Bears That Buy Town Hall December 6, 2013

Bears That Buy Town Hall 2 Agenda BearBuy Overview New Home/Shop layout Shopping in Bearbuy – Workflow without Cart Authorizer (Submit) – Workflow with Cart Authorizer (Assign) BearBuy Tips Resources and Support Cal Answers Procure-to-Pay reports Questions and Answers

Bears That Buy Town Hall BEARBUY OVERVIEW

Bears That Buy Town Hall 4 About BearBuy BearBuy is an online purchasing system that streamlines processes, increases efficiencies and achieves significant long-term savings. BearBuy offers our campus a single point of entry where faculty, staff and students can go to shop and manage payment for most of their campus- related purchases. BearBuy is part of the Operational Excellence project portfolio and will allow our faculty and staff and students to direct more resources toward teaching, research and public service.

Bears That Buy Town Hall 5 Outreach Programs Purpose The BearBuy Training Programs are designed to assist departments in understanding BearBuy and training their end users. We provide an in-depth business analysis to understand the department’s specific business process. By doing so, we can better align our trainings to meet the specific department needs. We provide a customized training roadmap as well as resources that can be adapted by the department for future trainings. We take a dynamic approach in introducing the BearBuy tool and its day-to-day usage. Timeline The program is flexible and can accommodate any department need. On average the lead time is 3 to 5 week. Time ranges by department and training/resources needed.

Bears That Buy Town Hall 6 Outreach Activities Since August 2012 Since August 2012 we’ve held about 81 outreach activities reaching over 700 UCB employees. We’ve developed campus generic guides for any role and/or action to take in BearBuy. Below are just some department specific subjects we have been able to conduct. Shopper Training Cart Authorizers Training Additional Authorizer Training Match Exception Preparer Training Voucher Approver Training Forms Training Profile Management Training Receiving Training

Bears That Buy Town Hall NEW HOME/SHOP LAYOUT

Bears That Buy Town Hall 8 Home/Shop Reorganization Supplier buttons will now be grouped by category. The new layout will make it easier to shop! New categories will include: Campus Related Services, Office/Supplies/Books, Lab Supplies/Research, Electronics and Computer Hardware/Software. Frequently Used Forms will remain in a separate category. You can now access Cal Catering and the IST Shopping Cart under the Campus Related Services category.

Bears That Buy Town Hall SHOPPING IN BEARBUY

Bears That Buy Town Hall 10 Models Model 1 – A Shopper shops – A Shopper submits the cart – The cart is processed by a Requisition Creator Model 2 – A Shopper shops – A Shopper assigns the cart to a department Cart Authorizer – The Cart Authorizer submits the cart – The cart is processed by a Requisition Creator

Bears That Buy Town Hall 11 Model 1: Workflow without Cart Authorizer

Bears That Buy Town Hall 12 Model 1: Shopper Submits A Cart Shops

Bears That Buy Town Hall 13 Model 1: Shopper Submits A Cart Shops Checkout

Bears That Buy Town Hall 14 Model 1: Shopper Submits A Cart Checkout Shops Review cart details

Bears That Buy Town Hall 15 Model 1: Shopper Submits A Cart Checkout Shops Review cart details Submit

Bears That Buy Town Hall 16 Model 1: Recap A Shopper shops A Shopper submits the cart The cart is processed by the Requisition Creator ShopperReq Creator

Bears That Buy Town Hall 17 Walkthrough

Bears That Buy Town Hall 18 Model 2: Workflow with Cart Authorizer

Bears That Buy Town Hall 19 Model 2: Shopper assigns cart to Cart Authorizer Shops

Bears That Buy Town Hall 20 Shops View My Cart Model 2: Shopper assigns cart to Cart Authorizer

Bears That Buy Town Hall 21 Shops View My Cart Review items in cart Model 2: Shopper assigns cart to Cart Authorizer

Bears That Buy Town Hall 22 Shops View My Cart Review items in cart Assign to Cart Authorizer Model 2: Shopper assigns cart to Cart Authorizer

Bears That Buy Town Hall 23 Shops View My Cart Review items in cart Assign to Cart Authorizer Model 2: Shopper assigns cart to Cart Authorizer

Bears That Buy Town Hall 24 Shops View My Cart Review items in cart Assign to Cart Authorizer Model 2: Shopper assigns cart to Cart Authorizer

Bears That Buy Town Hall 25 Shops View My Cart Review items in cart Assign to Cart Authorizer Model 2: Shopper assigns cart to Cart Authorizer

Bears That Buy Town Hall 26 Shops View My Cart Review items in cart Assign to Cart Authorizer Model 2: Shopper assigns cart to Cart Authorizer

Bears That Buy Town Hall 27 Model 2: Recap A Shopper shops A Shopper assigns the cart to a department Cart Authorizer The Cart Authorizer submits the cart The cart is processed by Requisition Creator Req Creator Shopper & Cart Authorizer

Bears That Buy Town Hall 28 Walkthrough

Bears That Buy Town Hall BEARBUY TIPS

Bears That Buy Town Hall 30 BearBuy Tips Attachment Limit – To reduce PO Export errors due to the attachment limitations: The maximum number of attachments is 20 items The maximum size of each attachment is 5mb Splitting by amount at the Accounting Codes - Header level or line level? – It is recommended if there are multiple lines on the PO that you perform the split by amount at the line level instead of at the Accounting Codes header level. If you perform the split by amount at the Accounting Codes header level when there are multiple PO lines, it will fail export to BFS. – If there is only one line on the PO you can perform the split by amount at the Accounting Codes header level or line level. Zero Dollar POs – Do not create a PO line for $0 or Qty: 0 because it will fail export to BFS. – A zero dollar amount or zero quantity should never be entered on any of the lines a BearBuy form. If your PO has two lines created from one form (i.e. Subawards) and you would like to cancel one line, instead reduce the line amount to at least $0.01.

Bears That Buy Town Hall RESOURCES AND SUPPORT

Bears That Buy Town Hall 32 Online Resources The BearBuy website is the source for the most up to date news, announcements and training resources – procurement.berkeley.edu/bearbuy. procurement.berkeley.edu/bearbuy BearBuy YouTube Channel - Short demos videos! – youtube.com/user/BearBuyProcurement. youtube.com/user/BearBuyProcurement – Subscribe to receive notifications when new videos are posted.

Bears That Buy Town Hall 33 Help Desk BearBuy Help Desk #1 place to stop for help: o BearBuy information (about BearBuy), o Recommended best practices, o Technical assistance, o Policy related questions, and o Much more! Contact the BearBuy help desk! (510) Option 1, Option 2, Option 1 Mon-Fri 8 AM to 5PM BearBuy Help BearBuy Help

Bears That Buy Town Hall CAL ANSWERS PROCURE-TO-PAY REPORTS

Bears That Buy Town Hall 35 Cal Answers Cal Answers is available for BearBuy reporting needs New Executive Leadership Dashboard View your Org Nodes’ performance compared to campus targets 35

Bears That Buy Town Hall 36 After The Fact Report Cal Answers > Procure to Pay > Spend > Spend by Form Type – Compare forms you use to make purchases compared to the rest of campus – Campus is encouraged to use “After the Fact PO” form less often – Results can be filtered by Supplier, Org Node, the Chart of Accounts, Purchase Source and you can drill to the voucher detail Central Procurement Buyers available for department outreach – Buyers will help departments to plan purchases to avoid After the Fact POs

Bears That Buy Town Hall 37 Consolidated Spend Report Cal Answers > Procure to Pay > Executive Leadership > Spend (Consolidated) – Compare BearBuy and BluCard activity by Org Node – You can analyze the results by number or amount of transactions – Monitor your departments’ performance against campus targets for BearBuy spend – Use the report to pinpoint and improve your department processes for spend Goal for campus is to increase the % of BearBuy transactions vs BluCard

Bears That Buy Town Hall 38 Questions and Answers!