eProcurement Strategies & Expanding Functionalities

MRAM - November 14, 2013David Wright

Procurement ServicesUniversity of Washington

Ariba Strategy Overview

University of Washington Procurement Services

Goal: Utilize Ariba to manage all procurement functions creating a streamlined, single point of entry for all purchases. This should standardize the process and reduce costs.

Procure to Pay 12 Month Roadmap

University of Washington Procurement Services

Receiving, Open PO Balances, Workflow for over $10K , Payment Scheduling and Change / Cancel Orders Ariba Buyer Extension

Business to Business Electronic transmission of PO and InvoiceSuppliers on the Ariba Network

Procurement Customer ReportsAriba Data Staging

Honoraria, individual suppliers, etc.Payments to Individuals

Electronic RFI’s, RFQ’s, RFP’sSourcing

Contract RepositoryContract Management

Auto Reconcile Contract terms to invoices

Summer 2013 Fall 2013 Winter

2014Spring 2014

Summer 2014 Fall 2014

Functionality in eProcurement

University of Washington Procurement Services

Ordering Functionality

Catalog Ordering

Non-Catalog Ordering

Open PO Balancecoming soon

Sourcing coming soon

Receiving Functionality

Receiving coming soon

Paying Functionality

Payments to Individualscoming soon

Non-PO Invoice

eReimbursements

eTravel

eProcurement Module Comparison

University of Washington Procurement Services

Order Method Dollar Limit (per order)

Notes/Restrictions/Exceptions

Catalog Ordering No dollar

limit None other than within your department

Non-Catalog Ordering <$10,000

Goods not yet ordered. Goods not available in eProcurement hosted or punchout catalog. Purchase Order required.See exceptions list.

Non-PO InvoicePayments <$10,000

Goods already received. No Purchase Order required.See exceptions list.

eReimbursement <$3,500 For reimbursement to UW Employees only.

See exceptions list.

eTravel See Travel website

Used to pay Travel expenses of UW Employees or Visitors

Payments to Individuals (P2I) **

Used to pay individuals. **Note: For payments above $10,000, Central Office will be added to the Approval Flow for review.

Electronic Transmission of POs & Invoices

University of Washington Procurement Services

What is it? Ability for campus to track open PO Balances on a

departmental budget Will display on MyFD

What is it replacing? It will replace the current encumbrance process Eliminates time spent figuring out encumbrance discrepancies Eliminates the need to release unused encumbrance balance

Open PO Balance in Ariba

University of Washington Procurement Services

Timeline:

Fall 2013Analyze and design the

requirement

Winter 2014Development

(MyFD & Ariba)

Spring 2014Implementati

on

Payments to Individuals (P2I) is a new form in Ariba used for making payments to an individual for:

Honoraria * Expenses Associated with Honoraria or Services Awards or Prizes * Royalties & associated payments Services * Non-UW Scholarships Performers

What does this replace? Replaces the paper check request form for the items (listed above).

Find out more at http://f2.washington.edu/fm/ps/individuals/P2I

What is Payments to Individuals?

University of Washington Procurement Services

Timeline:

Nov 1st 2013(approx.)

• Release to campus

TrainingTraining and eLearning

opportunities will be available

eProcurement will soon support receiving A receipt is an acknowledgment that goods have arrived This will be implemented in phases

In Phase 1, everything will be auto-received Information about phases 2 & 3 are on the Receiving website

What this means to campus: Phase 1: Auto-Receiving

System automatically receives at time of invoice (October 1) Future Phases:

Desktop Receiving is done by either preparer or requester of the order

Central Receiving is done for many users (i.e., a department) by one or more specific individuals who are designated receivers

Find out more at http://f2.washington.edu/fm/ps/Buying%20Methods/receiving

What is eProcurement Receiving?

University of Washington Procurement Services

What is Electronic Sourcing?

We are incorporating sourcing in Ariba which will allow sourcing managers to control events from the planning to the awarding stage in an all electronic environment. This will allow visibility to both campus and supplier to the entire sourcing process.

UW Procurement Services has adopted this approach to create a more cost-effective, efficient and positive purchasing experience for campus customers.

Electronic Sourcing in Ariba

University of Washington Procurement Services

PaymentNet has been redesigned to better meet our customers’ changing needs. PaymentNet4 provides the latest advances in technology and will be implemented in February 2014.

PaymentNet4 features include: New login procedure:  users will not go through UW login process New and improved user interface: home page will include “Items requiring

actions”; a quick link to transactions to be reviewed or approved. Hierarchy flexibility: reviewers can be set up to review transactions in

different org codes (ex: reviewer access to 304xxxx and 310xxxx) Approval routing: cardholders will have the capability to route transactions

to approvers for review Cardholder account enhancement: cardholders will be able to view their

real-time account balance   Migration to PaymentNet4 will occur on February 2014 with training available throughout 2014. Please see the ProCard website for more information.http://f2.washington.edu/fm/ps/how-to-buy/procard/pnet4-introduction

Coming Soon in February 2014: PaymentNet 4

University of Washington Procurement Services

University of Washington Procurement Services

Measure:

Assess current state -> ideal future state

Manage:

One supplier

One invoice a month

Visibility into activity

Streamlined supplies

management

Save:Efficient, cost-

effective copy/print

environment

No more leases or purchases

All-inclusive “cost per

copy” model