Supply Chain Management News
December 2018
Dear Campus,
  
We would like to inform you of a few updates and important events coming soon. 
Please review the topics below and follow the links or scroll down for more information on each topic.  
 
This month's SCM News:
  • We Have Heard You
  • Scheduled Maintenance Downtime - BFS Tools Upgrade
  • Winter Curtailment Schedule
  • Procurement Tips
  • SCM Website Survey
  • New Shopper Information

If you have any questions, please contact the BearBuy Help Desk at 
510-664-9000 (options 1,2) or  BearBuyHelp@berkeley.edu   for immediate assistance.

Thank you for your continued support, 
Supply Chain Management
We Have Heard You - Process Improvement Efforts
Supply Chain Management (SCM) has been looking at how we could improve processes and reduce work when possible.  We have increased the threshold from ≥$10,000 to ≥$50,000  Source Selection & Price Reasonableness Form  for  non-federally funded  orders.    This change will result in a reduction of ~1,500 paper forms being processed by campus end-users each fiscal year.

No changes will be made for  federally funded  orders. Federal Acquisition Regulations require department end-users to document purchases ≥$10,000. The  Source Selection & Price Reasonableness Form  includes required documentation requirements for federally funded acquisitions.
Scheduled Maintenance Downtime
BFS Tools Upgrade:

Saturday, December 15th, 6:00 a.m. ~ Monday, December 17th, 6:00 a.m. 
BFS will undergo a Tools Upgrade as scheduled maintenance and will be unavailable over the weekend. BearBuy will be one of the systems impacted by the downtime. BearBuy will also be unavailable due to dependence on BFS for user roles, permissions, chartstring validation, and supplier data.    
Winter Curtailment Schedule
Due to winter curtailment between December 24, 2018 and January 1, 2019, Supply Chain Management will have reduced staffing for emergencies and essential operations only.   
  • Bear Buy system will remain up and available to campus users for ordering.  Please contact bearbuyhelp@berkeley.edu for emergency support and to report any unscheduled down time.  Turnaround time will be limited based on CSS and campus department staff availability for order and payment approvals.
  • High dollar orders will be placed during curtailment for emergency acquisitions only. If you have a life-safety or program continuity business need, please email supplychain@berkeley.edu with the subject line "Emergency Acquisition" and a description of the business need. A buyer will contact you as soon as possible during regular business hours.  
  • Supplier Onboarding will be extremely limited due staff availability. The Curtailment period is excluded from the five day service level as non-business days. No address changes or updates will be made during this period. 
Procurement Tips
Who is my department's assigned Buyer?
If you are unsure of where to start with your purchasing transaction, Contact your Buyer for assistance by using your Org Node and department name to find your assigned Buyer in this matrix .
 
Order Status
If you need help finding out the status of your order in Bear Buy, you can reference the SCM website for guidance on how to look up the status of your orde r .  Your SCM assigned Buyer will not receive the requisition until it has been approved by the department Org Node approver.
 
Expediting an order
If an order warrants expedited handling, please change the priority on the requisition to "urgent". If you have already submitted the requisition, please provide the requisition number in your email and contact your assigned Buyer .
 
SCM service level turn around times
Urgent requests will be handled on a first in, first out basis. Standard turnaround time (Service Level Agreements) for purchase and contract types are available on our  Service Level web page . Please be aware that contract negotiations with suppliers can cause delays.
 
SCM Website Survey
We would love to hear your feedback on our website. Please take some time to take the following survey
New Shopper Information
Below are links to the BearBuy website, instructional aids, training courses and how to create Service Now tickets for BearBuy related issues. You can also find information on the left side bar of the BearBuy home page.

This link will direct you to the BearBuy Homepage. Take note of the main image because this is a high level view of a BearBuy transaction workflow. Additionally, the BearBuy Website is a hub for numerous links such as the   Roles & Responsibilities   tab that defines the various types BearBuy Users.

This link contains numerous BearBuy training materials. Feel free to click on the various videos and guides as you explore the intricacies of BearBuy.

Whether you are an experienced BearBuy shopper or new shopper, it is always great to have a face-to-face training with a designated BearBuy trainer. Review the list of dates for the "Basics for Shoppers training" and choose a date that fits your schedule. We look forward to meeting you and answering your questions.

If you have any problems or issues related to BearBuy you can contact the help desk and submit a Service Now ticket.

Links:
https://supplychain.berkeley.edu/campus/bearbuy
https://supplychain.berkeley.edu/campus/bearbuy/roles-responsibilities
https://supplychain.berkeley.edu/campus/bearbuy/instructional-resources
https://supplychain.berkeley.edu/campus/bearbuy/training-courses
https://supplychain.berkeley.edu/campus/bearbuy/bearbuy-help-desk