Bears that Buy User GroupFeedback Loop

July 2013

Today’s Topics• Welcome • Introduction• BearBuy Stats• One Hierarchy Update• New User Interface & 13.2 Release• New BearBuy Resources• BearBuy Training Program• Ideas Community – Your voices count!

2

Bears That Buy User Group Meeting Objective

Bears that BuyBears that Buy is a user group meeting represented by various campus departments to collaborate and discuss the best practices in the BearBuy program. The purpose of the group is to share knowledge and experience, provide feedback on functionality and business processes, and receive updated information from the Procurement Services BearBuy Support team.

3

BearBuy & Blu-Card Team Members Changes

• BearBuy Team Changes– Dan Parnas serves as AP Operations Manager– Stacey Templeman is no longer a BearBuy analyst

• Blu-Card – Nimfa Delos Santos serves as Card Manager– Card administration– Day-to-day card users support– Blu-card (510-642-0882, blucard@berkeley.edu)

4

Jan-12

Feb-12

Mar-12

Apr-12

May-12

Jun-12

Jul-12

Aug-12

Sep-12

Oct-12

Nov-12

Dec-12

Jan-13

Feb-13

Mar-13

Apr-13

May-13

Jan-12

Feb-12

Mar-12

Apr-12

May-12

Jun-12

Jul-12

Aug-12

Sep-12

Oct-12

Nov-12

Dec-12

Jan-13

Feb-13

Mar-13

Apr-13

May-13

Berkeley

370 2166

5419

7659

11987

14215

14424

15766

13896

17112

14457

11856

15436

15571

16389

18073

18593

Cumulative

370 2536

7955

15614

27601

41816

56240

72006

85902

103014

117471

129327

144763

160334

176723

194796

213389

10003000500070009000

1100013000150001700019000

25000

75000

125000

175000

225000

Number of BearBuy POs by Month

BearBuy Purchase Order Counts

Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13

Berkeley

5267.7367

14022.56407

20010.91568

22885.1436

28781.78237

42556.70345

51519.72044

80424.13753

132289.98408

63748.15293

70203.57315

112670.88494

83096.09263

59481.68589

54958.30303

51006.94708

49987.28416

Cumulative

5267.7367

19290.30077

39301.21645

62186.36005

90968.14242

133524.84587

185044.56631

265468.70384

397758.68792

461506.84085

531710.414

644381.29894

727477.39157

786959.07746

841917.38049

892924.32757

942911.61173

$10,000

$30,000

$50,000

$70,000

$90,000

$110,000

$130,000

$50,000

$150,000

$250,000

$350,000

$450,000

$550,000

$650,000

$750,000

$850,000

$950,000

PO Dollar Amount by Month(in thousands)

BearBuy Purchase Order Amounts

BearBuy Invoices Processed

Automated; 26265; 22%

Electronic; 28305; 24%

Manual; 63687; 54%

Supplier Portal; 131; 0%

Invoices 2013

Automated; 37559; 25%

Electronic; 40943; 28%

Manual; 69924; 47%

Supplier Portal; 261; 0%

Invoices 2012

One Hierarchy Project - BearBuy• The first large-scale review of the BFS Master Org Tree since the

implementation of BFS over a decade ago.

• 631 BearBuy POs and 50 BFS 9 POs have been updated– 377 By Department Users (Change Order Preparers), and – 254 BearBuy POs and 50 BSF 9 POs By BearBuy Analysts

• Speedtypes existing in BFS as of July 8th have been updated with the replacement DeptID values centrally.– DeptID values in speedtypes and will be updated with the replacement values as

identified on the One Hierarchy Dept ID Map by the BFS Tech team.– No speedtypes will be deleted. If departments are aware of speedtype values that will

no longer be used they may choose to delete these manually.– The updates will take place on all speedtype (and speedchart) values in BFS and will not

be restricted to those used in BearBuy.

• For inquiries on BearBuy Requisition, PO, and/or voucher related the One Hierarchy Project Dept ID change, send an email to bearbuyhelp@berkeley.edu.

8

BearBuy Key UpdateUser Interface Change in 13.2 ReleaseFeatures Include:

– Modern layout– Online and email notifications– Checkout process– Ability to create Bookmarks (short cuts) to navigated to commonly

used pages– Improved Document Search Tool

• New search Field – “With Revisions” (change order search)• Additional filter options for custom fields• New items added to document search exports

– Schedule approval substitution

9

New User Interface & 13.2 ReleaseThe new user interface is a change in the ‘look and feel’ of the BearBuy system. Your activities in BearBuy do not change. With the new interface you’ll have a much more cleaner user experience, interactive notifications, and user profile improvements.

10

New Online Notifications

New Navigation

Less Cluttered Banner Area

Classic vs New User Interface: General Navigation

11

Classic• The classic interface is navigated via a tab-

driven menu that is always present across the top of the page.

• Sub-menu items located in sub-navigation tabs.

New• The new interface features a slide-out menu.

Menu items stay out of the way until they are needed for a cleaner, less cluttered site.

New User Interface & 13.2 Release:

Classic vs New User Interface: Menu Item Groupings

12

Classic• The classic interface often separates related

pages on to separate tabs.• Exp. The Shopping page, the Forms page, and the

Carts page are located in individual tabs.

New• Menu options are grouped by related tasks,

making them easier to locate. • Exp. shopping tasks (shown below) includes

product quick search, shopping, viewing forms, accessing your carts, etc.

• New ability to search the menu• You can also use Alt + M quick key to access Menu

Search

New User Interface & 13.2 Release:

New User Interface & 13.2 Release• Live webinar with Q&A

– Friday, July 19th @ 10am– You can pre register: https://cc.readytalk.com/r/f7qxn1pg14zo&eom

• Demo video’s being developed – SHOW DEMO ALREADY CREATED

• For questions contact the BearBuy HelpDesk via:– Email: bearbuyhelp@berkeley.edu– Phone: (510) 664-9000 Option 1, Option 2, Option 1– Mon-Fri 8am to 5pm

13

BearBuy Training Program

14

The BearBuy Training Program is designed to assist departments in understanding BearBuy and training their end users. We provide an in-depth business analysis to understand the department’s specific business process. By doing so, we can better align our trainings to meet the specific department needs. We provide a customized training roadmap as well as resources that can be adapted by the department for future trainings. We take a dynamic approach in introducing the BearBuy tool and its day-to-day usage.

• Overview (4 phases):– Phase 1: Initial department meeting– Phase 2: Develop training content, exercises and material– Phase 3: Deliver training (dynamic training)– Phase 4: Evaluate

BearBuy Training Program

15

• During the ‘12-’13 Fiscal year we’ve:– Conducted 6 department specific trainings

• Rec Sports, Physical Plant, Cal Dining, CorWe, CSS and the Help Desk

– Developed and delivered 6 subject matter trainings• Shopping, Cart Authorizer, Voucher approver, Requisition Creators,

Form usage, Troubleshooting

– 3 to 5 week timeline• Ranges by department and training/resources needed

• To get more information or to participate in the program please email bearbuyadmin@berkeley.edu

New BearBuy Resources• Procurement.berkeley.edu/BearBuy– All BearBuy related communication– In person and Online training courses schedule– Recent Product Releases– Instructional Resources – Bears That Buy

• YouTube Channel & Demo Videos (http://www.youtube.com/user/BearBuyProcurement)

– Functional Demos: • Split by amount, create receipts, etc

16

CalAnswers Procure-to-Pay Reports• Same Creator and Approver Report

– The report allows you to see when the Purchase Requisition Creator, Requisition Org Node Approver and the Voucher Org Node Approver were the same User.

• Auto Approved Invoices – All Report– Displays Purchase Order, Invoice and Voucher information and Receipt

information for transactions that have been auto approved.– Criteria: consists of vouchers with a total merchandise amount less than

$1,000, that are associated with a purchase order• Not for services, Sub-awards, After the Fact payments or Direct payment requests.

• BluCard– BluCard transactions based on the specified search criteria.– Answer the question, “How much of my BluCard Activity is with BearBuy

Catalog Suppliers?”– Summary and drill down capability

17

• Your voices count!

18

Ideas Community