SUMMER 2009- VOLUME 4 ISSUE 2

PURCHASING RESOURCENU SERVICES (PRS) Dollars & UNIVERSITY SERVICES, NORTHWESTERN UNIVERSITY Sense Authorized Campus Store in the Norris New System Center Bookstore. The new addition is IN THIS ISSUE open during regular bookstore hours Enhancements and sells popular items including iPods NEWS and , as well as most Apple iBuyNU ENHANCEMENTS 1 accessories and software. The store in iBuyNU can place custom configured orders APPLE STORE 1 to suit your specific requirements. BARNES & NOBLE DISCOUNT 1 Recent system enhancements should Additionally, an Apple authorized help shoppers and requesters more technician is available for repairs, NEW PREFERRED VENDOR easily manage internal processes in CONTRACTS technical issues, and questions for iBuyNU. These include: either departmental or personal needs. MOVING SERVICES 2 The store handles both warranty and JANITORIAL SUPPLIES 2 Expanded Cart Notes History: non-warranty service. GROCERY DELIVERY 2 When shoppers assign carts to requesters, the cart note will be CELL PHONES 2 Purchasing Apple products on included in both the cart assignment LAB GAS 2 iBuyNU or at the Apple Authorized notification email as well as the FACILITIES SUPPLIES 3 Campus Store ensures that you’ll iBuyNU cart history notes. CONTRACT UPDATES receive the full contract discount for business purchases, technical and CHICAGO HOTELS 3 Substitution Option for Cart sales support, and proper licensing. COMPUTERS 3 Assignments: University faculty and staff also Requesters can select a substitute COMPUTER PERIPHERALS 4 receive better than educational requester in the event that their discount pricing for most items on DRINKING WATER 4 primary requester is out of the office or personal purchases. To learn more LAB SUPPLIES 4 unable to process requests; carts will about pricing, visit: automatically default to the Substitute UPCOMING CONTRACTS 4 www.northwestern.edu/uservices/purchasing. Requester in these incidences. TIPS & REMINDERS Shoppers will be notified that their For more information on the Apple PURCHASING TIPS 5 cart has been assigned to a substitute Campus Store, visit requester on the confirmation screen. NU FINANCIALS & iBuyNU 5 www.norris.northwestern.edu/apple.php. REMINDERS NEW CATALOGS IN iBuyNU 6 Visit the Tips & Tricks section of the Project Café website to download FAQ job aids and learn about additional Double Your LOOKING FOR PURCHASING 6 enhancements: HELP? http://cafe.northwestern.edu/resources/tips.html. NU Discount at CONTACT US 6 Apple Store Barnes & Noble From August 16th through August Opens in Norris 28th, Barnes & Noble.com will double the NU discount from 5% to 10% off Apple and the Norris Center recently all books, textbooks, DVDs, and CDs partnered to launch an Apple purchased though BN.com on iBuyNU. The discount also applies to already reduced prices--save up to 45% off Stevens Cell Phones your order. Additionally, Debbi Baird iBuyNU shoppers will Assigned Move Consultant still enjoy free shipping Phone: (866) 955-5991 T-Mobile, U.S. Cellular, and AT&T during this limited time. E-mail: [email protected] were awarded contracts for mobile communications/cell phones. To Redeem: Orders PRS Contract Administrator: Highlights of the negotiated benefits must be placed through Sheila Watkins include: iBuyNU to receive the Phone: 847-491-8125 10% discount and free E-mail: [email protected] • Individual liable and corporate shipping. The discount accounts will receive the same will automatically be applied to your special NU plan discounts. shopping cart under “Additional Janitorial Supplies and Paper • Activation fees waived. Discount.” Products • Dedicated NU customer service. • Aggressive discounts on all plans and devices. Restrictions: This offer is only North American was awarded a available through iBuyNU and cannot contract for janitorial supplies and be combined with a Barnes & Noble Additional information about each disposable paper products. North vendor’s products, services and membership. It is not available at American offers a wide variety of Barnes & Noble retail stores or on the pricing will be provided once details products from diverse manufacturers, have been finalized. In the meantime, bn.com consumer retail web site. meets the University’s flexible delivery for wireless service, please contact the requirements, has competitive pricing, vendors via the information below: and encompasses a strong “green” New Contracts initiative. North American is now AT&T available in iBuyNU. Nadir Khan We recently awarded several new [email protected] contracts in a variety of areas: 312.953.4803 Grocery Delivery T-Mobile Moving Services Call 866.464.8662, use code:TMOFAV4247 Peapod has Robert Cummings, Senior Account Manager been awarded [email protected] 773.444.5641 Graebel Relocation Services a contract Worldwide, Inc. and Stevens for groceries U.S. Cellular Worldwide Van Lines were awarded based on the Martin J. Heffron, Account Executive contracts for household moves, both frequent need [email protected] within Illinois and across states. Both for departments 847.293.0002 (cell/office) contractors offer a 68% discount off and schools transportation costs and guarantee to leave campus to obtain snacks U.S. Cellular Retail Store that final pricing will never exceed their and beverages for various events. 847.328.6199 estimated price. When planning new Peapod is a cost-effective solution 1737 Sherman Avenue George Zorbas, Store Manager faculty or staff moves, we recommend that will save personnel time in these that departments and schools consider [email protected] circumstances. Nick Lomas, Wireless Consultant one of these vendors. Please view the [email protected] “Preferred Vendors” link at: Plan ahead and place a minimum www.northwestern.edu/uservices/purchasing $75.00 order to only pay a $7.95 For more information, please for discount details on storage and consumer delivery fee. Northwestern contact Betsy Costello, Procurement packing/unpacking. accounts with Peapod are Administrator, at 7-0590 or automatically tax exempt. Visit [email protected]. Contact information: the Preferred Vendor link on PRS’ website, Graebel www.northwestern.edu/uservices/purchasing, Lab Gas Shari Kangail for details about opening an account Customer Service Manager and receiving $20.00 off your first Airgas North Central was awarded a Phone: (847) 808-8400 order. (Please note: Peapod contract for laboratory gas. The new E-mail: [email protected] should only be used when there is a contract ensures competitive pricing legitimate, approved need for their and provides additional discounts for products). liquid nitrogen and tank rentals.

NU Dollars & Sense - Summer 2009 Page - 2 Facilities Supplies Computers

Self-Maintenance Program The following vendors were recently awarded contracts for various facilities Apple, , and , our preferred computer vendors, now all offer a self- supplies: maintenance program for computers under warranty. For more information, please contact Devi Patel at 1-8122 or [email protected]. Below are Graybar – Electrical Supplies some highlights from each program: Columbia Pipe – Plumbing Supplies Self Servicing Apple GSX DELL Warranty LENOVO US Kimball Midwest – Fasteners Program Part Direct Warranty Self MSC – Tools, miscellaneous Program Maintainer Program All contracts were awarded based on best value, which included Description In warranty repair; In warranty repair; Allows enrolled discounted pricing, next day delivery, Order parts; Dis- Order parts; customers to free shipping, and no minimum order. patch technicians; Dispatch techni- perform warranty Their catalogs will soon be added to Get access to cians; Dedicated service work; iBuyNU. training manuals access to techni- Customer car- cal support; Get ries in repair/ex- For more information on PRS’ bidding access to training change or onsite process, please visit the Purchasing manuals repair depot; Get Definitions link on the PRS’ website: access to training www.northwestern.edu/uservices/purchasing. manuals Qualify as Need both 6 certifications A+ Certification Technicians certifications; are available: can (prerequisite for Hardware repair and order Lenovo Certifica- Contract Certification replacement parts tion); Warranty - 9L0-006(service for the product Certification for Changes and care exams); category he/she administrator TMOFAV4247 O.S Certification is certified for. RXWA0 and War- Manager - 9L0-061(O.S ranty Certification Updates troubleshooting for Technicians exams) RXWT0; Product specified training Chicago Hotels Desktop Systems - RDC05 and Purchasing Product specified Resource training ThinkPad Services has - RTC05 negotiated Training Self paced Online material Web & CBT self new Preferred manuals already available study training Hotel available online or materials and all agreements. buy book at cost; updates The Preferred Chicago Hotels are: Leader led train- ing at cost The Allerton Hotel To get access Individual school Individual School Individual school The Wyndham Chicago should email Devi dept should email will email Devi Hilton Suites Patel: Dell rep, Steve Patel: [email protected] Doubletree Hotel Chicago [email protected] Wong Magnificent Mile to request access [email protected] to request access Omni Chicago Hotel to GSX to Lenovo self The Peninsula Chicago maintainer program For more information or to make a Cost Two vouchers A few vouchers A+ technician reservation, visit the Hotel Information available for each are available for can take the test link at GSX account; free certification; under University www.northwestern.edu/uservices/travel. after that $150 after that $179 account free per test per test

NU Dollars & Sense - Summer 2009 Page - 3 New Dell E Series will Replace D Additions to the Dell iBuyNU SHI Up and Running on iBuyNU Series Laptops Site SHI’s catalog is now available in iBuyNU. Dell is transitioning its D Series Memory and hard drives are once laptops to their new E Series. NUIT again available on the Dell site. Changes to HP’s Catalog and Purchasing Resource Services have collaborated on the creation of Lenovo ThinkPad T400 and T500 HP has added more printer computer configurations for these Added to T series accessories to the iBuyNU catalog. models. However, they are no longer offering The ThinkPad T400 and T500 are HP OEM toner cartridges. NU’s best the latest additions to the ThinkPad T Our recommendations: price on HP OEM toner cartridges Series family of notebook computers. is now available from our computer The new T Series incorporates peripherals contractor, TIG. E4200 for executives and highly new technologies, including: Solid mobile employees State Drives (SSD), switchable E4300 for general purpose mobile graphics (integrated & discrete), next Drinking Water computing generation DisplayPort technology, E5400 as a value option GPS capable and LED backlight Ice Mountain’s drinking water contract E6500 as a desktop replacement displays as well as utilities to optimize has been extended for another year power consumption and battery life. and now includes water filtration These laptops are the most systems--monthly costs begin at competitively discounted and we Lenovo’s ThinkVantage Technologies, $12.99. Pricing for dispensed bottle recommend that they be used as the along with the new Pro water and individual bottled water base configuration for all purchases, chipset and Intel Turbo Memory seek products remain the same. For which can then be customized. to reduce the total cost of ownership, questions, please contact Jim Captain, Laptops configured via the drop down improve security, and increase NU’s Ice Mountain representative, at menus on iBuyNU will not be as productivity. The new [email protected], competitively discounted. are also environmentally friendly— 630.546.6167; or Betsy Costello, meeting EPEAT Gold qualifications Procurement Administrator, Unlike prior versions of the Dell and GREEN GUARD Air Quality [email protected], iBuyNU webpage, the E Series certification. 7-0590. laptops will contain the upgrade and downgrade options you would Please view the “Preferred Vendors” Lab Supplies normally find on the drop down menus. link on the PRS website for more If you’d like specific features or options information on the T series: that are not included, please e-mail www.northwestern.edu/uservices/purchasing. VWR and Corning are working [email protected] for together again. Special pricing on assistance. New Lenovo Account Corning products is only available Representative through VWR (stockroom or iBuyNU). Dell will continue to offer the D series pricing until stock runs out. All saved We are pleased to welcome our new Upcoming Contracts and e-quotes will be honored. For more Lenovo account representative, Sam information about the E Series, please Mekky. Agreements contact NU’s New Dell Rep, Steve Wong: E-mail: [email protected] PRS is currently working to Phone: 847-814-3382 establish E-mail: [email protected] Fax: 847-255-0523 contracts or Phone: 636-273-1628 agreements Fax: 512-283-4282 Computer Peripherals for the following: TIG Website Recycled Toner TIG has and will continue to add more items and improve usability Printing Services on its Northwestern website. If you use the TIG website, please e-mail Lab Supplies your feedback or suggestions to Devi Patel at [email protected]. Microscopes The TIG website is now available in iBuyNU. A/V Equipment

NU Dollars & Sense - Summer 2009 Page - 4 Purchasing Tips

Below are some helpful tips on each, the “New Price” field should read separate line must be created for purchasing procedures: $12, not $48. When requesting to add each invoice. Multiple invoices money to a blanket purchase order, the cannot be paid on a single line PO. Change Order Requests: Please “New Price” will be the original amount, cancel receivers before submitting plus the amount of increase. Filling out Forms and Requests: a Change Order Request in When completing BD and SSJ iBuyNU. Also note that the “New Creating Requisitions: When creating forms, Change Order Requests, Price” field is per unit, not the total a regular requisition, each item should Blanket Order Requests, or cost. For example, if the original be entered on a separate line. Hold from Further Processing line indicates 4 items at $10 Requisitions, please provide as each, totaling $40 and you need Multiple Invoices:If multiple invoices much detail as possible to ensure to increase the item’s price by $2 are received for one regular PO, a the timely processing of your request.

• PRS has offered some leeway with • Users should be trained based NU Financials regards to adding funds to on their assigned roles. Find existing blankets and approving Project Cafe training information requisitions in the Hold from at: and iBuyNU http://cafe.northwestern.edu/training/matrix.html. Further Processing status. However, as we approach the • Please align your department Reminders beginning of FY2010 policy will or school’s internal business be more strictly enforced and processes with the new financial Please review these policy we will grant exceptions on a system when purchasing reminders when using NUFinancials very limited basis. products or services. and iBuyNU: 2. Vendors should send 4. Avoid Match Exceptions. all invoices directly to 1. Purchases from outside Accounts Payable. vendors require an official Three events must happen in Purchase Order from • Invoices should be sent after the order for a PO to get paid: NUFinancials. product has been received or the service has been provided. 1. It should be entered into the • Submit requisitions at the time The invoice should reference system correctly. the product or service is ordered, the appropriate PUR number. 2. A receiver must be entered for not when payment is due. After Accounts Payable can provide non-catalog orders. the requisition and budget are copies of invoices upon request. 3. Accounts Payable must enter approved, a PO will be generated the invoice into the system. and sent to the vendor promptly. 3. Take advantage of the An official Purchase Order begins improved functionality of the The primary reason match with the prefix PUR and includes new system. exceptions occur is due to the Director of Purchasing’s departments/schools not completing signature. • Make sure roles have been the receiving process (step 2). appropriately assigned • Please do not place orders (requester, shopper, or If an invoice is entered by Accounts outside of the system. It is approver) for your department Payable prior to the receiver being against University policy: or school’s purchasing needs initiated, the requester will get in iBuyNU. The system works an e-mail informing them of the To send unofficial POs to best when the requester role incomplete receiver. If the products vendors is assigned to as many people ordered have been delivered Place orders using unofficial as possible. This allows or the services ordered have or recycled PO numbers or departments to initiate a request been provided, a receipt must be requisition numbers to purchase anything they need completed in NUFinancials. Utilize a requisition or DPR to (iBuyNU or non-catalog pay an invoice after the fact requisitions). This is the last step in the Establish a blanket PO to procurement process and facilitate informal ordering

NU Dollars & Sense - Summer 2009 Page - 5 authorizes payment to the vendor. Also note that POs should match invoices. Check to make sure that Looking for Help? pricing has not changed. Ensure that the pricing isn’t outdated. If the PO Sometimes it can be confusing figuring out who to call for and invoice are significantly different, what issue. Below is a quick guide to frequently used it will create a match exception, purchasing numbers: preventing payment to the vendor. If this happens, please contact the Vendor maintenance Accounting Services, 1-5337 vendor and resolve the discrepancy. System/Technical Issues Help Desk, 1-HELP Contact PRS for assistance with Blankets/Change Orders Purchasing, 1-8120 vendor issues. A change order may need to be requested. Requisition Questions Help Desk, 1-HELP Hold for Further Processing Purchasing, 1-8120 Resend Purchase Orders Purchasing, 1-8120 iBuyNU Purchasing, 1-8120 Receiving Help Desk, 1-HELP Vouchers/Invoices and Accounts Payable, 1-7339 payments

Check out these New Catalogs on iBuyNU: Thybony - Paint BD Biosciences - Lab Supplies TIG - Computer Peripherals Millipore - Lab Supplies North American - Janitorial Supplies Roche-Lab Supplies

Contact Us

Jim Konrad Steve Miner Director of Purchasing Procurement Administrator Phone:1-8121 Phone: 7-0837 [email protected] [email protected]

Chelsea Wagenblast Keith Paddy Department Assistant eProcurement Administrator Phone: 1-8120 Phone: 7-6963 [email protected] [email protected]

Sheila Watkins Lori Lehnhardt Procurement Administrator Procurement Analyst Phone: 1-8125 Phone: 7-0840 [email protected] [email protected] Devi Patel Procurement Administrator Dave Zohfeld Procurement Analyst Phone:1-8122 Purchasing Resource Services [email protected] Phone: 7-0837 [email protected] University Services, Shari Janoff Northwestern University 2020 Ridge Avenue Procurement Administrator Melissa Rivas 2nd Floor Phone: 1-5321 Procurement Analyst [email protected] Phone: 7-0839 Evanston, IL 60208-4303 [email protected] Tel: 847 491 8120 Betsy Costello Fax: 847 467 5400 Procurement Administrator E-mail: [email protected] Phone: 7-0590 www.northwestern.edu/uservices/purchasing [email protected]

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