Procurement Services Winter Forum - Finance & Facilities

shamebagBiotechnology

Feb 22, 2013 (4 years and 3 months ago)

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PROCUREMENT SERVICES

WINTER FORUM

1

Today’s Agenda:

eProcurement



New suppliers and what we’re
working on

Strategic Sourcing


Equipment maintenance program


Record Retention Best Practices


Guest Speaker: Barbara Benson


Travel Office Updates


Travel Card Training


Restrict ions


Tax Office Updates


Tax Office Training


3% or 1099 reporting updates


Security Update: SSNs on invoices


Lean Projects


Purchasing


Copiers


Supplier Registration


Accounts Payable


Shared Services


BDP Small Business Plan


Paper Conservation Program


Checks:


Changes to Check Printing


ePayables / PayMode


Biennium Close


Procurement Desktop Reports


Supplier Spotlight


Fisher: March 1
st

@ Health Sciences

2

N
EW

E
P
ROCUREMENT

S
UPPLIERS




eBioscience Inc.
a manufacturer of
antibodies, reagents and
cytokines for the biotechnology,
pharmaceutical and medical
research community is now
available in eProcurement.


Agilent Technologies,
Inc.,
a
leading manufacturer and
supplier of scientific test
equipment, bio
-
analytical and
electronic measurements tools,
supplies and consumables,
including Strategene products, is
now available in eProcurement.


Millipore

is a Life Science leader
providing cutting
-
edge
technologies, tools, and services
for bio science research and bio
pharmaceutical manufacturing.




Office Depot Green Cart
feature
will help your office become
“greener” by recommending an
alternate item with “greener”
attributes when one is available.

3

eProcurement

What are we working
on???

Santa Cruz

BioRad

EnPointe



Computer Hardware



Distributor for Lenovo



Life Science



Life Science

4

5


New contract available for scientific
equipment maintenance



Specialty Underwriters


specialize in
working with universities and hospitals



Typical Savings of 10
-
20%



Use the same suppliers you are currently
using



Coming Soon…

ProCard Reconciliation

& Record Retention


Myths & Misconceptions

Question

Answer


If we don’t have transactions in a
particular month, do we print
out the ProCard transaction
detail report?



Can we scan our paper invoices
and then shred the paper?





Electronic receipt/invoices from
merchants


Do we have to print
the invoice or can we just save
the electronic invoice on our
computer/system?



No, printing a blank report is not
required. However, users are advised
to check with their department internal
procedures.



No. You are welcome to scan your
invoices, but right now you must still
keep the original paper.



ProCard advises you to print invoices
and attach them to the report for
reconciliation. However, from a
records management perspective if
they are both electronic and you can
tie them together

and there is no
paper
--
you don’t have to print.

ProCard and Records Management


All records (both paper and electronic) have a
specific amount of time they need to be kept
before they can be destroyed. For state
budgets, this records retention period can be
found at:
http://f2.washington.edu/fm/recmgt/retention
schedules/gs/general/uwgs6



For grant/contract budgets it can be found at:
http://f2.washington.edu/fm/recmgt/retention
schedules/gs/general/uwgs7



Paper v. Electronic Records


If you receive an invoice or receipt in paper, it has to
stay in paper to meet records retention requirements.

It can be scanned, but the paper is still considered
your official copy.



If you receive an invoice or receipt electronically, you
can keep it electronically and do not need to print.



If you have a mixture of paper and electronic records,
right now it is best to keep everything in paper to satisfy
audit requirements.


For your own reference use, you are welcome to scan
the paper and refer to the electronic file.

Tax News for 2012

3% Withholding


Governmental agencies must
withhold 3% tax



Applies to payments over
$10,000



Applies to payments for property
or services



Bill to repeal has been
introduced


Expanded 1099
Reporting


1099 reporting will be
required for all payments over
$600



Will include payments to
corporations (currently
exempted from reporting)



Will include payments for
goods, as well as services
(currently only services)



Bill to repeal passed Senate


9

Tax Office

Tax Office Starts 2011 Tax Training Series

-

WA Sales & Use Tax Overview



















For more information and a link to the sign up page please see the
Tax Training page
.


10

Security Initiative: SSN Update from AP

Since December we've
been actively working
on masking SSN's on
"online" invoices and
related paperwork.


This is a very manual
process and we may
not always catch that
information before
sending to scanning.

We're working on
adding language to our
website advising
suppliers not to include
their SSN's on their
invoices and requesting
departments to help us
mask sensitive
information on invoices
before sending to AP.

Our 1099 database is
locked on the i
-
drive
with restricted access
to only a few
individuals in AP and in
IOM.

The Issue:


Personal SSNs are often listed on invoices




Here is what AP is doing to mitigate that risk:

11

Travel Card

Travel Card Training





RESTRICT NON
-
TRAVEL
RELATED MERCHANTS ON
THE INDIVIDUAL TRAVEL
CARD.





Examples:

Barber and Beauty Shops

Dating and Escort Services

Massage Parlors

Health and Beauty Spas

Personal Services

Jewelry Stores

Gambling establishments

Travel Matrix

http://f2.washington.edu/fm/
ps/sites/default/files/cts/form
s/Travel%20Matrix.pdf


LEAN Project Updates


D
ELEGATION

OF

A
UTHORITY


S
OLICITATION

S
TRATIFICATION


P
AY

VS
. B
UY


C
ONTRACT

ACCESSIBILITY


T
OOLS

AND

T
EMPLATES


Goals


R
EDUCE

TRANSACTIONS

BY

80%


R
EDUCE

PROCESS

STEPS

BY

50%


I
NCREASE

CUSTOMER

SATISFACTION


I
NCREASE

CONTRACT

UTILIZATION

TO

100%


» P
ROCUREMENT

E
XPRESS
:


Kaizens

13

LEAN Project Updates : Copiers


Clean up existing orders/invoices issues


Select suppliers for assessment/pilot project


Select Departments for pilot

Goals


R
EDUCE

EQUIPMENT

BY

25%


R
EDUCE

PAPER

USE

BY

30%


R
EDUCE

COST

TO

UW
BY

25%


R
EDUCE

INVOICE

DISCREPANCIES

BY

75%


R
EDUCE

ENERGY

USE

OF

COPIERS

AND

PRINTERS

BY

50%

Kaizens

14

LEAN Project Updates


» S
UPPLIER

R
EGISTRATION

P
ORTAL


Wave 1: target completion May 31 2011


Will allow suppliers to submit their information via one method
(online)


Benefits:


cutting out redundancy and variation in the delivery process,


ensuring strict version control, and finally,



eliminating majority of manual data input in the process.




This first wave will allow us to cut down 55 steps in the present day
process and dramatically reduce the turnaround timeline for the supplier
registration process.



15

LEAN Project Updates

»
AP

P
RODUCTION

L
INE

KAIZEN
:


FOCUSED

ON

STREAMLINING

AP
PROCESSES

FOR

INVOICES

PROCESSED

ON

PAS PO’
S


AP will be transitioning into the old Travel space in February to pilot
the “Production Line” kaizen


Looking at streaming how copies of invoices are sent to campus


Looking at increasing the threshold for NonRIP invoices


»
AP

STAR
TEAM

KAIZEN
:


FOCUSING

ON

PREVENTING

&
RESOLVING

INVOICE


DISCREPANCIES


Working on Single Point of Contact (SPOC) for AP and Purchasing to
review and resolve most discrepancies



16

LEAN Project Updates

» S
HARED

S
ERVICES



W
HAT

IS

IT
:



Joint project with College of Arts and Sciences to create a Shared
Services Center to consolidate transactional activities


L
ATEST

U
PDATE
:


Project manager is on board


Fiscal Specialist 2 positions will be posted


Office space established



17

LEAN Project: Small Business Subcontracting Plans

These plans are
required for all
federal contracts
over $650,000

Requires goals for
spending a portion of
contract funds with
small businesses
owned and controlled
by socially and
economically
disadvantaged
individuals

The goal is to create a
more efficient and
transparent process
for creating and
reporting on the small
business
subcontracting plans

Any department
that has large
federal contracts
is encouraged to
provide input

18

19

Small Businesses in
eProcurement


A.
Daigger


Excel Gloves & Safety Supplies*


ISC
Bioexpress

Lab Equipment
& Supplies


Bioline


eBioscience


Fermentas

Reagents


Complete Office


Keeney’s Office Plus*

Office Supplies


Arnold Dental Supply


Troxell

Communications

Other

20

Diverse Supplier Search

http://f2.washington.edu/bdp/

UW Paper Conservation Program

Website:

http://f2.washington.edu/oess/paper
-
conserve



Profiles In Green

Check out best practices on paper reduction from members of the UW
community.



Beverly Anderson
, School of Forest Resources



Kevin Steenis
, UWIT



Howard Chizeck
, Professor, Department of Electrical Engineering



UW Professional & Continuing Education
UWEO



Contact Us

If you have ideas or best practices, contact us at
savepaper@uw.edu



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

Substitute House Bill 2287

Three 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

Questions or comments?



Environmental Stewardship and Sustainability Office


http://green.washington.edu

Email:
oess@uw.edu

Phone: (206) 221
-
0391






Checks



~ Effective February 15th ~

Distribution of paper checks for suppliers & travel
reimbursements will begin its transition to Creative
Communications. This change will be seamless to
campus.


~ Phase 2 ~


Phase 2 will transfer the process of sorting, separating,
and handling all vendor checks and travel
reimbursements to Mailing Services.







Impact to campus:


There will be a location change for payment
-
check
pick
-
up.


No special requests will be allowed after a check
has been issued



The implementation timeline is dependent on
programming requirements.


As we get closer to a date
for implementation, we will notify you of the date.

25

Procurement Desktop Reports

Prioritize

& flesh out

some report
specifications

March 2011

Beta Testing

April 2011

Target
delivery for
reports to
campus users

Starting Point:

35 reports

26

Biennium Close



Biennium Close Cut
-
Off Dates are currently

under review


March 31st
= recommended deadline for Large Ticket Purchase Orders




How will we communicate the deadlines with you?

-


Procurement Services
“What’s New”

on the Web (
link
)

-
Procurement Services eNews (
link
)

-
Monthly Biennium Close eNewsletters (in development)

-
PAS Flashes

-
FM Newsletters (
link
)

-
MyFinancial.desktop email news (
link
)


Are you new to Biennium Close?

-


Check out the online Biennium Close Awareness Training on the
Procurement Services Website (in development)



27

The world leader in serving science

University of
Washington

29

Agenda



Fisher Scientific Customer Facing Individuals


Suppliers available through Fisher Scientific on eProcurement


Oligo / Primer ordering on eProcurement


SimpleSeq


2011 new suppliers available through eProcurement

30

Fisher Customer Facing Individuals


Susie Miller


Professional Sales Representative


Emily Green


Professional Sales Representative


Mac Pinski


Regional Manager of Sales


J. T. McGuire


Director of Sales


Academic & Medical Res. Mkts.


Cliff Waits


Regional Vice President of Sales


West Region


Joe Centofante

`

Vice President of Sales


Academic & Medical Res. Mkts.


Joe Boswell


Senior Business Systems Consultant


Dennis Young


Fisher Chemical Specialist


Andrew Koerber


Fisher Life Science Specialist


Michael Gaines


Fisher Safety Specialist



Support Structure


Thermo Fisher Scientific
-

Manufacture Reps (multiple)


Dedicated Customer Service Line


Phone: 1
-
866
-
884
-
2021

Fax: 1
-
800
-
964
-
0205


Steve Nicholson


Director, Finance


31

Fisher Scientific Provides Choice for Life Science

32

Fisher Scientific Provides Choice for Life Science

33

Thermo Fisher Scientific Manufacturers

34

Eurofins MWG Operon Custom Oligos


How to Order

Getting Started:

To begin online ordering,
login with your username
and password, then
navigate to
Fisher
Scientific on
eProcurement
.




Click the
Custom Oligos
button on the left side of the
home page.

35

Eurofins MWG Operon Custom Oligos


How to Order

To start building oligos, click green “Customize” button

36

Eurofins MWG Operon Custom Oligos


How to Order

Build your oligo


add sequence, name, modifications, purification, quantity
and any notes

37

Step 2: Review Pricing

The green “Add to Cart” button places oligos in the shopping cart.

The blue “Edit” button allows you to change the oligos.

38

New Suppliers & Product Lines

Sartorius Stedim

“Turning science into solutions on a daily basis”


Products used for development, quality assurance, and
small scale production in biopharma and academia


High quality bioscience research products including:


Fermentation and bioreactors


Filtration


Microbiology


Purification…and more


Sartorius Mechatronics

Leading manufacturer of precision weighing
equipment and analytical devices


Analytical balances, top
-
loading balances, micro
balances, moisture balances, scales,
electrochemistry


Quality instruments at competitive prices



39

New Suppliers
&
roduct

Lines

Thermo Scientific Fermentas

Best
-
in
-
class offering of molecular biology
products


World leader in the discovery, manufacturing and
marketing of high quality reagents


Market leading molecular biology products including:


Restriction enzymes and modification enzymes


PCR
-
related products


Nucleic acid ladders/markers and kits


Nucleotides and reagents


Thermo Scientific
Finnzymes

Industry leading PCR reagents and
instrumentation


DNA polymerases, PCR instruments, and reaction
vessels offer a truly integrated solution


Thermo Scientific
Phusion

and
Phire

products
provide industry leading performance


Customers save time, space, and money



40

New Suppliers & Product Lines

Affymetrix GeneAtlas System

Complete microarray solution for measuring
whole
-
genome expression


Easy
-
to
-
use bench top design provides a complete
end
-
to
-
end solution for processing the most widely
cited gene expression arrays


Take control of your samples and accelerate your
pace to results and publication, at a price you can
afford


Utilizes an entirely new array format

the array
strip, with four arrays per strip

41

New Suppliers & Product Lines

Thermo Scientific MaxQ Shakers

Reliability, ease of use, and flexibility


Bench
-
top, floor, and stackable models with
incubation, refrigeration, and water bath options


Unmatched power, accuracy, and reproducible results


Triple eccentric drive mechanism is guaranteed for life



Thermo Scientific Heratherm Ovens &
Incubators

Superior sample protection, ease of use, and
efficiency


Available in three different models: General Protocol,
Advanced Protocol and, Advanced Protocol Security


Each unit is available in 60
-
, 100
-

and 180
-
liter sizes


Feature a small footprint, an easy
-
to
-
clean rounded
interior, and an intuitive display



42

New Program: Lab Animal Science


Fisher Scientific’s newly developed Lab Animal Science Program features
a portfolio specifically designed to meet your diverse research needs.
Discover a broad portfolio ranging from animal handling to surgical
equipment and supplies. The program allows you to consolidate your
orders, enhancing your purchasing experience.



Fisher Scientific’s LAS Program is divided into the following categories and
represented by the following suppliers: