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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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Variety of Very Significant Primary Benefits

Major additional benefit: proof of concept for regional centers of excellence

Key element Oppty. size

Imple. difficulty

Benefit type Benefit

Effective-ness

Effi-ciency UCB UCSF UC

Sourcing

Improve terms/pricing from consolidated UCB/UCSF volumes to system-wide vendors

Med X Med Med High

Regional agreements with joint vendors Med X High High High

Procurement Increased “strategic procurement” RFPs, negotiated agreements for transactional procurement

High X High High Med

Expansion/extension of specialty programs (e.g., EMI, equipment DB, incoming freight, warehouse, auctions)

Low X High Med High

Ops/ Tech

Consolidated catalog management Med \ X Med High High

Consolidated systems (e.g., e-pro, PeopleSoft) High \ X High High High

Organization Streamlined/Shared management Med X X High Low Med

Bridge resources gaps Med X X High Med Med

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AT&T: good example of power of collective UCB/UCSF spend

Note: UC Berkeley spends ~$600K with Comcast annually for Internet services Source: UC Berkeley BFS A/P database, UCB Telephony Manager, UCSF procurement spend data

Segment Area

UCSF Campus Annual

UCSF Med Center Annual

UCSF Annual Spend

UCB Annual Spend

Combined Annual Spend

1) Voice landlines

$1,741,763 $637,075 $2,378,838 $4,400,000 $6,778,838

2) Data/ network

$4,376,970 $1,584,780 $5,961,750 $52,300 $6,014,050

3) Wireless $1,578,652 $546,000 $2,124,652 $898,562 $3,023,214

4) Other equipment, services

$3,040,307 $119,942 $3,160,249 $526,926 $3,687,175

GRAND TOTAL -ANNUAL PAYMENTS TO AT&T

$10,737,692 $2,887,797 $13,625,489 $5,877,789 $19,503,277

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Both Campuses now moving to same procurement systems configuration

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Approve &

Match

People

Soft

ERP

Bea

r Buy

Full

Suite

Log In EH&S Approvals

Validate & Budget Check

Create PO

Financial Approvals Send Via:

cXML EDI

Email Fax

Portal

Login Shop Create Req.

Approve Req.

Create PO

Transmit PO Settle

Auto

Enhanced Manual

Custom Approvals

Final Budget Check

(optional)

Accept E-Invoice:

cXML EDI

Portal

Encumber Funds

(Match) &

Pay Invoice

Punchout Catalogs

Custom Forms

Non-Catalog Items

Stockroom Items

Hosted Catalogs

Outbound Sync: Suppliers, Chartfield

Auth. Interface /

LDAP

Enter Receipt

Create Req.

Update Payment Status

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Bear Buy Full Suite will address key shortcomings of current P2P

Addressed by SciQuest Full Suite

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Login

Single Sign-On login from UCSF portal; home page directs users to the UCSF contracts and catalogs.

This information is confidential and was prepared by Bain & Company solely for the use of our client; it is not to be relied on by any 3rd party without Bain's prior written consent.�

Home / Search

You can search the Catalog, or Hosted Content to add items to your Shopping Cart.

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Catalog Search Results

Product searches return a range of items with UCSF negotiated pricing.

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Also aligns us with broader UC direction

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UC SciQuest Consortium Centralized Catalog/Contract Mgt.

UCSC UCR UCSD UCB

Irvine

Merced

UCLA

UCSB

UCD

UCOP

Legacy systems, option for P-card Access to SciQuest under investigation

Currently has legacy version of Perfect behind the firewall , ERP project in process, SciQuest a consideration

UCSF

Sci- Quest

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User Intensive Project Plan

LEGEND High  Level  Workstream End  User  Engagement Intermi7ent,  Ongoing  Communca=on Year  End  Close  Window Project  Team  Tasks Holiday

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User Intensive Project Org Chart

11 This information is confidential and was prepared by Bain & Company solely for the use of our client; it is not to be relied on by any 3rd party without Bain's prior written consent.�

Collaboration model will evolve over time

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shared Campus Specific

Step  2:  +  shared  commodity  experts,  joint  procurement  management  and  

shared  catalog  management  

Shared Catalog Management

Step  1:  Overall  Management  and  Sourcing  

Limited Shared Catalog Management Shared Catalog Management

Step  3:  +  shared  OperaDons/Tech  Management    

Shared ED/MM

Shared Sourcing

UCB Proc/Ops UCSF Proc UCB Ops/

Tech/Misc

Shared ED/MM

Shared Sourcing

Joint Proc Mgt.

UCB Tech/Ops/Other

UCSF Ops/Tech/

Misc

Shared ED/MM

Shared Sourcing

Shared Proc

Shared Tech/Ops/

Other

UCB Proc

UCB Systems

UCB Other Ops

UCB Campus Specific

UCSF Campus Specific

Shared Sr. Comm. Experts

UCB campus Specific

UCSF campus Specific

Shared Sr. Comm. Experts

UCB Specific Ops/Tech

UCSF Specific Ops/Tech

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Collaboration Summary: Substantial Department Savings, Increased Central efficiency, better customer service

Departments

Central

Backup BearBuy ScreenShots

3/14/2011

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Login

Single Sign-On login from UCSF portal; home page directs users to the UCSF contracts and catalogs.

This information is confidential and was prepared by Bain & Company solely for the use of our client; it is not to be relied on by any 3rd party without Bain's prior written consent.�

Home / Search

You can search the Catalog, or Hosted Content to add items to your Shopping Cart.

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This information is confidential and was prepared by Bain & Company solely for the use of our client; it is not to be relied on by any 3rd party without Bain's prior written consent.�

Catalog Search Results

Product searches return a range of items with UCSF negotiated pricing.

This information is confidential and was prepared by Bain & Company solely for the use of our client; it is not to be relied on by any 3rd party without Bain's prior written consent.�

Item Details

Many catalog items have rich content and images provided by the supplier.

This information is confidential and was prepared by Bain & Company solely for the use of our client; it is not to be relied on by any 3rd party without Bain's prior written consent.�

Forms

Each form is unique and will guide you through the instructions and completing the compulsory information. Forms can become items on a Requisition.

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Shopping Cart

All of the items in a cart are shown, and Shoppers can add account details and comments for Approvers to review.

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Requisition Details

Requisitions have a wizard that easily walks the Shopper and Requestor through the necessary pieces to complete.

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Accounting Codes

Timely accounting / chart field information from PeopleSoft is always available in BearBuy.

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Requisition Workflow

The Requisition workflow is dependent on several factors, including dollar amount, item type, department, etc.

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Approval Queue

There are various types of approval needed for Requisitions. Approvers have a single view for all of the ‘queues’ they are assigned.

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History

History is a inquiry method to view PR, PO, Invoice and other information.

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PO History Results

History results provide quick access to numerous details for a document, along with status, and pertinent ID numbers.

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PO Details

Accessing the details of a PO is simple, just search for the PO number, or find it in History.

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Create Invoice

In some cases, Invoice information is populated based on the SciQuest (BearBuy) PO information, reducing errors from rekeying information.