Supply Chain Management News
August 2019
Dear Campus Community,
  
Supply Chain Management 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:  
 
  • NEW! Looking for a Contracted Supplier?
  • Master Service Agreement (MSA) Update
  • Fast Track Approval Update
  • Procurement Tips
  • 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
NEW! Looking for a Contracted Supplier?
The BearBuy team will add a NEW tile to the BearBuy homepage on September 3rd with a quick view list of current contracts by supplier name. More information and file attachments are available on BearBuy's Contracts section or in  CalUSource , the University of California's site for procurement contracting.
Master Service Agreement (MSA) Update
UCB has executed MSA's with certain suppliers which include a blanket insurance certificate issued by Risk Services. Events with those suppliers will be governed by the terms and conditions of the fully executed MSA.

Hotels & Conference Venues
  • BPR Properties Berkeley LLC, DBA: Hotel Shattuck
  • David Brower Center
  • The Claremont Hotel Club & Spa
  • Berkeley City Club

Catering (Zero Waste and/or Eat Well Certified)
  • California Rose Catering
  • Checkers Catering
  • EBCC Inc, DBA: Elaine Bell Catering
  • Grace Street Catering
  • Market Hall Caterers, DBA: Fourth Street Pasta Shop
  • North American Food & Catering Services, DBA: ACT Catering & Event Production

How to Process an Event order:
The department may use their Event Planner Card for MSA's or when the Supplier doesn't require a signed contract. Requisitions processed on the Bear Buy:  Off Campus Events (external link)  form will automatically create a PO without Buyer review.
Fast Track Approval Update
As of April 14, 2019, all low-value catalog (under $5K) and non-catalog (under $1K) orders that are filled out correctly are auto-approved on the same day. Since Fast Track Approvals were implemented purchase order turn-around times have improved significantly. Same day completed orders improved from 45.5% for FY18 to 71.6% within the past 30 days. Currently (last 7 days), 89.5% of ALL BearBuy orders are completed by the next day. Please utilize BearBuy catalogs for quicker turnaround times with the cart to purchase order dispatch. See graph below:
Procurement Tips
Supplier Onboarding
If you are curious how long it will take to process a new Supplier request or a previously submitted request, please visit our  Vendoring Overview webpage  which lists current processing time for supplier onboarding requests.  This page is updated daily and shows the submit date of requests that are in process.

For a refresher on how to request a new supplier/vendor record, visit the Supply Chain Vendoring's  How To Page   for instructions on requesting new supplier records, updates or reactivations of vendor records. Incomplete requests (missing department/supplier contact information or tax information) will result in extended processing times.

Splitting COA At Header Level Vs. Line Level
Splitting COA at the Header level will apply the spit to all lines on the PO. 
Spltting COA by line level allows you to customize COA percentage allocated to that specific line. BEST PRACTICE for Subaward: Put line 1 COA at the header and then edit each line with their own unique COA. For any questions on how to split a COA please contact your regional group: https://regionalservices.berkeley.edu/home.

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 assistance with determining the status of your order in BearBuy, 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.
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 or click on one of the training links below to sign up for a class. 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