Sept 1, 2011

UCSF Town Hall MeetingsAugust-September 2011

Agenda

• June Town Hall Recap• Project Update• What Happens to P2P?• Business Policy and Process Changes• Roles Review• Process Review• Next Steps• Brief Demo

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June Town Hall Recap

• New Updates as of 6-9-11– Draft policy changes

• Why the change to BearBuy• What’s new and the value to you• User-focused project approach• Rollout activities• Live Demo!• How you can be involved

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UC Bay Area Procurement and Sourcing• Lower Prices for Goods and Services• Streamlined Procure-to-Pay Process

• One Procurement System……………….

Combined Annual Spend >$1Billion

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May‘11

Jun’11

Jul‘11

Aug‘11

Sep‘11

Oct‘11

Nov‘11

Dec‘11

Jan‘12

Feb‘12

Mar’12

Project Implementation

Test UAT

Town Hall #1 Go Live Preparationsand Town Hall #2 Training

Deployment Toolkit Dev & Vetting

Deployment Team Readiness and Go Live

Preparations

Document PO/AP processes gaps

Address Gaps & Train Operational Team

Customer Service

Deployment Support

Validate

Implementation and Big Bang Deployment for Existing P2P Users

Internal Activities Customer Activities Go Live

Technology

Awareness & Deployment

Department Readiness

Central Readiness

Deployment for non-P2P units

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Live Order Testing

UCSF

UCB 1st Cohort

UCB

Implementation and Phase Cohort Deployment for New Users

Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov

Department Participation

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Go LivePrototype 1

Prototype 2

Focus Group 1Prototype 3

Focus Group 2

User Acceptance

Testing

Communication, Ongoing Business Process & System Training

Design Build / Validate Test UAT Training

2010 2011

Town Hall #1

Town Hall #2

SciQuestApplication

Demo/Webinar

Department Outreach/Meetings

Prototype = Gather RequirementsFocus Group = Refine/Confirm Requirements

Live Order Pilot

• …………………. replaces P2P“Big Bang” mid-Nov for all current users

All Users access BearBuy thru MyAccessMyAccess users automatically have the Shopper Role

(no access request required)All hosted and punchout suppliers will be availableForms are accessible from the home page

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Project Implementation

Home Page

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Shop All Hosted

Catalogs

Shop From Punchout Suppliers

Shop Using Non-Catalog

Forms

Suppliers - Hosted

All Hosted Suppliers in P2P will be in BearBuyAgilent Fermentas Perkin ElmerAnaspec Inc Fisher PromegaBio-Rad GE Healthcare RaininCell Signaling Henry Shein Santa CruzCLS Distribution & Storage Invitrogen SigmaDiscount Lab ISC BioExpress SpectrumE&K Scientific Products Millipore Technical InstrumentsEMD Chemicals NEB USA ScientificEppendorf NA Neta Scientific VWR

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Forms• Today, we use P2P Special Request for non-Catalog items. In

BearBuy we will use Forms. • Instructions will be embedded in the Forms. • Some Forms will just be for requests and will not issue a PO

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Forms

Amount-based Purchase Order (Blanket)

No-PO > $2,500 Form(After-the-Fact)

Capital Equipment Payment Request (TBD)Change Order Request Relocation/Household Moves Copier Lease/Maintenance Services DEA Controlled Substances Sole Source (≥ $25,000.00)Facility Rental Vehicle Charter Non-Catalog

Catalog Goods

Non-Catalog Goods/Services

Change Order Request

Facility Rental (non-UCSF)

Amount-based PO (blanket)

Payment Request (TBD)

• What’s in and what’s out?

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Project Implementation

Not in Where?

Employee Reimbursement

MyExpense

Travel Reimbursement MyExpenseTravel Booking ConnexxusMeeting Entertainment (excluding facility rental)

CRÈME form

• …………………. replaces P2PWhat happens to P2P?

Can close out POs (receive, voucher, match, and pay)Can access history/run reportsCANNOT place requisitions or create POsRules will be adjusted to match BearBuy

P2P POs will be phased out by June 30, 2012

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Project Implementation

Improved User ExperienceCurrent P2P Pain Points Addressed by

Two systems for catalog and non-catalog ordering

One system for both catalog and non-catalog

Cannot save Cart without Chartfields Save Draft Carts without Chartfields

Must remember Fund-DPA Search by PI Name or Fund Name (nickname)

Redundant Chartfield input for every requisition

Set up Personal Profile to expedite Chartfield entry (drop down list)

Cumbersome search list of 235 Category Codes for Special Request

Consolidated drop-down list of ~30 Commodity Codes

Global settings for email notifications User-defined email notifications

Favorites are limited to individuals Favorites can be shared amongst groups

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APPROVED BUSINESS POLICY AND PROCESS CHANGESROLES REVIEW

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Approved Business Policy and Process Changes

Current P2P Process Process

Requisition approval for any dollar amount

Requisition <$500 is self-approved

Self-Approval Requester ≤ $2,500 Self-Approval Requester ≤ $5,000

Default Approver per person Approval per Procurement Dept Code

Three-way match for goods and services• Receiving is required • No online voucher approval• No over price tolerance

Two-way match for goods and services• Receiving is not required, but

optional• Online voucher approval ≥ $5,000• Tolerance of 10% above price but not

over $500

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Shopper

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Requisition Approver

Requester

Voucher Approver Match Exception Resolution Handler

ALL Roles can Shop/Create Carts

Self-ApprovingRequester

Department Roles

Department Roles

Shopper

• Shop/create Carts• Assign Carts to

Requester • Required: must know

who to assign Cart to• Optional: chartfield info

Requester

• Create and complete Requisitions

• Required: must know chartfield info

• Place Orders ≤ $500• Requisitions >$500 will

be routed for approval

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Self-Approving Requester

• Create and complete Requisitions

• Required: must know chartfield info

• Place Orders ≤ $5,000• Requisitions >$5,000

will be routed for approval

Voucher Approver

• Approve Matched Vouchers* for payment ≥ $5,000

• Cannot edit voucher• Cannot be Self-

Approving Requester, Approver or MERH

Match Exception Resolution Handler

• Research/address quantity/price discrepancies for match exceptions

• No change order required to resolve

• Cannot edit voucher

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Requisition Approver

• Review Requisitions >$500 for compliance and budget availability

• Approve, return, or reject partial/entire Requisition

• If also a Requester, cannot approve your own Requisition

*Matched Vouchers meet the new tolerance of 10% or $500 whichever is less

Department Roles

Touch Points Impact

Requester Requisition

ApproverVoucher Approver

# of person(s) involved in

transaction*

≤ $500 Person A No No 1

$500.01 to $5,000 Person A Person B No 2

> $5,000 Person A Person B Person A 2

or > $5,000 Person A Person B Person C 3

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* Add 1 person if the process starts with a Shopper

END-TO-END PROCESS

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Shopping

Carts can be created for:Catalog ItemsNon-Catalog Items (using Forms)

Best practice recommendationsCan combine items from different catalog vendors in a CartDon’t combine catalog and non-catalog (Form) items in a CartA cart cannot be saved without a vendor so departments need to establish a process for

Shopper to work with a Requester in the Dept to request set-up

Request to set up a new vendor: same processOnline form to request new vendor setup at Campus Procurement website

http://cpbc.ucsf.edu/files/files/SRVendorSetupForm.pdf

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1 1A

Create cart, Add/Enter Items, Assign

Additional review

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Optional Cart Approval

Shoppers can assign the Cart to another person with Shopper role for review (1A) e.g., if a PI wants to review the purchase, assign the Cart to the PI.

Shopper (1A) reviewing the Cart can make changes to the Cart, assign Cart back to original Shopper (1) or assign to Requester (2) to place order

From an audit trail perspective, if a PI is assigned a Cart and sends it on to the Requester, that is an indication of “okay to order.”

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Create cart, Add/Enter Items, Assign

Additional review

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Assign codes, attach supporting docs, and submit; if under self approval threshold it

dispatches directly to the vendor

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Requesting

Requesters will have pre-loaded valid Chartfields based on what they used in P2P.Requesters can set up their Profile with Favorite Chartfields.Requesters may support multiple Shoppers.Requesters can edit Cart information.Requester can select optional approvers.

Best Practice Recommendations: Establish a Requisition naming convention Establish Department guidelines for whether additional levels of Approval are needed

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Assign codes, attach supporting docs, and submit; if under self approval threshold it

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Approving

Requisitions are routed to Procurement Dept. Code approval folder.Approvers cannot edit Requisitions.Some Approvers also have the Requester role and can shop and create requisitions but cannot approve their own orders above $500.

Best Practice recommendations:Agree on a Department approach for managing the approval folderFilter the worklist by Fund or Procurement Dept Code.Sort the worklist by Requester, Requisition Name, dates, etc.

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Assign codes, attach supporting docs, and submit; if under self approval threshold it

dispatches directly to the vendor

33A

Approve, return or reject Requisition

Pre-approver

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Optional Requisition Approval

The Requester is responsible for specifying optional approvers (Approver can no longer add optional approvers like in P2P).

Requesters specify whether an optional approver is a pre-approver or ad-hoc approver. This will determine whether the optional approver will get the Requisition before or after the Procurement Dept. Code Approver.

Best Practice recommendations: May want ad-hoc approver(s) for split funds or specific type of purchases.

 

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Assign codes, attach supporting docs, and submit; if under self approval threshold it

dispatches directly to the vendor

33A 3B

Approve, return or reject Requisition

Pre-approver Ad hoc Approver #1 and #2

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Central Buyer Approval Process

Certain Requisitions will route to Campus Buyers:Non-catalog > $5,000Equipment or unit price > $5,000Controlled substances and restricted items Independent Consultant Agreement

Campus Buyers are assigned a group of Procurement Dept Codes and are responsible for reviewing and approving the Requisitions in those Dept Codes.

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(Bu

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PO Dispatch

Once the Requisition is fully approved, a PO is created. The dispatch process sends PO electronically, via email/fax according to the PeopleSoft Vendor record.

The PO creates an encumbrance (Lien) in PeopleSoft.BearBuy users can look up a PO in BearBuy and view order status. A printable version of the PO is available after dispatch.PO Dispatch is within minutes provided necessary approval workflow is complete.

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Optional Receiving for Record Keeping

Confirming physical receipt of goods is required for audit purposes. (6) Can be done by Shopper or Requester.

Using BearBuy to enter receipts is optional and will not affect payment.Departments can attach a scanned image of Packing Slip to the PO in BearBuy.Can run History report on Receipts.Requester (6C) or Voucher Approver (6D) can create receipt in BearBuy.

Best Practice recommendations If a Shopper initiated the order, establish a Department procedure for communicating if

goods are not received.

6

File packing slip for record retention

Acknowledge receipt of

goods/service

Handle shipment issue with Vendor

6A 6B

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Approve or reject vouchers greater

than threshold

6D

Create receipt in BearBuy

6C

OR

Invoice Processing

Electronic InvoicingEnabled vendors and almost every catalog vendor will send electronic invoices to

BearBuy.Paper Invoicing

AP enters the voucher in BearBuy and scans invoice copy in WebNow. Invoice can be viewed from BearBuy

Payment status [check number] can be viewed in BearBuy.Best Practice Recommendation:

Departments should establish a process to review invoice status and resolve any invoice disputes timely.

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(Acc

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2-way match (compare PO to Invoice Price / QTY)

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Invoice Scanned & Voucher Entered

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Voucher Approval

Invoice is matched to PO based on line-item quantity and amount. Matched invoices under $5,000 will pay automatically.Matched invoice ≥ $5,000 will route to Voucher Approver to approve or reject.

Optional: Add comments or attach email approval/confirmation.Best practice recommendation:

Do not REJECT a voucher because you are waiting for additional information before approving it. This will delete the voucher and it will have to be re-entered by AP.

Reject ONLY if you know for sure you don’t want the voucher to be paid.

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2-way match (compare PO to Invoice Price / QTY)

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9A

Approve or reject vouchers greater

than threshold

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Vouchers that don’t meet matching requirements result in Match Exception.Outside of 10% and $500 price tolerance

Research and clear exceptions when the invoice and Purchase Order do not match. When appropriate, work with the vendor to correct erroneous invoices.

Once issue is resolved, approve to clear the match exception.Clearing match exceptions, “okay to pay”, is performed without making changes to PO.

Error Processing - Match ExceptionsC

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2-way match (compare PO to Invoice Price / QTY)

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9A

Address match exceptions

(if applicable)

Approve or reject vouchers greater

than threshold

9B

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Financial ManagementC

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GL VerificationContinue to use GL Transaction Detail No change to general guidelines between SAS 112 and SAS 115

Controller’s Office guidance in the Procurement section will be updated to include BearBuy details: http://controller.ucsf.edu/fin_compliance/

Managing LiensContinue to view liens in WeblinksRelieving or removing Liens: no change to current process

Transactional Reporting

• Reporting– For transactions, use reporting– Run report from History Tab on Requisitions, POs, and

Vouchers using Search/Filter Criteria– Can export to Excel– Remember: Reports are transactional, not financial

• P2P Reporting (e-Procurement Reports)– For P2P historical information, run these reports

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Reporting

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NEXT STEPS

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Aug Sep Oct Nov

Roles Preparation by P2P Coordinator & Access Administrator – DUE 9/2

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Dept Role Assignments Role-Based Training (Classroom, Webinar, Self-paced)

Drop-in Labs for Role Mapping Discussion in

August

Lab Time: 9:00 AM to 3:00 PMTuesday 2-Aug Parnassus Clinical Sciences C-417Tuesday 9-Aug Laurel Heights Chancellor's RoomTuesday 16-Aug Parnassus Nursing Bldg N-517Tuesday 23-Aug Laurel Heights Chancellor's Room

August SFGH Appointments Only

Go Live

Upcoming TrainingTraining will be available to end users through a variety of channels from September – December. Early sign up is encouraged to ensure users are fully trained in BearBuy prior to go live (numbers are subject to change)

BearBuy Role DescriptionTraining Delivery Types

UPK* LiveWebinar** Classroom

Shopper Search/Shop, Create and Assign cart

√ 4 21

Requester Search/Shop, Edit/Create, Submit Requisition

√ 6 21

Requisition Approver Review, Check budget, Approve(return/reject)

√ 3 16

Voucher Approver Approve Vouchers ≥ $5,000 √ 7

Match Exception Handler

Dept. Buyer, review and resolves match exceptions

√ 6

* UPK is a self-paced interactive online tutorial** Webinars will also be recorded and posted

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Sign up for training through the UC Learning Center: https://learningcenter.ucsfmedicalcenter.org/

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Town Halls will outline policy updates and decisions to the system which will help you prepare for go-live.  

 Tuesday, August 30 2:00-4:00Toland Hall, UCSF Parnassus

 Wednesday, August 31 10:00-12:00

Laurel Heights Auditorium, UCSF Laurel Heights 

Thursday, September 1 10:00-12:00Genentech Hall, UCSF Mission Bay

 Thursday, September 15 2:00-4:00

Carr Auditorium, UCSF San Francisco General Hospital (SFGH)

Wednesday, September 21 2:00-4:00Toland Hall, UCSF Parnassus

Register at http://bearbuy.polldaddy.com/s/new-survey-2

• Monthly newsletter: bearbuy.ucsf.edu/newsletter/ • Website: bearbuy.ucsf.edu • Contact us:

bearbuy@ucsf.edujim.hine@ucsf.eduvanessa.wong@ucsf.eduzoanne.nelson@ucsf.edu

How to Stay Connected

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Customer Support

• For Application how-to questions after go-live– ITS Help Desk 514-4100

• For policies and procedural questions related to – Email BearBuy@ucsf.edu

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BRIEF DEMOVIEW TRANSACTION HISTORY

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