1. Ariba replacing PAS… what it means for outgoing subawards MRAM - 10/9/2014 Aron Knapp Office of Sponsored Programs University of Washington

2. As part of UW Procurement’s effort to replace PAS with Ariba, they are rolling out BPO functionality for Subawards next month! (tentatively 11/3) Ariba BPOs will replace PAS POs for requesting outgoing subawards, and will enable campus to do invoice receipt All using Ariba’s work flow and tracking features. Outgoing Subawards in Ariba University of WashingtonPresenter’s Office

3. Timeline for implementing BPO for Outgoing Subawards University of WashingtonPresenter’s Office

4. Subrecipient Enablement OSP has notified subrecipients on active POs of their requirement to become enabled on the Ariba network Just under 200 subrecipients (out of 800+) already enabled. Procurement’s lookup tool: https://margo.pur.washington.edu/Lois_Reports/Pages/Report.aspx?ItemPath=%2fSuppliers%2fSupplier+Search https://margo.pur.washington.edu/Lois_Reports/Pages/Report.aspx?ItemPath=%2fSuppliers%2fSupplier+Search Please encourage your subs to get enabled! Send them to vendor control for help, Step 1: Train Departments and Subrecipients University of WashingtonPresenter’s Office

5. In person Outreach & Training MRAM (10/9) RAPN (10/21) Tentative classroom training dates: 11/5, 11/12, & 11/19 Self-guided learning: http://f2.washington.edu/fm/ps/how-to- buy/AribaBlanketPurchaseOrdershttp://f2.washington.edu/fm/ps/how-to- buy/AribaBlanketPurchaseOrders Video tutorials and reference guides already available Step 1: Train Subrecipients & Departments University of WashingtonPresenter’s Office

6. Following go-live, and as active subrecipients get enabled: OSP will create new BPOs in Ariba and transfer remaining balances. Once drafted, new BPO will be sent for departmental review and approval Once approved, OSP will close POs in PAS Once approved, subs can begin invoicing via Ariba. Departments begin receiving. Help on receiving: http://f2.washington.edu/fm/ps/sites/default/files/training-and- events/HowtoReceiveBPO.pdf Step 2 & 3: Transitioning and working Active POs University of WashingtonPresenter’s Office

7. Status Quo No changes to requesting new outgoing subawards or modifications to existing. No changes to receiving invoices. Between Now and Go-live?

8. Go-live! no more requisitions for subawards will be accepted in PAS. Departments must use Ariba for requesting new and for modifying existing subawards. Note on Mods after go-live: If the modification does not extend the end date beyond 1/1/2015, use the existing Subaward Modification Form If the mod extends the end date beyond 1/1/2015, OSP will need to do PO transition. Contact (aribasub@ for help). BPOs @ go-live! University of WashingtonPresenter’s Office

9. Self learning: http://f2.washington.edu/fm/ps/how-to- buy/AribaBlanketPurchaseOrders http://f2.washington.edu/fm/ps/how-to- buy/AribaBlanketPurchaseOrders Classroom training will correspond with go-live – stay tuned! OSP regarding the transitioning of your active POs (aribasub@) Procurement regarding enabling your sub recipients (vcontrol@) Department contact volunteers: Maya Beal, Global Health (mayab@) Ted Hanson, Microbiology (tjhanson@) Becky Rooney, Bioengineering (brooney@) How to get help University of WashingtonPresenter’s Office

10. Nothing changes until 11/3 11/3-12/31/2014 work closely with OSP and Subrecipients to ensure the transition of all active POs, and begin using Ariba to request new subs and mods. January 2015 celebrate PAS’ retirement Takeaways