uc berkeley august 2011 town halls

8/6/2019 UC Berkeley August 2011 Town Halls

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August 2011


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Agenda

Welcome Why BearBuy?

Project Approach

Whats coming with BearBuy

BearBuy Demonstration

Deployment Activities

Reporting

Staying Connected Q&A


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Why BearBuy?

An Operational Excellence procurement initiative designed to

save you time and money on procurement so you can

spend your time and money on what you do best

teach, research, and serve the public


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What if the two Bay Area UC campuses could pool

their efforts into an integrated Co-operative

Procurement and Sourcing Center of Excellence?

Combined Annual Spend >$1Billion


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Collaboration and common platforms,

policies, and processes enable benefits

Benefit A. Combined

UC Berkeley /

UCSF spend and

contracts

B. Shared UC Berkeley

/ UCSF resources

and expertise

C. BearBuy*

Technology

Processes

Policies

1. Lower Department

costs for goods and

services

High Med High

2. Streamlined

department Procure-

to- Pay processes

High

3. Streamlined central

procure to pay

processes, lower

costs

Med Med High

Drivers/Impact

* and other enabling Source-to-Pay technologies such as

reporting (CalAnswers), e-sourcing and contract mgt


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Benefits of BearBuy

Efficiencies

Shopper role eliminatesduplicate entry

24/7 access to Shopping andApproving

Ease of Use

Catalog content available withUC preferred pricing

Catalog and non-catalog ordersin same page

Visibility Online history: all purchasing and

payment information in oneplace

Data export capability

Speed

Orders are electronically sent tothe supplier as soon as approvalworkflow step is complete

Orders dispatched to vendors inreal-time

Cost Savings On contract spend

Increased spend visibility willlead to better supplier pricing

Compliance Ability for departments to

increase compliance usingworkflow


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Project Approach


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Four day workshop to determine objectives, goals, keydeliverables, workflow

45 campus staff from 15 departments participated

Extensive outreach to departments to gain a deep

understanding of the current pain points and the business needs

Formed Advisory groups

End Users Advisory Group

Liaison Group

Ongoing feedback loops with users

Multiple Prototyping sessions with a broad range of participants

Multiple Focus Groups by function

User Acceptance Testing

Understanding campus needs


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2010 Apr 11May

11

Jun

11

Jul

11

Aug

11

Sep

11

Oct

11

Nov

11

Dec

11

Jan

12

Test

End User

Acceptance

Testing

ValidateLive Order

TestingBuild

User Focused Configuration and

Involvement throughout Project Life Cycle

Business Process Transformation

Communication, Town Hall, Ongoing Business Process & System Training

Prototyping 2

Focus Group 1

Prototyping 3

Focus Group 2

Town Halls

User Acceptance

Testing

Town Halls

Needs Analysis

Extensive

outreach to gain

understanding of

current pain

points andbusiness needs

Prototyping 1


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Whats coming with BearBuy


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Whats Coming with BearBuy

BearBuy will integrate with BFS9 CalNet single sign-on through blu portal

Introduces a new Shopper role

Consolidated ordering process through a single point of entry

for hosted and punch-out catalogs Forms for non-catalog and specialty orders

Enhanced workflow capability

System of record for supporting documents and comments

Electronic invoicing with high-volume vendors

Integration with CalAnswers (campus reporting tool)


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BearBuy Procure-to-Pay Cycle

Cart Purchase Requisition Purchase Order

Fulfillment Voucher Entry & Approval Payment Status

Shopping Hosted Catalog

Punchout Catalog

Forms

Requisition Creator Enters chartfield,

shipping, etc.

Approval(s) Department

Org Node

approval

Purchasing Review high dollar

and items requiring

Buyer intervention

Receiving (for

Goods) Unpacking

Quality Checking

Desktop Delivery

Receiving (for

Services) Confirm that

services were

rendered

Invoice PO Invoices

entered by

Disbursements

Approval Dept approval

for voucher

Threshold TBD

2-way Match Voucher + PO match

Based on tolerances

Routing for match

exceptions

Supplier Receives PO

Fulfills goods /

services

OR

Payment Payments from BFS

Payment information

lookup available in

BearBuy

Authorization Optional

additional

authorizations

* Receiving is available, but not required in BearBuy


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Departmental Roles in BearBuy - Summary

Function Role Status (New or Existing Role)

Create Cart Shopper New Role

Prepare Requisition / Cart Requisition Creator Existing Role in BFS

Purchase Authorization Cart Authorizer New Role

Additional Authorizer New Role

Chartfield 1 & 2 Authorizer New Role

Purchase Approval Requisition Org Node Approver Existing Role in BFS

Receiving Receiver Existing Role in BFS

Vouchering Voucher Approver Existing Role in BFS

Error Processing PO Change Order Processor

Existing Role in BFS, but substantially

different function in BearBuy

Match Exception Preparer New Role

Match Exception Approver New Role


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BearBuy Demonstration


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Workflow OverviewBerkeley BearBuy Business Process

Voucher Approval

Match Exception

Preparation and

Approval

Shopper

Authorization &

Org Node

Approver(s)

Central

Requisition

Creator

Receiving

Vendor

Step 1: ShopperCreates cart and enters

goods / services

Optional: Cart Authorizer- based on Department

decision

Step 2: Requisition CreatorReviews cart, enters Chartfields (if

needed) and Submits cart /Creates Requisition

1a.Submit (only if Org Node is specified)

Step 3a: AdditionalAuthorizer 1

Optional Ad Hocapproval/authorization of

requisition

Requires BuyerApproval?

Yes

Step 6: Buyer ApproverRoutes based on Org Node,

PR Value and if centralapproval is required

No

Step 8: Vendor FulfillsOrder

Fulfills order and issuesinvoice

Step 10: InvoiceProcessing

Scans invoice and entersvoucher or electronic

invoice receipt

Step 9: ReceivingAcknowledge receipt ofgoods / services; files

packing slip

PO MatchInvoice?

Optional:Conductelectronic receiving; scanand attach packing slip

Step 13: Voucher ApprovalNecessary for Invoices over

$X,XXXStep 12a:MatchExceptions

Investigate and resolvematch exceptions

Yesmeets threshold

Step 15: ReconciliationPer SAS 115

Step 5: RequisitionApprover

Reviews and approvesrequisition.

Step 3b: AdditionalAuthorizer 2

Optional Ad Hocapproval/authorization of

requisition

Step 4a: Chartfield 1Active IF Chartfield1 in

account string hasApprover set in BFS

Step 4b: Chartfield 2Active IF Chartfield2 in

account string hasApprover set in BFS

Step 7: DispatchPO created and

transmitted to Vendor;funds encumbered;

BFS updated.

Step 11: Auto-matchesInvoice to PO for amt and

qty; Match Exceptionssent to Department

Step 14: VoucherExport

Expense to BFS andRelease Payment to

Vendor

YesExceeds threshold

Step 12b: Match ExceptionApproval

All match exceptions

No

Assign Cart orSubmit?

1b. Assign Cart

Legend

Optional: specified by Shopper, Cart Authorizer, or Req. Creator

Optional step or activity

Mandatory step

User Decision Point

Predetermined by the Dept. in BFS

Conditional based on purchasing rules


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Scenario 1 Workflow

*Step numbering continued from Overall Business Process

Berkeley BearBuy Business Process Scenario #1

Voucher

Approval

Receiving

Vendor

Central

Authorization &

Org Node

Approver(s)

Requisition

Creator

Shopper

Step 4a: Chartfield 1

Active IF Chartfield1 in

account string has Approver

set in BFS

Step 3b: Additional

Authorizer 2

Optional Ad Hoc

approval/authorization

of requisition

Step 5: Requisition

Approver

Reviews and approves

requisition.

Requires Buyer

Approval?

Step 3a: Additional

Authorizer 1

Optional Ad Hoc


of requisition

Step 4b: Chartfield 2


account string has Approver

set in BFS

1a.Submit (only if Org Node is specified)

1b. Assign Cart

Step 2: Requisition CreatorReviews cart, enters Chartfields (if

needed) and Submits cart /Creates Requisition

Assign Cart or

Submit?

Optional: Cart Authorizer

- based on Departmentdecision

Step 1: Shopper

Creates cart and entersgoods / services

Legend

Optional: specified by Shopper, Cart Authorizer, or Req. Cre ator


Mandatory step

User Decision Point



No

Step 8: Vendor FulfillsOrder

Fulfills order and issuesinvoice

Step 7: DispatchPO created and

transmitted to Vendor;funds encumbered;

BFS updated.

Step 9: ReceivingAcknowledge receipt of goods /

services; files packing slip

Optional:Conduct electronicreceiving; scan and attach

packing slip



Vendor

Step 11: Auto-matchesInvoice to PO for amt and

qty; Match Exceptionssent to Department

Step 10: InvoiceProcessing

Scans invoice and entersvoucher or electronic

invoice receipt

Step 13: Voucher ApprovalNecessary for all Payment

Requests


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JENS TO ADD

Scenario 2 Workflow

*Step numbering continued from Overall Business Process

Berkeley BearBuy Business Process Scenario #2

Central AP /

Disbursements

Voucher

Approval

Authorization &

Org Node

Approver(s)

Requisition

Creator

Step 4b: Chartfield 2


account string has

Approver set in BFS

Step 4a: Chartfield 1


account string has

Approver set in BFS

Step 5: Requisition

Approver

Reviews and approves

requisition.

Step 3b: Additional

Authorizer 2

Optional Ad Hoc


of requisition

Legend

Optional: specified by Shopper, Cart Authorizer, or Req. Creator


Mandatory step

User Decision Point



Step 3a: Additional

Authorizer 1

Optional Ad Hoc


of requisition

Step 2: Requisition CreatorReviews cart, enters Chartfields (ifneeded) and Creates Requisition

Shopper or Requisition CreatorPrepares Payment Request form,reviews cart, enters Chartfields (if

needed) and Submits cart.

Step 13: VoucherApproval

Necessary for all PaymentRequests



Vendor

Auto-Flip processcreates Voucher,

assigned to AP

Voucher Build, Review and Update Activities specific to Payment Request

Direct-Voucher Review:Update Supplier Invoice

Number, Invoice Date, etc.


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Deployment Activities


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May11

Jun11

Jul11

Aug11

Sep11

Oct11

Nov11

Dec11

Jan12

Feb12

Mar12

Test UAT

Forums High Touch Department Buy-In Activities

Deployment Toolkit

Dev & Vetting

BP Business Process options

Deployment Team Readiness and

Go Live Preparations

Document Procurement /APprocesses gaps

Address Gaps & Train Operational Team Customer Service

Validate

Configuration and Testing

TechnologyLive Order

TestingBuild

Cohort #1

Internal Activities Customer Activities Cohort 1

Vet Rollout

Toolkit

Vision/

ScopeDeployment Activities Support

Ongoing AwarenessCommunications

CentralReadiness

Dept

Readiness

Cohort #1

Awareness

Deployment Approach


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Encourages learn with your peers engagement by combining

departments/units from the outset Emphasis of Cohort deployment is process/change management and

department/unit ownership and acceptance

Facilitated approach and tools to guide departments through business

decisions and role assignments Develops critical in-department/unit expertise and retains knowledge

within department/unit

Cohort deployment consists of:

Cohort Model

Project Guidance

Solution

Support

Shared Vision

and Scope Assess Set Up Train Rollout

Knowledge Transfer


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Online training tutorials

Role based and topic oriented

Topics ~ 5 minutes in length

Excellent for savvy or casual

users

User guide

Detailed step-by-step

instruction

Instructor-led training classes

Role-based hands-on classes

conducted

Additional training

Role-based webinars

Webinars available

Cheat sheet / Job aids

Condensed steps to provide the

basics and high frequency tasks

Training Offerings


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Cohort #1 go-live end of January 2012 Deployment phased through June 2012

Department engagement begins three months prior

to each cohorts go-live

Key dates


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Reporting


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New reporting via CalAnswers

Campus-wide Oracle Business Intelligence Enterprise Edition

(OBIEE) reporting solution, branded CalAnswers

Provides dynamic reporting and analytical functionality

Facilitates improved monitoring and management of

procurement and payment activities including:

1. Operational reporting capability, facilitating daily monitoring of

the purchasing cycle

2. Management Dashboards to allow analysis of purchasing

practices and efficiencies

3. Flexibility to build custom reports as required

CalAnswers is complementary to information provided by

BAIRS, BFS, and BearBuy


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Staying Connected


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Monthly newsletter: bearbuy.berkeley.edu/newsletter/

Website: bearbuy.berkeley.edu

Town Halls

Talk with your colleagues

Talk with the project team feedback is key!

[email protected]

How to stay connected
http://bearbuy.berkeley.edu/newsletter/http://bearbuy.berkeley.edu/mailto:[email protected]:[email protected]://bearbuy.berkeley.edu/http://bearbuy.berkeley.edu/newsletter/


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Contact Information

[email protected]

[email protected]

[email protected]

Presentation and key resources are available at

bearbuy.berkeley.edu

Questions?
mailto:[email protected]:[email protected]:[email protected]://www.bearbuy.berkeley.edu/http://www.bearbuy.berkeley.edu/mailto:[email protected]:[email protected]:[email protected]


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bearbuy.berkeley.edu
http://www.bearbuy.berkeley.edu/http://www.bearbuy.berkeley.edu/

uc berkeley august 2011 town halls

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