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Bears That Buy Town Hall

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Bears That Buy Town Hall December 6, 2013 – PowerPoint PPT presentation

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Title: Bears That Buy Town Hall


1

Bears That Buy Town Hall December 6, 2013
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

3
BearBuy Overview
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.
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
departments 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.
6
Outreach Activities Since August 2012
  • Since August 2012 weve held about 81 outreach
    activities reaching over 700 UCB employees.
  • Weve 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

7
New Home/Shop layout
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.

9
Shopping in bearbuy
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

11
Model 1 Workflow without Cart Authorizer
12
Model 1 Shopper Submits A Cart
13
Model 1 Shopper Submits A Cart
14
Model 1 Shopper Submits A Cart
15
Model 1 Shopper Submits A Cart
16
Model 1 Recap
  • A Shopper shops
  • A Shopper submits the cart
  • The cart is processed by the Requisition Creator

Shopper
Req Creator
17
Walkthrough
18
Model 2 Workflow with Cart Authorizer
19
Model 2 Shopper assigns cart to Cart Authorizer
20
Model 2 Shopper assigns cart to Cart Authorizer
21
Model 2 Shopper assigns cart to Cart Authorizer
Review items in cart
22
Model 2 Shopper assigns cart to Cart Authorizer
Review items in cart
23
Model 2 Shopper assigns cart to Cart Authorizer
Review items in cart
24
Model 2 Shopper assigns cart to Cart Authorizer
Review items in cart
25
Model 2 Shopper assigns cart to Cart Authorizer
Review items in cart
26
Model 2 Shopper assigns cart to Cart Authorizer
Review items in cart
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
28
Walkthrough
29
Bearbuy Tips
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. 

31
resources and support
32
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.

33
Help Desk
  • BearBuy Help Desk 1 place to stop for help
  • BearBuy information (about BearBuy),
  • Recommended best practices,
  • Technical assistance,
  • Policy related questions, and
  • 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 (bearbuyhelp_at_berkeley.edu)

34
Cal answers procure-to-pay reports
35
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

36
After The Fact Report
  • Cal Answers gt Procure to Pay gt Spend gt 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

37
Consolidated Spend Report
  • Cal Answers gt Procure to Pay gt Executive
    Leadership gt 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

38
  • Questions and Answers!
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