bears that buy user group feedback loop
DESCRIPTION
Bears that Buy User Group Feedback Loop. March 2013. Today’s Topics. Welcome We heard you What’s working What improvements are needed 13.1 Release User Interface, New Functionality and New Features New Improved W9 and Supplier Information Form CSS Cal Answers - PowerPoint PPT PresentationTRANSCRIPT
Bears that Buy User GroupFeedback Loop
March 2013
Today’s Topics• Welcome • We heard you
– What’s working– What improvements are needed
• 13.1 Release – User Interface, New Functionality and New Features
• New Improved W9 and Supplier Information Form• CSS• Cal Answers• Ideas Community – Your voices count!
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What’s Working
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Overall Quicker
Support is helpful
Paperless system Catalogs are one stop shopping
All in one place- request, approval,
Po and invoice
Ability to track status
Thank you for participating in the Bears that Buy Meetings. Here is a listing of all of the input gathered from the meetings. We plan to work on some of these items in the next months and will provide quarterly updates.
Training and Help Desk Catalogs Shopping Forms Business Process Functionality Central Responsibilities After The Fact
Availablity to train larger departments for shopper
role
Status Update: Reaching out to larger depts to offer
custome training
Health and Safety icons too small (Hazardous
materia, etc)
Office supplies catalog difficult to search for or
item not available
Purchasing tools - have it on BB site
Status Update: Link now available on the BearBuy Home
page
Too many emails Comments section external vs internal
How will Shared Services affect BB roles?
Auto flip to automatic voucher (like PRF)
Status Update: Team is working on improving this
form
As we go to Shared Services this will be a full time training job to train
shoppers
Want an icon legend (what icon means what)
Had bigger shopping selection before
BB site has 9 links to forms - only 3 or 4 are useful
Need help picking vendor location (site) - different entity, suppliers detail = good/service,
guidance to end user
Design is poor. Design is not clear
Central campus units are requesting the wrong
individual to make changes that they cannot make. Property management
End Users like to send comments thru BearBuy in
order to track history, would like to see response to questions also given in
the comments
Want ability to Copy cart Training needed for how to browse catalogs
PRF needs to me renamed to Payment Request
Reimbursement Form
Status Update: Team is working on improving this form
Req creators name needs to appear on the PO too
the summary page is not clear Vendoring - not able to see all address' availale. Remit
address should also be set as ordering address
Different direction for how to send in an invoice
Catalog pricing is always different from price
invoiced (exp. OfficeMax, Sigma)
Have purchasing tools available in BearBuy (not
just BAI)
Status Update: Link now available on the BearBuy
Home page
Reimbursement System T&E Enhancement - subject on email should include vendor name
Identify vendor's that don't accept Pos or bluCard only vendors (Amazon, NewEgg,
etc) with a visible icon (currently a stop sign)
Please reach out to the department requesting
input (Thor Labs)
Mixed forms - non tax with taxable => amount only form
Comments too far down on the email notification
Supplier contacted end user and state an item not
available. As a result end user cancelled line. Vendor then invoiced anyway and
invoice got paid. Dept never received item
Want more catalogs from small business.
4 invoices to 1 payment request form should be allowed since
there are multiple lines available on the form
Payment in process, approavls done - how do I find out why its
not paid yet (net 30)
want to see more pictures in catalog
searches
Manual dispatch is not visible. Maybe make it more visible or
redesign it.
Status Update: Implemented Operations process where
manual print PO's are reviewied daily and vendor is contacted, vendor record is updated, and
PO sent
Ability to compare commercial/public pricing to BearBuy
pricing
Book Vendor is not meeting business needs
Want surveys for specific vendor performance
Office Max cancelling lines on PO w/out notifying end user
How often are catalogs being updated?
Fisher has match exception on orders (also
VWR, Sigma). Have to work with too many
people to resolve
Want Catering catalog
Want Internal vendors to have catalogs? (UC
moving, Cal Catering, Public transportation,
Property management)
Feedback Loop
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View feedback loop from BB Home/Shop page
Improvements Needed – What We Heard
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Shopper training for departments
Purchasing tools available in
BearBuy
Catalog pricing vs Invoiced
price
Manual dispatch PO process
Manual dispatch PO process
Payment Request Form
After the Fact Form
After the Fact Form Changes
After the Fact Form and its workflow have changed to meet your needs
– ATF POs will auto-flip a voucher – Invoice must be attached to the ATF form for
payment processing– No need to attach to ATF form AND send invoice to
Disbursements
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After the Fact Form
Payment Request Form Changes
Payment Request Form has changed to meet your needs
• Form has been redesigned to move field locations so the required fields are at the top
• For the Shopper only- the invoice number, invoice date are not required
• Activity types have been reduced from 22 to 9
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Payment Request Form
Easy Access to Training
Links to BearBuy Training are on the BearBuy Home page
– Purchasing Tools link for which form to use– Updated Supported Browsers and Operating
Systems information – BearBuy Job Aids and Training Materials
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Purchasing tools available in
BearBuy
Shopper training for departments
Shopper Training
Shopper training now available for larger departments
– Contact the [email protected] if your department would like to discuss options for shopper training
– Customized department training also offered for Business Process guidance or other BearBuy roles
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Manual dispatch PO process
Manual Dispatch POs
Procurement Operations is monitoring POs set to manual dispatch in BearBuy on a daily basis
– Manual dispatch POs will be sent to vendors via fax or email
Note: Change Order Preparer role can change the dispatch method
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13.1 Release
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Item Description DurationSciQuest Release Preview Brief overview of main new features One Day
New Feature preliminary Assessment
Assess new features based on high level information provided in the release preview
Three to Four Weeks
SciQuest Release Overview Webinar
In-depth review of new features One Day
Release validation in Test SiteTest basic functionality, integration, and new features
Three to Four Weeks
New Features Full AssessmentAssess applicability of features for campus, usability, addressing user needs, and user impact
Three to Four Weeks
BearBuy Release Announcements
Develop series of announcements to notify the campus of new features, updated training resources, and upcoming site downtime for release
One Week
Revise and Develop New Training Materials
Create release webinar, update classroom training, training documentation, and UPKs
Two to Three Weeks
Train internal support StaffTrain staff to support the campus on new features
One Week
Release applied to Production Site
Production site taken offline to apply new features
Two Days
Release LIVE in Production Site
Ten Steps of a Release
Overview
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13.1 Release• Browser Support– Internet Explorer 10– July 2013 IE 7 will no longer be supported by publisher
• User Interface (Target go-live July)– New look and feel– Vertical view of Workflow
• New Functionality– Ability to distribute by amount
• New Features– Supplier Management tab– Full Voucher Export
New Functionality
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13.1 Release
• Purchase Order Price splits can be done by Amount – Prior to this splits could only be done by
percentage
New Features
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13.1 Release
• Users will access supplier search and supplier profiles via the new Supplier Management tab
New Features
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13.1 Release
• Voucher Export– Users will be able to do a full voucher data export
including 5 new reports• Approval History
– Voucher Approval History• Data Full• Header Custom Data
– Accounting Code information at the header level• Line Custom Data
– Accounting Code information at the line level• Supplier Data
Vertical View of Workflow
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13.1 Release
Users can switch to vertical when viewing the workflow.
New User Interface
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13.2 ReleaseJuly
New User Interface
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13.2 ReleaseJuly
New Navigation
Less Cluttered Banner Area New Online Notifications
New Site Navigation
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13.2 ReleaseJuly
• New slide-out side menu to replace multiple tabbed navigation
• New ability to search the menu
Cart Preview
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13.2 ReleaseJuly
Cart Preview
Notifications and Action Items
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13.2 ReleaseJuly
• Notifications on-screen for events like Approvals, Errors, etc.
• New notifications highlighted in Banner
• Similar to Facebook
• Action Items shows list of items that require the user to take actions such as Approvals
• Visible from all pages
New User Profile Screens
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13.2 ReleaseJuly
Modern look and simpler navigation will make managing users
easier than ever.
New Improved W9 and Supplier Information Form
• An updated, easy-to-use Substitute W-9 and Supplier Information Form
• Some key features of this new form include:– Substitute W-9 form and Supplier Information form are combined
into 1-page– Reduced details – W-9/1099 detail entered upon initiation
• Developed Supplier Information Welcome packet
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New Simplified Form
UNIVERSITY OF CALIFORNIA, BERKELEY BUSINESS INFORMATION FORM
Vendoring – Procurement Services – 1995 University Ave, Suite 114, Berkeley, CA 94704-5600 PHONE: (510) 642-8602, FAX: (510) 642-8604 Website: http://businessservices.berkeley.edu/vendoring
University of California at Berkeley Page 1 Revised: 9/13/2011
SPECIFY ACTION NEEDED: NEW SUPPLIER / INDIVIDUAL PROVIDING A PRODUCT OR SERVICE
UPDATE VENDOR INFORMATION VE N D O R ID #
S UP PLIE RS/IN DIVIDU ALS : All firms or individuals proposing to supply goods and services to UC Berkeley must complete this form and submit it to Procurement Services – Attention: Vendoring Group at the address or fax shown above.
VENDOR NAME (Name as shown on your income tax return. If a Sole Proprietorship, indicate the personal name of the business owner):
Doing Business As (If different from above):
EMPLOYER IDENTIFICATION NUMBER (EIN) or TAX IDENTIFICATION NUMBER (TIN): (This is a requirement for businesses located in the USA. For individuals or Sole Proprietorships, the TIN may be your Social Security Number.)
DUN & BRADSTREET NUMBER (DUNS):
EXEMPT PAYEE? (Is your business exempt from paying Federal taxes?) YES NO
PARENT CORPORATION NAME (If Firm is a Subsidiary/Division, list Parent Corporation Information): PARENT CORPORATION TAX ID NUMBER:
PLEASE CHECK ALL THAT APPLIES: CALIFORNIA RESIDENT (Qualified to do business in California or maintains a permanent place in California)
NON-CALIFORNIA RESIDENT (Payments to non-residents for services may be subject to CA State income tax withholding, see http://www.ftb.ca.gov/individuals/wsc/withholding.shtml)
Copy of Franchise Tax Board waiver of State withholding attached No services performed in CA
UNITED NATIONS STANDARD PRODUCT & SERVICE CODE (UNSPSC) http://www.unspsc.org/ :
BUSINESS SPECIALTY, PRODUCT OR SERVICE (in 25 words or less)
ADDITIONAL REPORTING REQUIREMENTS
Vendor Type: Attorney Contractor Independent Contractor Nonprofit Sole Proprietorship Consultant Corporation LLC/ LLP Partnership University/School Foreign-Owned Other (specify)
Gender: Female Owned Male Owned Business Size: Small Company Large Company
GOVERNMENT CLASSIFICATIONS - Please attach or send copies of current certifications or registrations with this form SBA: Certified as defined by the Small Business Administration (SBA)
8(a) (SBA certified) http://www.sba.gov/aboutsba/sbaprograms/8abd/ Beginning Date: ……....……...…… Expiration Date: ……………..…… HUBZone (SBA certified) Beginning Date: ……....….…..…… Expiration Date: ……………..……
http://www.sba.gov/contractingopportunities/owners/start/defineyourbusiness/index.html Registered in the Federal Central Contractor Registration Database at https://www.bpn.gov/ccr/default.aspx as:
Small Business Enterprise (SBE) Beginning Date: ….......……..…… Expiration Date: ……………..…… Small Disadvantaged Business (SDB) Beginning Date: ………………….. Expiration Date: ……………..…… Woman Owned Small Business (WOSB) Beginning Date: ………….…..….. Expiration Date: ……………..…… Service Disabled Veteran Owned Small Business (SDVOSB) Beginning Date: ………….…..….. Expiration Date: ……………..…… Veteran Owned Small Business (VOSB) Beginning Date: ………….…..….. Expiration Date: ……………..…… Historically Black College & University/Minority Institution (HBCU/MI) Beginning Date: ………….…..….. Expiration Date: ……………..…… Alaska Native Corporation or Indian Tribe not certified by SBA (ANC) Beginning Date: ………….…..….. Expiration Date: ……………..…… Alaska Native Corporation or Indian Tribe not small business (ANC) Beginning Date: …..…...……..…. Expiration Date: ……………..…… Minority Business Enterprise (MBE) Beginning Date: ………...….……. Expiration Date: ……………..…… Woman Business Enterprise (WBE) Beginning Date: ………………….. Expiration Date: ……………..……
EPA: Certified by the Environmental Protection Agency (EPA) as: (See http://www.epa.gov/osdbu/dbe_certification.htm) Minority Business Enterprise (MBE) Beginning Date: ………….……….. Expiration Date: ………….…..……
Woman Business Enterprise (WBE) Beginning Date: …………….…….. Expiration Date: ………….…..……
STATE: Registered on the State of California Contract Registration e-Procurement website as: (See http://www.eprocure.dgs.ca.gov/default.htm) Minority Business Enterprise (MBE) Woman Business Enterprise (WBE) Disabled Veteran Business Enterprise (DVBE)
Disabled Business Enterprise (DBE)
VENDOR NAME (from page 1): Doing Business As (from page 1):
VENDOR ADDRESS INFORMATION:
Country: U SA OTH ER (please specify):
ORDERING STREET ADDRESS: ORDER EMAIL ADDRESS:
CONTACT: ORDER TELEPHONE NUMBER: ( )
CITY: STATE: ZIP: ORDER FAX NUMBER: ( )
PAYMENT/REMIT STREET ADDRESS: Same as Order Address REMIT/PAYMENT EMAIL ADDRESS:
CONTACT: REMIT/PAYMENT TELEPHONE NUMBER: ( )
CITY: STATE: ZIP: REMIT/PAYMENT FAX NUMBER: ( )
CONSTRUCTION, ENGINEERING & DESIGN FIRMS ONLY: A. Type of Contractor License(s) held by firm (list all): B. Design/Engineering Expertise Registration No. State: C. Indicate dollar range of projects in which your firm would be
interested:
PRIVACY NOTIFIC A TIONS
FEDERAL: Pursuant to the Federal Privacy Act of 1974 (as of 2001) protects individuals by regulating when and how local, state and federal government and their agencies can
request individuals to disclose their Social Security Number (SSN) and by requiring that Social Security Numbers must be maintained as confidential by those local, state and federal government and agencies.
STATE: If any type of personal information is requested or volunteered by the user, State law, including the Information Practices Act of 1977, Government Code Section 11015.5
and the federal Privacy Act of 1974 may protect it. Information provided in this form, with the exception of a Social Security Number or federal tax identification, may be a public record and could be subject to public inspection and copying if not otherwise protected by federal or State law.
INSURANCE REQ UIRE M E NT S Insurance requirements are based on degree of risk rather than the dollar value of the contract, and will be reviewed with vendor prior to commencing business. Coverage must be current and in place at the time when a vendor is actively doing business with Berkeley. All insurance policies shall be subject to review and approval by the University, including submitting the firm’s current certificate of insurance.
AFF IDA VIT
The signatory of this document affirms they are authorized to represent the company. The signatory confirms that the number shown on this form is the company’s correct taxpayer identification number. He or she hereby certify under penalty of perjury under the laws of the State of California that the information provided on this document is true and correct as it pertains to company’s business size and classifications as defined by the federal Small Business Administration’s (SBA) business size standards and other business classifications. Any misrepresentation may prevent the company from doing business with UC Berkeley, and be subject to any other penalties allowed by law. If any of the business information on this form changes, the vendor is responsible for advising and resubmitting a form with the new information back to UC Berkeley’s Procurement Services’ Vendoring Group.
INFORMATION FURNISHED BY: (Print or Type Name of Owner, Principal, or Authorized Representative)
NAME OF BUSINESS:
NAME: TITLE:
SIGNATURE: DATE:_
Reviewed by:
Detail no longer required
Detail no longer required
W-9 info not requested
BIF and VRF both needed for vendor
entry
Detail no longer required
New Simplified Form
VENDOR REQUEST FORM Request to ADD / UPDATE a Supplier’s BFS Record
(Please note: Employees and Students of the University of California, Berkeley are auto-loaded into BFS, therefore we do not maintain their vendor file info.)
Instructions: This form is to be submitted by UC Berkeley staff to request additions or changes to vendor information in the UCB vendor database. Once completed fax this form to 510-642-8604 for processing. For more information, please visit our website at http://businessservices.berkeley.edu/vendoring.
Please click on the appropriate box(es) below: (A Business Information Form (BIF) is required for all new USA Suppliers, & Suppliers updating their Name, Remit To Address and/or Tax ID)
VENDOR #
New Supplier / Individual
(doing business with U CB )
BIF & TIN required (BIF is not needed for foreign vendors.)
New Ind ividual
Reimbursement due, or subject or research participant.
Update Info Request
BIF is required for USA Suppliers updating their Name, Remit To address and/or Tax ID
Refund Vend or
Vendor paid by : C a sh C h e ck
If applicable, Sub-award Conflict of Interest Form attached if required. (See website to determine when required. http://businessservices.berkeley.edu/node/659 )
If R efund Vendor, reason for refund:
Supplier’s Legal Business Name or In d ividu a l’s N am e:
(Name 1: Legal Business Name--If supplier is an individual provide Last Name, First Name and Middle Name or Initial)
D oing B usin e ss A s (D B A ) if ap p lica b le : (Name 2: DBA name - will show on Vendor Name 2 when vendor uses his SSN as his TIN)
Fe d e ra l Tax ID N u m b e r (T IN ) :
(Required for all new vendors using an USA address; this may be the SSN for an Individual)
UNSPSC Code for the Product or Service the Suppler/Individual is providing to UCB: (see http://www.unspsc.org/ to locate the correct UNSPSC code or describe the vendor’s business or service to UCB)
Please provide Supplier’s complete address and contact information in the event the Vendoring Unit may need to reach them.
VENDOR’S ADDRESS (check all that app lies) ORDER ADDRESS REMIT ADDRESS BOTH
(Attach documentation/BIF from Vendor for Remit To Address changes)
New Address Update Address Additional Address
Country: U S A OTH ER (please specify):
ADDRESS Line1:
ADDRESS Line2:
ADDRESS Line3:
City:
State:
Zip:
Telephone Number:
Fax Number:
Email Address:
Please provide University of California, Berkeley Staff person’s contact information:
UC Berkeley Staff’s Name and Department Info:
UC Berkeley Staff’s Email Address: Phone / Extension #:
ADDITIONAL NOTES :
Rev 07/02/2012 University of California, Berkeley Procurement Services, Operations & Technology, 1995 University Ave, Suite 114, Berkeley, CA 94704
Telephone: (510) 642-8602 / Facsimile: 642-8604 / Email: [email protected] Website: http://businessservices.berkeley.edu/procurement/diversity/suppliers
Duplicate information from BIF
Duplicate information from BIF
Duplicate information from BIF
Captured
New Improved W9 and Supplier Information Form
Proposed New Form
26
New Simplified Form
Includes two pages of instructions
UC Berkeley Substitute W-9 & Vendor Information Form
Suppliers who do not wish to complete this form in its entirety may elect not to do business with UC Berkeley.
NEW VENDOR REQUEST UPDATE EXISTING VENDOR NEW INDIVIDUAL REFUND VENDOR VENDOR ID_______________
VENDOR INFORMATION
1 NAME (as registered with the IRS)
BUSINESS NAME/DBA (if different than above)
ORDER ADDRESS (number, street, and apt or suite no) CITY, STATE, ZIP CODE
REMITTANCE ADDRESS (number, street, and apt or suite no) CITY, STATE, ZIP CODE
CITY, STATE, ZIP CODE CITY, STATE, ZIP CODE
ORDER PHONE NUMBER PURCHASE ORDER EMAIL
PURCHASE ORDER FAX NUMBER
CONTACT
FEDERAL TAX CLASSIFICATION (check only one)
INDIVIDUAL/SOLE PROPRIETOR C CORPORATION S CORPORATION PARTNERSHIP TRUST/ESTATE
LLC – Tax classification (C=C Corporation, S=S Corporation, P=Partnership) _____ OTHER __________________________ TAXPAYER IDENTIFICATION NUMBER (TIN)
OR
DUN & BRADSTREET NUMBER (DUNS)
DESCRIPTION OF BUSINESS OR SERVICE PROVIDING TO UCB UNSPSC CODE
2 UC BERKELEY STAFF CONTACT NAME UCB CONTACT PHONE UCB CONTACT EMAIL
BUSINESS TYPE/CLASSIFICATION
3 BUSINESS SIZE LARGE SMALL
OWNER GENDER FEMALE MALE
VENDOR CLASSIFICATION SUPPLIER ATTORNEY CONTRACTOR INDEPENDENT CONTRACTOR CONSULTANT INDIVIDUAL REFUND
FEDERAL CERTIFICATIONS: self-certify with the Federal Government MBE (Minority Business Enterprise)
SDB (Small Disadvantaged Business) VOSB (Veteran Owned Small Business) SBE (Small Business Enterprise) Hub Zone (Historically Under-Utilized WOSB (Women-Owned Small Business) SDVOSB (Service-Disabled Veteran- Small Business) HBCU/MI (Historically Black College or ) Owned Small Business) ANC1 (Alaska Native Corporation not Minority Institution) WBE (Women Business Enterprise) certified with SBA) ANC2 (Alaska Native Corp not a small business) STATE OF CALIFORNIA CERTIFICATIONS: self-certify on the State of CA website DBE (Disadvantaged Business Enterprise)
WBE (Women Business Enterprise) SBE (Small Business Enterprise) DVBE (Disabled Veteran Business Enterprise)
ABILITY ONE PROGRAM: (for disabled businesses) Ability One
CERTIFICATION
4 Under penalties of perjury, I certify that: (1) The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and (2) I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and (3) I am a U.S. citizen or other person (defined in the instructions). You must cross out item (2) above if you have been notified by the IRS that you are currently subject to backup withholding because of underreporting interest or dividends on your tax return. SIGNATURE DATE
PRINTED NAME TITLE
SOCIAL SECURITY NUMBER ¦ ¦
EMPLOYER IDENTIFICATION NUMBER ¦
Simplified Process
CSS Training
Business Process training developed and trained by CSS training teamCentral Procurements provided:– Policy Training– Event Planner Card Training– Forms Usage Training– Match Exception Preparer/Change Order
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CSS Update
Cal Answers
• Cal Answers is available for BearBuy reporting needs
• New look for Cal Answers Procure to Pay– Added ‘Table of Contents’ Page– Included Fast Facts – List reports by Category that also tie to each Dashboard
• Changed category and tab to ‘Internal Control’ from ‘Control’– Added ‘Report Index’ Page
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Cal Answers
Cal Answers At a Glance
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Cal Answers
Cal Answers
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Cal Answers
• Cal Answers Login (calanswers.berkeley.edu)
– Home> Dashboards> Procure to Pay> At a Glance• Operations> Purchase Order Summary• Report will show Purchase Orders based on the specified search criteria
including selected date range, Supplier Name, and chart string values. • By clicking on a specific Purchase Order number a menu of additional drill
through report options will appear• Drill Through Reports: Requisition Detail, Purchase Order Detail, Voucher
Detail and Receipt Detail