Supply Chain Management Newsletter March 2019

Supply Chain Management News

March 2019

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:

Coming Soon.....BearBuy Fast Track Approval Process
Fastenal Punch-Out Now Available
BearBuy Down March 29-31
Fiscal Close Information For 2018-2019
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

Coming Soon.....BearBuy Fast Track Approval Processes

For those of you who missed the VCA Town Hall on March 14th, Supply Chain Management is working to improve the time to place orders and process payments. A quick overview was presented by Russell Chung, Chief Procurement Officer, of the changes going live on April 14 ^th . A copy of the presentation can be found here . Here’s a sneak peek at the coming changes:

Fast Track Purchase Order Approval

Catalog orders under $5,000 skip Requisition Creator and Org Node approval steps
Non-catalog and Service forms under $1,000 skip Requisition Creator and Org Node approval steps
To qualify for the above, Shopping Carts must be complete (shipping address, valid chartstring)

Voucher Payment Process changes

Catalog orders under $5,000 will auto-pay provided that the invoice matches the PO

What’s not changing?

Payment Request and Subaward approvals for Purchase Requisitions or Vouchers
Service Request Voucher Approvals (require Voucher Approval)

What if I have questions?

Additional Information will be provided to the campus in early April with revised training aids and updated webpages.

Link To Presentation: https://supplychain.berkeley.edu/sites/default/files/scm_vca_spring_2019_auto_approval_v1.pdf

Fastenal Punch-Out Now Available

Supply Chain Management is excited to announce that Fastenal Punch-Out went live on March 4, 2019.

BearBuy Down March 29-31

The UC Path implementation will impact all campus systems that use employee data, including BFS and Bear Buy. As part of the cutover and conversion process, BearBuy will be unavailable due to it's dependence on BFS and HR databases for user authentication, employee information, security roles, and supplier data.

Fiscal Close Information For 2018-2019

Purchase Order requests for amounts over $100,000 should be submitted before May 1st with complete documentation if orders are needed prior to fiscal year end, June 30. Requests for purchase orders over $5,000 must be submitted by May 24th.

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

https://docs.google.com/forms/d/e/1FAIpQLSdRrtCp8eqBMUJAcCF56Niqy43duerXZztEqaEfk8D5POIn4A/viewform

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.

BearBuy Website

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.

Instructional Resources

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

Upcoming Training

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.

BearBuy Help Desk

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