation
Subaward – Current Volume Data
Item #
New Subaward requests 482
Mods/Renewals 1179
total # of Subaward Actions past 12 months 1661
In house to be Issued (with OSP) * 146
Issued to be Fully Executed (with Sub) ** 172
Average days to issue 16
Average days from issue to FE 31
* of the 146 - 100 are under 30 days old
** of the 172 - 135 are under 30 days old
Subaward resources in OSPTeam Member Position
Marcea Kato Assistant Director
Bo Park Lead Subaward Administrator (9)
Cathy CottleSubaward Administrator (8)
Danny Do
Lorri Vlcek
Vivian Sun (60%)
Subward Administrator (7)
On leave
Lisa Guerrero In Training
Debbie Emerson-Carter
In Training
Christine Lo (50%) In Training
Adel Caberto Program Coordinator
Aron, Jillian and Joanna
transition team
Questions? PAS to Ariba transition questions & all
Ariba for subawards questionsemail: [email protected]
eProcurement system questions:email: [email protected]
• Departmental contact peer volunteers: • Maya Beal, Global Health (mayab@)• Ted Hanson, Microbiology (tjhanson@)• Becky Rooney, Bioengineering (brooney@)
Additional Resources On the Way!
Subaward Web Page Updates published!!” !◦ http://
www.washington.edu/research/index.php?page=subawards◦ http://
www.washington.edu/research/index.php?page=subContract
Collaborative Hands on Training http://f2.washington.edu/fm/ps/training-events/classroom-training
Additional Learning Opportunities from ProcurementBlanket Purchase Order
http://f2.washington.edu/fm/ps/how-to-buy/AribaBlanketPurchaseOrders
BPO eLearninghttp://f2.washington.edu/fm/ps/training-events/independent-study#Buying
Direct Buy Limit ◦ Similar to BPOs for subawards.
http://f2.washington.edu/fm/ps/how-to-buy/purchase-order/direct-buy-limit
Receivinghttp://f2.washington.edu/fm/ps/how-to-buy/receiving
Procurement Services Ariba Overview 40
Questions?