Subawards & AribaPast, present and future!1.29.15

WelcomeWebcast testingThanks everyone for your patience!Web Chat Room Reminders

◦Feedback & Questions Appreciated◦1-2 comments per topic ◦Comments are viewable online &

presentations are recorded & posted to the web

Subawards Media DayWe aren’t just here so we won’t get

fined!You know why we are here…We’re all about the action!

Questions we are going to answer:What, Why, HowWhere are we now?What’s changing?What you need to knowResourcesQ&A

It takes a village!Lynette Arias, Marcea Kato, Aron

Knapp, Amanda Snyder, Mara Rivet – OSP

Subaward team – OSPLaurie Hunt – eProcurementPramilla Chand – Procurement / APMonique Bradley – GCAAriba transition team – Jullien & JoannaDepartmental partners

What is the overall project?

OSP Internal Process ImprovementAriba implementation for

SubawardsPAS to Ariba transitionSubaward tracking - SPAERC

What are we trying to achieve?

Department single point of Subaward Request◦ New, renewal or modification◦ Adherence to standard requirements for subs

Tracking and Reporting◦ Ability to track all requests received in OSP◦ Ability to report on all pending subs◦ Visibility on status for campus◦ Electronic subaward files and information

Subrecipient Tracking and Communication◦ Subrecipient Entity data base◦ Ability to communicate with Subrecipients

via transparent system

What are we trying to achieve?

Enhanced compliance ◦ Subaward requirements via Uniform Guidance◦ Risk assessment and monitoring throughout life

Enhanced service levels◦ Reasonable turnaround times◦ Clear and easy instructions

Appropriate Resources◦ Sufficient resources to support workload◦ Highly trained and skilled staff◦ Seamless backup coverage

Close partnership with campus departments

In the past….Subaward requests received many ways

◦ PAS requisitions◦ Attachments in separate system◦ Attachments also sent via email◦ Modifications sent via email, then online form

Minimal documented processes – OSP or webInconsistent department adherence to standardsMinimal risk assessmentNo subrecipient monitoring or entity trackingMinimal standards for appropriate use of subawards

◦ Included subs under non sponsored projectsPaper files

In the present…

OSP Subaward

Teamospsubs@ Attached

to PAS ReqManual

matching

of PAS &

online

PAS Req / PO

Routes to Procurement

Then Routes to OSP

Mod Web FormMod Input

w/attachme

nts Sends email

to OSP

Ariba CR

Dept Approvals

in System

Subaward Routes

systematically

Ariba CR

Version (MOD) Dept

Creates &

ApprovesRoutes

directly to

OSP

Will it always be like this?No!OSP can not sustain thisCampus needs to know statusTurnaround times are not

workableMany steps in play to resolve!

The Future !!!

OSP Subaward

TeamAriba

What is being done?Continuous process

improvement Ariba instruction, resources &

toolsUpdated Subaward Process &

Monitoring courses and resources

What is being done?Staffing support

◦Supporting the team that is the backbone!

Finishing up workload assessment◦Ensure we have fully complete and

accurate record of all subaward actions◦Tracking and reporting in SPAERC

Data Reconciliation ProjectReconciling all the multiple paths

◦Ensure Ariba is up to date with accurate info

◦Ensure complete and accurate data in SPAERC

◦Enable status transparency◦Enable Management reporting

Will report status on web – February

The Ariba ImplementationVendor Enablement

◦Vendor Enablement moving along – 220 enabled (out of approx 750) SCCA & FHCRC pilot!

Targeted outreach to Subs with more than 10 POs: ◦ JHU◦Kaiser◦UMICH◦UMINN◦UNC

How to know your Sub is enabled

AP’s Supplier Search report: https://margo.pur.washington.edu/Lois_Reports/Pages/Report.aspx?ItemPath=%2fSuppliers%2fSupplier+Search

Look for a ‘Y’ in the Ariba Network column

Have a subrecipient ready to enable?

Send aribasub@uw.edu:•PAS PO# •Email of the person registering their org

•City, State and Zip code (if domestic)

Ariba sends Trading

Relationship Request (TRR)

email

Subrecipient follows link to sets

up their org to invoice

Subrecipient is enabled.

Happy path? Takes less than a week

Migrating active POs385 PO’s migrated (out of approx1000)

Mondays, transition team downloads active PO report. All new POs & enabled suppliers added to week’s workload.

Check to see what’s included?: https://margo.pur.washington.edu/Lois_Reports/Pages/Report.aspx?ItemPath=/Purchase+Orders/Open+PAS+Orders

TIP: Let aribasub@uw.edu know if you do not see one of your active POs on the list right away.

OSP drafts Contract Request (CR) based on the data in PAS and routes to department contact.

Department contact review & update data as necessary.

TIP: Pay special attention if you there are outstanding invoices.

Wait for outstanding invoices to clear before approving the CR to avoid the potential for a rejected invoice.

Migrating active POs

Once department contact reviews, updates and approves, the CR routes to your SubOrgapprover for approval

TIP: Get your ASTRA in order:◦SubOrgApprover: approves Subaward request before OSP. ◦Central Invoice Receiver: reviews and receives or requests rejections for the

subaward invoices. ◦ReceiptApprover: role needed if the preparer is the person that receives and

releases funds for payment

Migrating active POs

Migrating active POsSubOrgApprover approves. CR is

routed back to OSP for approval. ◦Transition team reviews changes to ensure no modifications (usually same day)

Notifications go to Department Contact and to Subrecipient

BPO is active in AribaSubrecipient can start invoicing

against BPO

Subrecipient Invoicing & ReceivingSubrecipient invoices against Ariba BPOInvoices routed internally according to

departmental internal controls.Once approved internally, department

receives in Ariba, releasing funds for payment

TIP: learn about receiving: http://f2.washington.edu/fm/ps/how-to-buy/receiving

Note about T&Cs in AribaBPO currently includes reference

to UW General Terms & Conditions, as well as Federal Flowdown Terms.◦This is being removed – March

Comment language is being entered that Subaward Agreement T&C’s supersede

Subrecipient invoicing during transition PAS

◦Subrecipient not enabled? – invoice in PASAriba

◦Active BPO? – subrecipient invoices against BPO

◦Department responsible for reviewing and approving

Wait to approve Ariba Invoices until PAS Invoices paid!

Invoice discrepancies/exceptions

Type PAS PO Ariba BPO

Incorrect Encumbrance Dept reconciles and submits specific requests for action to AP or OSP

Dept reconciles and submits CR version to request change needed

Budget # Change Dept submits request to OSP. OSP verifies and updates in PAS. Processes mod or one time PO processed as needed

Dept will submit via CR version

Cancelling PO / BPO

Close PO / BPO

Not to Exceed (NTE) Amount exceeded

Invoice extends beyond period of performance

Changing Vendor Vendor must be active in Ariba in order to process CR. To change vendor close one BPO and open another.

Adding a new Vendor

Invoice ReconciliationIssues in PAS or Ariba?

◦Reconcile your budgetsWe need your help in focusing on

this, so that we can focus our staff on issuing and executing subawards

Note on CloseoutsOSP no longer emails Departments

◦Transition team contacts departments to determine what is to be closed out

Ariba will notify department contacts based on what is entered on Contract Request

Subaward Numbering Changes

Using SPAERC Subcontract # as (UWSCXXXX)

Subaward references BPO # for invoicing

New language referencing requirement for invoicing via Ariba

The main question everyone has!

When will my subaward be issued and/or Executed?

Current methods to check on this◦Department is copied on email to

subrecipient Time of issuance (for unilateral this is FE) Time of full execution

◦Fully Executed sub in SAGE on the Prime eGC1

◦ARIBA CR approved and turned into BPO.

When will my subaward be issued and/or Executed?

Can’t find the email? Not in SAGE?More than 30 days since

submission?Please send email request for

status to ospsubs@uw.edu◦Include PAS Req # or Ariba CR #◦Please only send one email

Important notes:PAS Requisition date not automatically the

date OSP received the PAS ReqPAS Req goes first to Procurement03-62 Req’s are assigned to OSPSometimes these are not subawards and

ultimately are returned to ProcurementWe are moving to this process now to

perform initial triage Going forward – clock will start once we

have confirmed that we have all appropriate docs

Reminder on RequirementsAll subwards requests must include:

◦ Budget (of actual subaward request)◦ Budget justification◦ Scope of Work◦ Letter of intent/Face Page◦ F&A rate agreement◦ Subrecipient Certification Form

New Entity/Long Form – New Entities Project/Short Form – All projects http://

www.washington.edu/research/index.php?page=subContracts

The issuance of your subaward will be impacted if you did not submit the appropriate supporting documentation

Subaward – Current Volume Data

Item #

New Subaward requests 482

Mods/Renewals 1179

total # of Subaward Actions past 12 months 1661

In house to be Issued (with OSP) * 146

Issued to be Fully Executed (with Sub) ** 172

Average days to issue 16

Average days from issue to FE 31

* of the 146 - 100 are under 30 days old

** of the 172 - 135 are under 30 days old

Subaward resources in OSPTeam Member Position

Marcea Kato Assistant Director

Bo Park Lead Subaward Administrator (9)

Cathy CottleSubaward Administrator (8)

Danny Do

Lorri Vlcek

Vivian Sun (60%)

Subward Administrator (7)

On leave

Lisa Guerrero In Training

Debbie Emerson-Carter

In Training

Christine Lo (50%) In Training

Adel Caberto Program Coordinator

Aron, Jillian and Joanna

transition team

Questions? PAS to Ariba transition questions & all

Ariba for subawards questionsemail: aribasub@uw.edu

eProcurement system questions:email: pcshelp@uw.edu

• Departmental contact peer volunteers: • Maya Beal, Global Health (mayab@)• Ted Hanson, Microbiology (tjhanson@)• Becky Rooney, Bioengineering (brooney@)

Additional Resources On the Way!

Subaward Web Page Updates published!!”  !◦ http://

www.washington.edu/research/index.php?page=subawards◦ http://

www.washington.edu/research/index.php?page=subContract

Collaborative Hands on Training http://f2.washington.edu/fm/ps/training-events/classroom-training

Additional Learning Opportunities from ProcurementBlanket Purchase Order

http://f2.washington.edu/fm/ps/how-to-buy/AribaBlanketPurchaseOrders

BPO eLearninghttp://f2.washington.edu/fm/ps/training-events/independent-study#Buying

Direct Buy Limit ◦ Similar to BPOs for subawards.

http://f2.washington.edu/fm/ps/how-to-buy/purchase-order/direct-buy-limit

Receivinghttp://f2.washington.edu/fm/ps/how-to-buy/receiving

Procurement Services Ariba Overview 40

Questions?