bears that buy town hall december 6, 2013. bears that buy town hall 2 agenda bearbuy overview new...

Bears That Buy Town Hall

Bears That Buy Town HallDecember 6, 2013


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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


BEARBUY OVERVIEW


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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.


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Outreach Programs

PurposeThe 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.

TimelineThe 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.


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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


NEW HOME/SHOP LAYOUT


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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.


SHOPPING IN BEARBUY


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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


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Model 1: Workflow without Cart Authorizer


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Model 1: Shopper Submits A Cart


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Shops Review cart details


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Shops Review cart details Submit


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Model 1: Recap

• A Shopper shops• A Shopper submits the cart• The cart is processed by the Requisition Creator

Shopper Req Creator


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Walkthrough


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Model 2: Workflow with Cart Authorizer


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Model 2: Shopper assigns cart to Cart Authorizer

Shops


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Shops Review items in cart



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Assign to Cart Authorizer



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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


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Walkthrough


BEARBUY TIPS


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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.


RESOURCES AND SUPPORT


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Online Resources• The BearBuy website is the source for the

most up to date news, announcements and training resources– procurement.berkeley.edu/bearbuy.

• BearBuy YouTube Channel - Short demos videos!– youtube.com/user/BearBuyProcurement.– Subscribe to receive notifications when

new videos are posted.


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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, ando Much more!

• Contact the BearBuy help desk!• (510) 664-9000 Option 1, Option 2, Option 1• Mon-Fri 8 AM to 5PM • Email BearBuy Help ([email protected])


CAL ANSWERS PROCURE-TO-PAY REPORTS


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Cal Answers

• Cal Answers is available for BearBuy reporting needs• http://calanswers.berkeley.edu/

• New Executive Leadership Dashboard

• View your Org Nodes’ performance compared to campus targets

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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


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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


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Questions and Answers!

bears that buy town hall december 6, 2013. bears that buy town hall 2 agenda bearbuy overview new...

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