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NEW BEARBUY USER EXPERIENCE
Jaggaer, the supplier of BearBuy, will be implementing a new user experience (UX) with the 21.1 release which will go live Monday, April 12.
The new interface is streamlined and simplified with easier access to information, transforming the end-to-end process across shopping, requisitions, purchase orders and invoices. The look and feel of BearBuy will change, but the functionality will remain the same.
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figure 1
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Starting March 12, Jaggaer will enable a toggle button that will allow a voluntary preview of the new UX and the ability to switch back to the classic UX as needed. The toggle button will be located at the bottom right hand corner when navigating to the BearBuy landing page, or Requisition/Purchase Order/Invoice documents (see figure 1).
The pop-up message can be dismissed, and afterward the toggle button will continue to display (see figure 2).
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figure 2
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After clicking the toggle, you can select the new UX and save or revert back to the classic UX. The toggle will be available when viewing a requisition, purchase order and invoice. After the release, the new UX will be on by default and the classic UX will be retired. We look forward to this exciting change and a fresh and modern BearBuy interface.
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Updates to SCM's Conflict of Interest Process and Form
In SCM Strategic Procurement's continuing quest to update and improve our processes we've turned our attention to the conflict of interest form. UC Policy and State/Federal laws prohibits employees from participating in or making a decision about purchases if the employee has a financial interest. Requirements governing such decision making are outlined in the University Conflict of Interest Code and must be followed when the University purchases goods and services.
The conflict of interest form is used when there is a suspected (or real) conflict of interest. It provides the information necessary for a formal review of the situation and documents UCSF's efforts to ensure we remain within our policies.
Effective immediately, we ask that UCSF campus begin using the new UCOP Conflict of Interest form to either report suspected conflicts of interest or to seek formal review of a potential conflict of interest. We ask that you email the completed form to your SCM Department-Assigned Buyer before completing the requisition so that SCM can review the matter before burdening your department with additional work. Note that reviews are often completed in one to three days but, we may need longer depending on the nature of the transaction and specifics of the situation.
To find out more about what constitutes a procurement conflict of interest, please see SCM Conflict of Interest.
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Use the SCM Response Team Intake Form for Support
Supply Chain Management support is managed by the SCM Response Team - a group staffed by our own subject-matter experts. Remember to use the intake forms found virtually across the SCM website to get help as soon as possible.
The intake forms guide you in including important information that will help the team support you and ensure your question is directed to the right person more quickly to better serve your needs. Please refer your suppliers or external partners to the Suppliers/External Customers button. Submit your questions below or access the form through the SCM website.
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ANCHOR INSTITUTION INITIATIVE
Celebrate Black History Month with New ATG Suppliers
Celebrate Black History Month by supporting the newly added catering suppliers in America To Go (ATG) from the San Francisco African American Chamber of Commerce (SFAACC).
To continue our commitment in diversity, equity and inclusion we have expanded our outreach efforts in the local community to source more diverse caterers. New additions featured so far are:
- J&D BBQ
- Ruru Kitchen
- Little Skillet
Progress has been made as Little Skillet received their first order this week. To continue the celebration of Black History Month, we are booked in two community engagements with SFAACC around the Supplier Diversity Catering Program to provide further support to the community and create a clear path for all interested suppliers that meet UC requirements to onboard successfully into ATG.
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Anchor Away Team
The brainstorming meeting in January was a success and the group is now named the Anchor Away Team. Highlights from the meeting include:
- Clearly identifying businesses in ATG that are listed in supplier diversity and living green
- Early vetting of suppliers by conducting boot camp or orientation-style sessions to prepare small businesses to work with UCSF
- Creating more transparency around supplier diversity goals
We are moving forward with addressing each of these topics and will share further details in next month's newsletter.
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What Can You Do?
- Support small/local/diverse suppliers by procuring your goods and services from them whenever possible.
- Join SCM's Marliz Copado for a monthly virtual brainstorming meeting to discuss implementation tactics. We invite all to join. Email Copado to get involved and receive an invitation. The next session is Friday, February 19 from 11:30 a.m. to 12:30 p.m.
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CHANGES TO CONCUR MOBILE APP SIGN IN
Concur, the supplier of MyExpense, is changing the sign-in for the Concur mobile application to improve user experience and security. Coming in April, the sign-in experience using a mobile PIN will no longer be available and you will be able to log in to the mobile app using a username and single sign-on (SSO) method.
For now you can continue to use a mobile PIN to log into the mobile app. However, the login screen will change. The next time you update the Concur mobile app, you will need to click "Take me back to the old Sign In experience" on the sign in screen to enter your PIN and login. You can see if you set up a mobile PIN by opening the MyExpense site from your computer and navigating to Profile > Profile Settings > Concur Mobile Registration. If you see "Forgot Concur Mobile PIN" in the left-hand menu under "Other Settings," a mobile PIN is set up.
More information about the Concur mobile app is available at: Android or iOS.
For questions or support on the Concur mobile application, contact the Concur User Support Desk at 866-793-4040.
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Q. I created a purchase order (PO) using an amount-based form but the total invoices have exceeded the PO. When should I submit a Change Order Request to increase the PO amount?
A. To manage your PO, monitor your order invoices and immediately submit a Change Order Request if the PO balance is running low and you will continue to use the PO for future purchases. You should not wait for the PO to be over-invoiced. Change Order Requests take time to be processed, so always submit these requests before the PO is over-invoiced.
Keep in mind that increasing the PO amount will not automatically resolve a match exception on the PO's pending vouchers. Your department Match Exception Handler will still need to review and take action on the voucher.
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