This issue of the newsletter will be focused specifically on information about our "new" Procurement Services organization!

Procurement Services

Procurement Services, a new and overarching organization in Financial Management, has been created by "joining" the procurement functions at the University of Washington: Purchasing Services, Financial Services and a newly created unit, eCommerce. This new and broader organization together will identify improvement opportunities resulting in a more "seamless" procurement experience for campus customers. This new structure is both strategic and tactical, and builds on the strengths of each unit while providing a comprehensive, consistent and coordinated approach to service delivery. More information can be found at:

http://www.washington.edu/admin/procsrvcs/

Procurement Services - Goals:

Purchasing Services: Seeks to provide campus customers with maximum value in their contracts. Primary goals are creating new contracts for campus-wide use, providing more visibility as to what contracts are available and educating customers on the best purchasing methods to use.

eCommerce: Includes eProcurement, ProCurement Card and Corporate Travel Services (Central Travel Account & UW Travel Card). eCommerce will focus on outreach and education for customers, enhancing eProcurement through system upgrades, and increasing vendor choices within eProcurement.

Financial Services: Includes Accounts Payable and Banking & Accounting Operations. Financial Services will continue to provide timely invoice payments and assist departments to manage their field advance and revolving fund programs.

In earlier updates about the "new" Financial Management, we communicated about major initiatives begun in early 2007. Here's the latest:

1. Decentralize the Stores Operation

This transition, which was our major focus in 2007, is now complete. One outcome was that Facilities Services created their own internal stores operation. Additionally, major business lines were moved to eProcurement, ProCurement Card or to campus-wide contracts managed by the Purchasing Department. Campus customers and staff were integral to this transition, and we appreciate everyone's flexibility, resilience and engagement.

2. Launch the Seamless Procure to Pay (PtoP) Initiative

Begun last spring, this initiative seeks to understand and improve the procurement process from start to finish. The team consists of Procurement Services staff as well as campus customers and has initially identified areas of improvement that will improve service to campus.

The first improvement project focuses on reducing invoice discrepancies (e.g., when invoice amounts do not match the original purchase order) and improving the resolution process, with the goal being more timely invoice payments and better overall service to vendors and customers. Future sub-teams will focus on improving the subcontract process and providing a unified customer service identity to "Procurement Services".

We want to thank you for your support, involvement, and feedback during this time of change and improvement.

Please contact Jeff Follman at 543-3708 or jfollman@u.washington.edu with any questions or comments and please visit our website at http://www.washington.edu/admin/procsrvcs