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eProcurement Strategies & Expanding Functionalities. MRAM - November 14, 2013 David Wright Procurement Services University of Washington. Ariba Strategy Overview. Goal: - PowerPoint PPT Presentation
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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