Procurement Project Pipeline

The Procurement Project Pipeline charts Procurement Services projects, sorted by deliverable date. Projects at the top of the table are the ones closest to completion or have just been recently implemented. The description of project purpose/impact and the status of each project is updated with each significant accomplishment or project milestone. For more information, please contact Procurement Customer Service or the *project contact* listed in the project column for each project.

eProcurement Extension Projects change the business process with system solutions that enhance purchasing processes in a significant way. Click here for a matrix that links each project with the type of transaction it is to be used for, and the old process it will replace.
Project	Purpose & Impact	Status	Deliverable Date
eReimbursements to Individuals project contacts: Laurie Hunt Julie Condit	Create & Pilot eForm to simplify and standardize business related reimbursements. This will reduce check requests for reimbursement, revolving funds and petty cash requests. Will improve reimbursement efficiencies and provide direct deposit payment.	Initially only be available to eReimburse UW Employees Default to direct deposit with option to choose check instead Checks delivered through campus mail Alpha testing in November 2011 Beta and User Acceptance Testing in December 2011 Pilot testing in February 2012	Successfully Implemented in February 2012
eProcurement Extension: Non-P.O. Invoice (PS LEAN Project) project contacts: Laurie Hunt Michelle Schrader	Kaizen Desription: Allow users to pay vendors when a Purchase Order is not necessary (for example: paying subscriptions or membership fees) 1) June 2011 (Alpha Testing) Validate the business rules, user interface changes, and usablity of the tool. We will start with Procurement Services and a select number of invoices from various suppliers. 2) September, 2011 (Beta Testing) Further validation of the tool and collection of user feedback. We have a group of campus users that are interested in helping with the beta test. 3) Nov-Dec, 2011 (Pilot) This will be the beginning of our phase rollout. We will start with a select group of end users and a select number of suppliers. All users are required to have training prior to use.	More information and a demo will be provided at a future "Seamless" Process Improvement Team meeting. 1) Completed Alpha Testing in June. Gathered feedback from the alpha tester and have been working on additional requirements. 2) Beta Testing is scheduled for late September. In the process of solidifying the list of beta testers, finalizing the testing scripts and training documentation. 3) A phased rollout beginning January 2011	Successfully Implemented in February 2012
Tools & Templates (PS LEAN Project) project contact: Kathryn Harrington	To enhance customer ease & to decrease buyer wait time. Centralize web access for contract forms and information. Add web address on PAS Order Entry screens. Create standardized, user friendly sole source justification forms & instructions for customer usage. Improve % of electronic contract documents delivered to Pur-Entry. Establish ongoing list of additional forms & information.	Project expanded by necessity, to include a 2nd, separate, project to facilitate Purchasing re-org & new intake process. SS forms completed; current vetting by users Work order sent to PAS programmers Separate database/Drupal forms in construction phase Established ongoing list of additional forms & info (RFQ form already under construction!) Beta Testing Sole Source WebPages & Forms PAS Attachments Web Page/Form User Acceptance Campus Testers Buyers- Test Combination of Attachments and Requisition for internal use Transition from old process to new process process & procedures check- hardcopies still required per current policy Buyer training Communication Buyers Campus-wide	Successfully Implemented in February 2012
Small Business Plans (LEAN Project) project contact: Chesca Ward	Project Description: Work with process partners to identify and communicate the roles and responsibilites for the creation and reporting of Small Business Plans so each part of process is understood by those needing a SBP. GIM 19: Provide a policy for the SBP process, including roles and responsibilities Improved Instructions & Worksheet: Provide clarity on information needed to write a SBP SBP Question on eGC1: Include SBP with other proposal compliance questions.	GIM 31 nearly complete and is being reviewed for approval Improved instructions have been composed and are under review for publishing to the web Small Business Plan (SBP) question programming for eGC1 form is being prioritized for OSP IT development Small Business Plan ownership will transition to Purchasing as of Nov. 1 Programming has been done to make it easier to keep track of and report on active contracts that require small business plans Looking at an option to program the small business plans into UW systems so that we won’t have to maintain spreadsheets with this information	Winter 2012
Credit Card Application Form (P/Tcard & CTA) project contacts: Aris Gempesaw Katherine Wu	Create online application forms to provide transparency and an audit trail	Phase I Completed Pcard form in Ariba Phase II Complete CTA Application form Complete one time card increase or change in ePro module User Term agreement (eForm application add-in) completed: 10/10/11 completion date for programming is January 2012	Phase I Implemented October 3, 2011 Phase II March 2012
Spend Compass: UW & Education Advisory Board project contact: Carla Helm	Use EAB Spend Compass tool to analyze spend and benchmark costs against peer insitutions	2 completed projects determining utility of tool: Top 500 Report: top supplier spend across all interfaces using UW reporting (Margo) tool, i.d. strategic sourcing opportunities; Education Advisory Board (EAB) is using a similar approach with peer universities – what can we learn from others Savings Form: methodology for quantifying savings and set up contract auditing process, using EAB tool. Next Steps: EAB to assist with deeper spend analysis of upcoming strategic sourcing projects (i.e. catering, lab supplies, office products), as new projects are identified.	Nov 2011 through April 2012
Non-Catalog Ordering (ePro Extension Project) project contact: Laurie Hunt	Project Description: Expand the use of Ariba by opening up the non-catalog ordering feature and allowing campus users to purchase from suppliers that don't have a catalog 1) Implement Non-Catalog Ordering (TBD) 2) Bulk Load Suppliers (TBD) 3) Communicate Enhancement to Campus (TBD)	In analysis & planning stage.	Summer 2012
Contract Compliance (ePro Extension Project) project contact: Laurie Hunt	Project Description: Contract Compliance will be used for the more complex purchases that don’t lend themselves to the typical catalog order (i.e. service agreements, maintenance contracts, larger orders that have milestones, standing orders) or as an extension of our current eProcurement catalogs. Contracts can be set up with suppliers that don’t currently have punchout capability and through the use of the contract compliance tool buyers can create catalog content or suppliers can invoice directly against the contract.	Project slated to start in Spring 2012	Winter 2013
Transition Check Processing to Creative Communications project contact: Pramilla Chand	Transition check printing and handling to Creative Communications to eliminate printing on old and unreliable check writing equipment	Phase 1 in place Pending Phase II	Spring to Summer 2012
Sourcing System (ePro Extension Project) project contact: Laurie Hunt	Project Desription: Automate and streamline our sourcing process (RFP, RFI, Reverse action, etc) 1) Implement Ariba Sourcing (TBD) Access to templates within the sourcing module that will automate and streamline the process. One repository for all RFX projects, use of libraries, online scoring and collaboration with campus users, transparent process. 2) Pilot Sourcing Project Within PS (TBD) Run a sourcing project within the Purchasing group in production to test the setup of software 3) Pilot Sourcing Project including Campus (TBD) Run a more complex project and involve campus users - test the setup of the software	Project slated to start in Winter 2012	Summer 2013
Delegation of Authority project contact: Mark Conley	Provide campus limited authority for some purchases. Goal would be to reduce cycle times and number of steps in our process.	Training slide deck completed/Pilot department identified:APL/Initial training being scheduled.	TBD
Printopia project contact: Mark Conley	Project Description: Assist departments to create optimal print management solution and improve the copier order and payment process. Reduce Discrepancies Kaizen: Reduce/eliminate copier related invoice problems.	Several pilot assessments underway. DEOHS assessment complete. Supplier proposal under consideration. Reduced from 500+ to less than 100 - ongoing project	TBD
Bank of America (Phase III) Project project contact: Pramilla Chand	Transition Suppliers to electronc payment option, thus reducing the # checks	Current contact existing suppliers with high volume of checks Enroll all new suppliers into electronic payment method Aug-Dec 2011 Partner with CPO, OSP, and the rest of interface departments to expand the program with their suppliers	Ongoing

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